Travel Procedures

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Instructions to Assign Delegates (formerly 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

 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

Per diem is calculated based on time traveled and provided meals.  The Business Office needs:

• Start Date and time (closest 30 minutes - e.g. 10:30 am)
• End Date and time (closest 30 minutes - e.g. 9:30 pm)
• Any meals covered by conference/other (e.g. 2/15 lunch and dinner, 2/16 breakfast)

Individual meal receipts are not needed.

Per Diem Policy

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

Personal Vehicles Policy

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)