Procuring Lodging

The State of Illinois has specified the maximum rates for lodging allowed (See Maximum Lodging Rates). These rates are for the base rate. Taxes on the base rate are reimbursable. It is the responsibility of the traveler to request the lowest available lodging rate at the time of making arrangements. Department Credit Card and Direct Billing CANNOT be used for lodging for employee travel. The employee should pay for the expense and submit it for reimbursement on their travel voucher when they return. Employee Controlled Housing (including leased/rented apartments) is subject to reimbursement limitations.

Airbnb reimbursements are limited to the cost of a hotel at the maximum allowed lodging rate plus applicable taxes. All Airbnb service and cleaning fees above the allowed amount for lodging and applicable taxes are not reimbursable. Please contact Stephanie Ogden or Carla Dietsch for additional information.

Conference Lodging

• Conference lodging expenses at the negotiated conference rate that are in excess of the state specified maximum rates are reimbursable.
• Documentation must be attached to the travel voucher that shows the negotiated conference rate.

The State of Illinois has negotiated rates with several hotels in Illinois.

• The Preferred Hotel Listing can be found at https://cms.illinois.gov/employees/travel/preferredhotel.html
• When securing lodging at one of these hotels please ask for the “state rate” instead of the “government rate”.

Lodging Reimbursement

One employee cannot be reimbursed for another employee’s travel expenses regardless of who paid for the expense. Each employee must list the expenses for their travel on their own travel voucher. However, if one employee pays for a room shared with another employee, only one of the employees needs to include the lodging expense on their voucher. On their own travel voucher each employee will note who shared the room.

The lodging expenses needs to be itemized out for each day of travel. The amount will include the base lodging rate and any applicable taxes for each day. Late check-out fees, room guarantee charges, and early check-in fees are NOT reimbursable.

• However, fees for baggage storage are reimbursable. Ask the hotel desk if they will store your bags and list the expense in the other expenses column of your travel voucher.
• Please note that housekeeping tips are NOT reimbursable.

Lodging Exception Form

• If the obtained lodging rate is in excess of the state’s specified maximum rates allowed, the reason the allowed rate was not obtained needs to be included with the travel voucher.
• If the reason for the excess lodging is not included with the travel voucher, a Lodging Exception Form will be sent to the traveler requesting the reason the allowed rate was not obtained.
• The amount in excess of the maximum allowed rate will be included in a report that is submitted to the Illinois Higher Education Travel Control Board for approval. All amounts not approved will need to be reimbursed to the university by the traveler.