AUTHORITY: Implementing and authorized by Sections 12-1, 12-2 and 12-3 of the State Finance Act [30 ILCS 105].

SOURCE: Emergency rules adopted at 10 Ill. Reg. 12697, effective July 2, 1986, for a maximum of 150 days; adopted at 10 Ill. Reg. 18188, effective January 1, 1987; peremptory amendment at 11 Ill. Reg. 14854, effective August 25, 1987; amended at 12 Ill. Reg. 11626, effective July 1, 1988; amended at 14 Ill. Reg. 10014, effective July 1, 1990; amended at 19 Ill. Reg. 7852, effective July 1, 1995; amended at 20 Ill. Reg. 7372, effective May 13, 1996; amended at 20 Ill. Reg. 9025, effective July 1, 1996; amended at 21 Ill. Reg. 8899, effective July 1, 1997; amended at 22 Ill. Reg. 11713, effective July 1, 1998; emergency amendment at 23 Ill. Reg. 11332, effective August 27, 1999, for a maximum of 150 days; amended at 24 Ill. Reg. 245, effective December 27, 1999; emergency amendment at 24 Ill. Reg. 861, effective January 1, 2000, for a maximum of 150 days; amended at 24 Ill. Reg. 1908, effective January 2, 2000; amended at 24 Ill. Reg. 7737, effective May 9, 2000; amended at 26 Ill. Reg. 14985, effective October 8, 2002; emergency amendment at 27 Ill. Reg. 557, effective January 1, 2003, for a maximum of 150 days; amended at 27 Ill. Reg. 8551, effective May 12, 2003; amended at 27 Ill. Reg. 9990, effective July 1, 2003; amended at 37 Ill. Reg. 4383, effective March 22, 2013; amended at 43 Ill. Reg. 7447, effective July 1, 2019; amended at 47 Ill. Reg. 1660, effective January 20, 2023; amended at 48 Ill. Reg. 2844, effective February 6, 2024.

SUBPART A: GENERAL

 

Section 3000.100  Authority

 

This Part is promulgated under the authority vested in the Travel Regulation Council by Sections 12-1, 12-2 and 12-3 of the State Finance Act [30 ILCS 105/12-1, 12-2 and 12-3].

 

(Source:  Amended at 37 Ill. Reg. 4383, effective March 22, 2013)

 

Section 3000.110  Philosophy

 

The Travel Regulation Council believes first and foremost that State employees are honest individuals and that claims for reimbursement are made in all good faith.  The Council is therefore obliged to deal fairly with agencies and individuals in carrying out its responsibilities.

 

Section 3000.120  Policy

 

It is the policy of the State to reimburse employees for reasonable authorized expenses incurred by them in the performance of their duties.  The Travel Regulation Council will at least biennially review and revise rates to reflect, as accurately as possible, the actual amounts necessary to reimburse employees.  Rates of reimbursement are shown in Appendix A, Reimbursement Schedule.

 

Section 3000.130  Scope and Interpretation

 

a)         This Part shall apply to the following:

 

1)         All full and part-time employees of the State regardless of funding source;

 

2)         Public members, whether salaried or unsalaried of State Boards, Commissions, and Authorities, advisory or otherwise;

 

3)         Wards and charges of the State.

 

b)         The following are specifically exempt from this Part:

 

1)         Elected constitutional officers and members of constitutional State Boards.

 

2)         Members of the General Assembly

 

3)         Judges

 

4)         The Auditor General

 

5)         Independent Contractors

 

c)         Questions regarding interpretation and application of this Part shall first be addressed to an individual's employing agency.  The employing agency may refer the question to the Travel Control Board holding jurisdiction over the Agency.  The Travel Regulation Council shall have final interpretation of this Part.  The decision of the Council as to the proper interpretation of any such rule shall be final and binding.  All covered agencies and employees shall comply with the Council's decision in the absence of a written opinion from the Attorney General or a decision of a court of competent jurisdiction.

 

Section 3000.140  Definitions

 

Act:  The State Finance Act [30 ILCS 105].

 

Agency:  Any department, board, commission, committee, authority, or institution as defined in the Illinois State Auditing Act [30 ILCS 5/1-7].

 

Agency Head:  The chief executive officer of an agency or a designated representative.  Representatives must be authorized by the Agency Head and must be on file with the Office of the Comptroller.  Filing of the Signature Authorization Card (SCO-95) shall constitute authorization.

 

Commuting Expense:  The cost of one round trip between residence and headquarters.  Cost may include mileage, parking fees, tolls, etc.  Mileage cost is determined by multiplying the commuting mileage by the mileage reimbursement rate defined in Appendix A, Reimbursement Schedule.

 

Commuting Mileage:  The actual round trip mileage between residence and headquarters.

 

Headquarters:  The post of duty or station at which official duties require the employee to spend the largest part of working time.  Headquarters shall ordinarily be the corporate city limits in which the employee is stationed or may be a designated geographical area.  Headquarters shall be designated by the Agency Head in accordance with policies established by the appropriate Travel Control Board.

 

Travel Control Board:  Those Boards created by the State Finance Act [30 ILCS 105/12-1].

 

Travel Regulation Council:  The Travel Regulation Council (TRC or the Council) shall consist of the Chairmen or designee of each of the statutorily created Travel Control Boards.

 

Travel Status:  An employee shall be considered "on travel status" while away from headquarters on authorized state business.  Travel status shall begin when an employee leaves headquarters or, if reporting directly to destination, from residence or other location.  Travel status shall conclude when an employee returns to headquarters or, if reporting directly from original destination, to residence or other location at the completion of authorized State business.

 

(Source:  Amended at 48 Ill. Reg. 2844, effective February 6, 2024)

 

Section 3000.150  Remote Attendance

 

If a quorum of the members of the Council are physically present, as provided for in Section 2.01 of the Open Meeting Act [5 ILCS 120], a member not physically present may attend by way of video or audio conference if:

 

a)         The member is prevented from physically attending due to:

 

1)         personal illness or disability;

 

2)         employment purposes or the business of the public body;

 

3)         a family or other emergency [5 ILCS 120/7]; and

 

b)         The member notifies the chair and/or the Council staff prior to the meeting, unless advance notice is impractical, of their desire to attend by way of video or audio conference; and

 

c)         A majority vote of the Council is held approving of the member's attendance by way of video or audio conference.

 

(Source:  Added at 48 Ill. Reg. 2844, effective February 6, 2024)

SUBPART B: TRAVEL CONTROL SYSTEM

 

Section 3000.200  Travel Control System

 

Each Travel Control Board shall prescribe a travel control system for the agencies and employees under its jurisdiction.

 

Section 3000.210  Designation of Headquarters

 

a)         Section 12-3 of the State Finance Act, [30 ILCS 105/12-3], requires that Form TA-2 be completed and filed with the Legislative Audit Commission for any individual whose headquarters has been designated as a location other than that at which official duties require the largest part of working time. The reports shall be filed no later than July 15 for the period from January 1 through June 30 of that year and no later than January 15 for the period July 1 through December 31 of the preceding year.  If an agency has more than one facility or institution, the report shall indicate on its face to which facility or institution the data pertain.

 

b)         Agencies with no officers or employees in this status will file negative reports.

 

c)         The Travel Control Boards shall prescribe procedures for headquarters designation for Agency Heads under their respective jurisdictions.

 

(Source:  Amended at 20 Ill. Reg. 7372, effective May 13, 1996)

 

Section 3000.220  Expenses at Headquarters or Residence

 

a)         As a condition of employment, employees expect to incur commuting expenses between their residence and headquarters.  These expenses are not reimbursable.  Meals, lodging and per diem are not reimbursable at headquarters or at residence.  Expenses associated with State business in excess of commuting expenses are reimbursable at headquarters and/or residence.  An employee whose travel does not include travel through headquarters shall be reimbursed for all mileage.  An employee whose travel does include travel through headquarters shall be reimbursed for all mileage in excess of commuting mileage.  All travel must be by the most direct route.

 

b)         "Travel through headquarters" is defined as:

            Any travel to or through the corporate city limits of the employee's designated headquarters, regardless of whether the employee made a stop at the work site or changed vehicles or modes of transportation.

 

c)         Examples of reimbursable mileage expenses are as follows:

 

1)         Residence/Lincoln – Headquarters/Springfield.  Employee drives from residence in Lincoln to Chicago and returns to residence.  Reimbursement is for all mileage because the travel was not to or through headquarters.

 

2)         Residence/Lincoln – Headquarters/Springfield.  Employee drives from residence in Lincoln to Collinsville and back to residence.  Reimbursement is for all mileage in excess of commuting mileage.  The travel, by the most direct route, was through headquarters.

 

3)         Residence/Carbondale – Headquarters/Marion.  Employee drives from residence to headquarters.  Later, employee drives from headquarters to Anna and back to residence.  Reimbursement is for all mileage in excess of commuting mileage.

 

4)         Residence/Evanston – Headquarters/JRTC, Chicago.  Employee drives from residence to McCormick Place for an event.  After the event, the employee drives to headquarters, then to residence.  Reimbursement is for all mileage in excess of commuting mileage because the travel was through headquarters.

 

5)         Residence/Chicago – Headquarters/JRTC, Chicago.  Employee normally commutes to work by train.  However, in order to attend a meeting at another location, the employee drives from residence to headquarters, then to the meeting location, then returns to headquarters and back to residence. Reimbursement is for all mileage in excess of commuting mileage.  The fact that the employee normally rides the train to work has no effect on determining reimbursement.

 

d)         Agencies are responsible for monitoring claims under this Section.

 

(Source:  Amended at 37 Ill. Reg. 4383, effective March 22, 2013)

 

Section 3000.230  Preparation and Submission of Vouchers or Travel Expenses

 

The Travel Control Boards shall prescribe procedures for the preparation and submission of vouchers for travel expenses for agencies under their respective jurisdictions to comply with the Comptroller's Uniform Statewide Accounting System and shall include the certification required by Section 12 of the State Finance Act [30 ILCS 105/12].

 

(Source:  Amended at 20 Ill. Reg. 7372, effective May 13, 1996)

SUBPART C: TRANSPORTATION