Agencies
Services
Travel Update 07-03
Governor's Travel Control Board Travel Update
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TO:
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Agency Travel Coordinators
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FROM:
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Paul Campbell, Chairman
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DATE:
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August 30, 2006
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SUBJECT:
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Lodging Reimbursement
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#07-03
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As provided in the travel rules, employees may claim reimbursement for incurred lodging expenses while traveling on official state business. The purpose of this Update is to provide agencies and employees with the most current reimbursement schedule, to explain the federal rate structure, and to remind employees of the required procedures when an acceptable rate cannot be obtained.
Reimbursement Schedule
The maximum amount that may be claimed for lodging expenses is as follows:
| In State |
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| Cook County |
Federal rate* |
| Counties of DuPage, Kane, Lake, McHenry and Will |
$80.00 |
| Counties of Champaign, Kankakee, LaSalle, McLean, Macon, Madison, Peoria, Rock Island, St. Clair, Sangamon, and Winnebago |
$70.00 |
| All other Illinois counties |
$60.00 |
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| Out of State |
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| District of Columbia (includes the cities of Alexandria, Falls Church and Fairfax, the Counties of Arlington, Loudon, and Fairfax in Virginia; and the counties of Montgomery and Prince Georges in Maryland |
Federal rate* |
| New York City (includes the boroughs of the Bronx, Brooklyn, Manhattan, Queens, and Staten Island; Nassau and Suffolk counties |
$110.00 |
| All other out of state locations |
$90.00 |
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| Out of Country |
Actual reasonable |
* See explanation on following page.
Allowable rates are exclusive of applicable tax.
The Governor’s Travel Control Board (GTCB) has negotiated discounted rates with over 300 hotels in Illinois. The FY07 Preferred Hotel Listing including these rates can be found in the Travel Guide for State Employees at the following site: http://www.cms.il.gov/cms/2_servicese_oth/trvlguid.htm
Federal Rate Structure
To account for seasonal lodging demand, the federal government has established a tiered rate structure for a number of metropolitan areas around the country – including Cook County, Illinois and Washington D.C. area.
For the remainder of FY07, the federal rate in Cook County will range from $138.00 to $173.00. The GTCB has negotiated discounted rates with numerous hotels in the Cook County area, including a rate of $135.00 or less with many hotels in the City of Chicago. Even though the rule allows for reimbursement up to the federal rate, employees are to utilize the Preferred Hotel Listing to make a diligent effort to obtain a room in Chicago at or below the $135.00 negotiated rate. If this effort (i.e., contacting at least 5 hotels) fails to locate a room at $135.00 or less, the employee may accept the lowest available rate (see Exception Process). For informational purposes, the following represents the federal rate structure for the remainder of FY07.
| Cook County, IL – Federal Lodging Rate
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| Date Range |
Rate |
| thru August 31, 2006 |
$149.00 |
| September 1 – September 30, 2006 |
$169.00 |
| October 1 – November 30, 2006 |
$173.00 |
| December 1, 2006 – April 30, 2007 |
$138.00 |
| May 1 – June 30, 2007 |
$169.00 |
The following table represents the federal rate structure for the Washington D.C. area and thus the maximum allowable reimbursement rate for travel to that area. The State has no special negotiated rates with Washington D.C. area hotels.
| Washington D.C. Area -- Federal Lodging Rate
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| Date Range |
Rate |
| thru August 31, 2006 |
$150.00 |
| September 1 – September 30, 2006 |
$192.00 |
| October 1 – November 30, 2006 |
$195.00 |
| December 1, 2006 – May 31, 2007 |
$188.00 |
| June 1 – June 30, 2007 |
$162.00 |
Exception Process
Policies regarding lodging exceptions can be found in the Travel Guide for State Employees at the website noted above. It is the responsibility of the employee to ensure an effort is made to obtain lodging within the allowable rate. Exceptions may be made as summarized in the policy.
Thank you for your cooperation. If you have any questions, please contact Kelley Shaw, State Travel Coordinator, at (217) 782-4705.
cc: Joe Cini, Member
John Filan, Member
Agency Heads
Agency Fiscal Officers