Travel

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Delegate instructions - Assigning Delegates (formerly called proxies)

Business Meals are meals from a restaurant including university employees and/or a university guest who are meeting to discuss official university business.

• The Business Office will need the following information:
  • The business purpose of the meal
  • An itemized receipt showing the payment method
  • The number of attendees and their affiliations (e.g. 1 UIUC faculty member, 3 UIUC students, 2 non-UIUC faculty)
  • If alcohol was served
• Alcohol may be purchased for attendees 21+ and does not need separated on the check, but it will count towards the per-person maximum

More: 8.1.1 Business Meals, Food Supplies, and Alcohol

Faculty/researchers/staff/students: use this online form for international travel approval LAS International Travel Request

The University of Illinois Urbana-Champaign has revised the International Travel Safety Policy (CAM HR-39). The revised policy introduces new requirements and guidelines for university-related international travel.

Campus Required Checklist for all travel abroad

International Insurance: All university employees and all undergraduate and graduate Students participating in University-Related International Travel must enroll in the University-Approved International Insurance. Students, Faculty, and Staff enroll travel at https://safetyabroad.illinois.edu/insurance/enroll/index.html.

• The University of Illinois System pays the premiums for Faculty and Staff. Undergraduate and graduate Student travel is the responsibility of the student. Units will pay the premium fee for travel conducted in the course of assistantship responsibility. PI's, faculty, and mentors may have funding that they'd like to use to cover student insurance fees. Student travel insurance fees can be found here: https://safetyabroad.illinois.edu/insurance/enroll/

Questions about International Insurance, enrollment assistance, high-risk activities, and related questions may be directed to International Safety and Security at safetyabroad@illinois.edu.

Export Control Policy

*DOMESTIC* Per Diem Updates:

As announced earlier this year, the State of Illinois has begun utilizing the domestic per diem rates and rules set by the General Services Administration (GSA). While we are all happy to see the per diem rates increase, a few of the accompanying changes have led to some confusion, so we would like to clarify.

What Stayed the Same?

• Per diem is allowed for travel days while you are away from your designated workplace.
• Per diem is only allowed when an overnight stay is included.
• If a meal was provided to you (conference meals, meal on a flight, business meal with outside guests that you or they paid for, breakfast provided by the hotel, etc.), you must mark those meals as deductions.
• Employees on travel status must claim per diem.  

What Changed?

• The amount of per diem you receive is no longer calculated based on travel times.
• The day you leave your headquarters and the day you travel back to your headquarters should both be marked as a Travel Day.
  • This will provide you with 75% of the day’s allotment.
  • Only mark the first and last day of travel as Travel Days.
  • The 75% rate applies regardless of how much of the day was spent traveling.
• A $5 incidental amount has been added to your daily total to cover the cost of hotel housekeeping, bellhops, or other baggage handlers.

Helpful Hint: If you are not requesting per diem for a travel day, please note that when requesting your reimbursement.

The University reimburses mileage based on distance traveled.  The Business Office will need a Starting and Ending Address to calculate the reimbursement.

• Driving should be the most economical mode of travel
  • Flights/other forms of transit will be priced out and the lesser expense reimbursed
• No gas receipts needed

Rideshares used for business travel can be reimbursed.  Travel should be strictly for University business.  Receipts with payment method will need to be submitted to the Business Office.  The Business Office will also need to know the start and end of each trip (e.g. Hotel to Airport).

• Acceptable rideshare uses:
  • Transport between lodging and airport/station for a conference
  • Transport from lodging to conference if not staying at conference hotel
  • Transport to a Business Meal if University business is conducted at meal
• Unacceptable rideshare uses:
  • Transport to restaurants for generic meals (these costs are factored into per diem)
  • Transport for personal use (e.g. shopping, sightseeing, personal time)