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Travel Update 10-06

Travel Update #10-06: Airline Baggage Fees (updated)

TO: Agency Travel Coordinators
FROM: James P. Sledge, Chairman
DATE: February 8, 2010
SUBJECT: Airline Baggage Fees (updated)

Section 3000.600 of the Travel Regulation Council Rules states that the cost of business related special expenses, if reasonable, shall be reimbursable. It is the Governor's Travel Control Board's interpretation of this rule that airline fees incurred for a single piece of checked luggage is reasonable, and shall be reimbursable per employee, per flight, while traveling out of State on official State of Illinois business.

Exceptions to this policy will be considered on a case-by-case basis under one or more of the following conditions:

  • The employee requesting the exception was on travel status for at least five (5) consecutive days; and/or
  • The employee was required to transport work materials (trade show materials, audit files, e.g.), provided that: (a) this was the most economic way of transporting these materials; and (b) estimates as to the cost of shipping the required materials separately accompany the exception request.

Exception requests are to be submitted in writing on Agency letterhead and personally signed by the Agency Head in order to be considered by the Board.

As the appointed Travel Coordinator for your Agency, it is your responsibility to disseminate this information to all appropriate personnel within your Agency. If you have any questions please contact Kelley Shaw, State Travel Coordinator, at (217) 782-4705 or by email at

Agency Heads
Agency Fiscal Officers
David Vaught, Member
Simone McNeil, Member