Travel Update 08-04

As you may know, Travel Update 07-09 required approval of the Governor’s Travel Control Board prior to processing travel vouchers in excess of the state rate. That policy was put in place in order to obtain data on state rate availability. Effective immediately, the Governor’s Travel Control Board is rescinding Travel Update 07-09 and re-establishing the previous policy as stated below.

State agencies may process requests for excessive lodging charges without approval from the Governor’s Travel Control Board provided the request is in compliance with the travel rules. A request is considered in compliance if:

• In the Cities of Chicago and Springfield, a minimum of five (5) Preferred hotels were contacted (i.e., hotels appearing in the latest Travel Guide for State Employees or subsequent Travel Updates).

• In all other areas within the State of Illinois -- a minimum of three (3) Preferred hotels were contacted.

• In all out-of-state locations, a minimum of three (3) properties were contacted.

For areas with less than three (3) hotels on the Preferred Hotel Listing, a minimum of three (3) budget to mid-price hotels must have been contacted (where available). Upscale or deluxe properties would not count as contacted properties unless they appear on the Preferred Hotel Listing. Lodging is only allowed at non-Preferred hotels if the rate offered is lower than the rates of Preferred hotels in that particular area.

If the request is determined to be in compliance, agencies may process the claim provided:

•  A note is placed in the “Comments” field on the travel voucher to reflect agency approval of the excessive lodging amount.

•  Agencies maintain documentation of the justification for all excessive lodging approvals.

Although this policy provides criteria for agencies and employees to process vouchers containing excessive lodging charges, it is still imperative that employees make a diligent effort to locate lodging within the current maximum allowable rate. If this “state rate” can not be found, the lowest available rate may be accepted.

If you have questions, please contact Kelley Shaw, State Travel Coordinator, at (217) 782-4705 or by e-mail at kelley.shaw@illinois.gov