Traveling on University business requires advance planning, proper documentation, and compliance with University policies. This resource serves as a quick-reference guide for faculty and staff, bringing together key travel requirements, reimbursement guidance, and practical tips from the University of Illinois System Business & Finance website.
Our goal: Help travelers plan efficiently, stay compliant, and avoid reimbursement delays.
Remember: The best travel reimbursement is the one that is approved the first time. Plan ahead, keep documentation, and consult official travel resources whenever questions arise.
Top 10 Travel Tips
- 1. Obtain Travel Approval Before Booking
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Ensure supervisor and departmental approval is secured before making travel arrangements. A completed Request for Authority to Travel (RAT) form is required prior to travel.
- 2. Use the BusFin Website First
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The University of Illinois System Business & Finance travel website is the University's official source for travel policies, reimbursement guidance, booking tools, forms, and training. The University has contracted with Anthony Travel, a full service travel management company. Use the University’s iTravel Online Booking Tool for assistance.
- 3. Keep Every Receipt
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Save itemized receipts for lodging, airfare, parking, tolls, registration fees, rental vehicles, ground transportation, and other business-related expenses. Missing receipts are one of the most common reasons for reimbursement delays.
- 4. Use Your TCard Appropriately
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The Travel Card (TCard) reduces out-of-pocket expenses and simplifies expense reporting. Complete required training, maintain documentation, and reconcile charges promptly.
- 5. Know What Is Reimbursable
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Allowable expenses commonly include airfare, lodging, parking, tolls, registration fees, rental vehicles, and business-related ground transportation.
- 6. Avoid Non-Reimbursable Expenses
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Personal entertainment, traffic tickets, personal travel costs, waiting-time charges, and other non-business expenses are generally not reimbursable.
- 7. Understand Per Diem Rules
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Domestic meal per diem is available only when travel includes an overnight stay. If meals are provided by a conference or host, they must be deducted from the per diem claim.
- 8. Submit Expense Reports Quickly
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Expense reports should be completed promptly after travel. Reimbursement requests must be submitted with supporting documentation and received within 60 days of the return date to avoid potential tax implications.
- 9. Plan Ahead for International Travel
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International travel requires additional planning, including insurance enrollment, reimbursement requirements, and receipt translation when necessary.
- 10. Ask Before You Spend
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If you're unsure whether an expense is allowable, consult your departmental business office before making the purchase. A quick question can prevent reimbursement issues later.
Before You Travel
- Complete a Request for Authority to Travel (RAT)
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A Request for Authority to Travel (RAT) form is required for all University business travel and should be completed before the travel begins.
- Follow Cost-Conscious Travel Practices
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University travelers are expected to use the most economical mode of transportation available while considering business needs, travel time, and overall costs. Lodging reservations should utilize the lowest available rate that meets University requirements. Best practice would be to utilize the iTravel Online Booking tool for your travel arrangements. This service is contracted with Anthony Travel, a full-service travel management company.
- Personal Travel During Business Travel
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If personal travel or vacation time is added to a business trip, reimbursement is limited to the cost of uninterrupted business travel by the most direct route. A cost comparison at the time of booking must be retained.
Important: TCards may not be used to pay for transportation or lodging expenses that include personal travel costs.
International Travel
- International Travel Insurance is Required
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Failure to enroll in University-approved international travel insurance may result in:
- Reduced or denied travel reimbursement
- Future travel restrictions
- TCard noncompliance findings when applicable
Per university policy, international travel includes destinations outside the 50 states and the District of Columbia, including U.S. territories and travel on the High Seas.
- Travel to U.S. Territories
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When submitting expense reports, travel to U.S. territories should be classified as Out-of-State Travel, not Foreign Travel. U.S. Territories include: Puerto Rico, U.S. Virgin Islands, Guam & American Samoa.
Airfare Guidance
- Business Class Airfare
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University travelers may purchase business-class airfare with unit approval when the scheduled flight time, including layovers and plane changes, exceeds 14 hours.
- Grant-funded travel
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Travelers must consult their grants team before purchasing business-class airfare to verify allowability under the award.
During Your Trip
- Keep Itemized Receipts
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Retain documentation for:
- Lodging
- Airfare
- Rental vehicles
- Parking
- Tolls
- Registration fees
- Ground transportation
- Other reimbursable business expenses
Supporting documentation is required to facilitate reimbursement.
- Use Appropriate Transportation
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When practical, travelers should utilize the most cost-effective transportation option available.
- Taxi, Ride Share & Car Services
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Reimbursable options include:
- Taxi services
- Standard car services
- Uber
Whenever available, free or lower-cost airport and hotel shuttle services should be used.
Not reimbursable:
- Premium vehicle upgrades
- Wait-time charges
- Personal transportation expenses
Vehicle Rentals
- University employees receive discounted rental rates through approved agreements with National and Enterprise.
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Benefits typically include:
- Discounted rates
- Damage waiver coverage
- Limited liability protection
Important: Due to insurance requirements, employees may not pay for another employee's rental vehicle using a TCard, personal card, or purchase order and then seek reimbursement. The individual operating the vehicle must pay for and rent the vehicle directly.
Additional information is available through the University rental vehicle program.
Per Diem & Meal Reimbursement
- Domestic Travel
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- Available only when travel includes an overnight stay.
- Same-day travel is not eligible for meal per diem.
- Meal receipts are not required for standard per diem claims.
- Conference or host provided meals must be deducted from the claim amount.
- Meals provided by the hotel does NOT need to be deducted from the per diem claim.
- When submitting the per diem claim, any day in which is a travel day, must be marked in the per diem claim.
- International Travel
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- International reimbursement follows specific procedures.
- Department of State meal and incidental rates may apply.
- Foreign receipts should be translated into English before submission.
- All meals provided must be deducted from the per diem claim amount.
Reimbursements
- Submit Promptly
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Travel expenses should be submitted as soon as possible after returning from travel.
To remain compliant with IRS accountable plan requirements:
- Expense reports and receipts should be received by University Payables within 60 days of returning from travel.
- Delayed submissions may result in reimbursement being treated as taxable income.
Important Reminder: Employees should not pay out of pocket for another employee's travel expenses.
Best Practices
- TCard
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- Use the TCard only for authorized University business travel.
- Maintain proper supporting documentation.
- Reconcile charges promptly.
- Do not use a TCard for personal travel expenses.
- Allowable Travel Expenses
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Examples of commonly reimbursable miscellaneous expenses include:
- Parking, tolls, ferry, bridge, road, and tunnel fees
- Baggage handling and transfer fees
- International business telephone calls
- Laundry and dry cleaning (for domestic travel lasting seven or more consecutive days)
- Employee passports and visas
- Conference registration fees
- Business center charges such as printing and photocopying
- Ground transportation, including taxis, shuttles, rideshare services, rental vehicles, and mileage
- Airplane parking and landing fees
- Collision damage waiver insurance for international vehicle rentals
- Non-Allowable Travel Expenses
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Examples of non-reimbursable expenses include:
- Alcohol (except approved business meal exceptions)
- Coat check fees
- Optional domestic rental car insurance
- Commuting expenses
- Personal entertainment
- Mini-bar charges
- Personal phone calls
- Spa or health club fees
- Tours or sightseeing activities
- Late hotel checkout fees
- Room guarantee fees
- Parking tickets or traffic fines
- Personal automobile insurance
- Spouse or family travel expenses (unless specifically authorized)
- Tobacco products
- Travel insurance
- Ride-share wait time charges
- Any expense unrelated to University business