Carl R. Woese Institute for Genomic Biology

In-State Travel

• If all travel occurs within Illinois, the trip is considered in-state travel.
• Example: An employee based in Urbana-Champaign travels to Chicago for meetings and stays overnight. Lodging and related travel expenses are considered in-state travel.

Out-of-State Travel

• If any portion of the trip occurs outside Illinois, the entire trip is considered out-of-state travel.
• Example: An employee who works remotely from Michigan travels to Urbana-Champaign for business meetings. The travel expenses are considered out-of-state travel.
   

Yes. A Request for Authority to Travel (RAT) must be completed and approved before the travel begins.
 

RAT Form

Yes, but special rules apply.

• TCards cannot be used when personal travel is included in the itinerary.
• The traveler must pay for travel arrangements personally and submit a reimbursement request after the trip.
• A business-only airfare comparison from the same day the travel was booked must be provided.
• Reimbursement is limited to the lesser of: 
  
  • The actual amount paid, or
  • The business-only travel cost.
• Expenses incurred by family members or travel companions are not reimbursable.

Contact your department business office as soon as possible. Retain documentation showing the cancellation, refunds received, and any nonrefundable costs. Reimbursement eligibility depends on the circumstances and source of funding.

Use the University's card comparison guide:

PCard vs. TCard Reference Guide https://uofi.app.box.com/s/nh39e4m29whntv2uiaduewphntxkfmjg

General Rule:

• TCard = Employee travel-related expenses
• PCard = Business purchases and departmental expenses

If you're unsure, contact the business office before making the purchase.

A PCard exception may be needed when:

• Terms and conditions require review
• The purchase exceeds your transaction or monthly limit
• The purchase is restricted or prohibited on a PCard
• University policy requires additional approvals

When in doubt, contact IGB Purchasing before proceeding.

First determine whether lodging is included in the registration cost.

• If lodging is included in the registration cost, the charge may need to remain on a TCard.
• If lodging is not included in the registration cost, the registration may be eligible for payment using a PCard.

If lodging is included and your card is still declined, contact IGB Purchasing for assistance with the purchase.

Some foreign vendors are blocked due to merchant category coding.

Provide IGB Purchasing with:

• Vendor name
• Exact charge amount
• Merchant override code (if provided)

The purchasing team can work with UPAY Card Services to request a merchant override when appropriate.

Yes.

Use of lodging rental brokers such as Airbnb, VRBO, HomeAway, or similar services is allowable when:

• The nightly rate does not exceed University lodging limits.
• The property is not owned by a University employee or their immediate family member.
• The travel is otherwise compliant with University policy.

Additional notes:

• Damage deposits may be charged to a TCard if necessary.
• Departments are responsible for ensuring refundable deposits are credited back to the TCard.
• Damage charges are personal expenses and are not reimbursable.
• Damage deposits paid personally are not reimbursable.

University employees should use approved University rental vendors whenever possible.

Important:

The person who picks up and drives the rental vehicle must be the person paying for the rental.

Due to insurance requirements:

• Employees may not use a TCard, personal card, or purchase order to pay for another employee's rental vehicle.
• The driver must complete the transaction directly.

Yes.

University employees have access to negotiated rates through approved vendors, including National and Enterprise.

Benefits may include:

• Discounted rates
• Included damage waiver coverage
• Liability protection

Refer to the Business & Finance travel website for current rental program information.

Use the most economical option available.

Reimbursable options include:

• Taxi services
• Standard car services
• UberX
• UberXL
• Uber Comfort
• Uber Green
• Uber WAV

When available, free or lower-cost airport and hotel shuttle services should be used.

Not reimbursable:

• Premium upgrades
• Wait-time charges
• Personal transportation expenses

It depends on the situation.

For Emburse Expense Reports

Travel to U.S. Territories (such as Puerto Rico, Guam, and the U.S. Virgin Islands) should be categorized as: Domestic – Out-of-State Travel

For Travel Insurance

International Travel Insurance is still required for travel to all U.S. Territories under University policy.

International Travel Insurance is required for:

• International travel outside the 50 states and Washington, D.C.
• Travel to U.S. Territories
• Travel on the High Seas

Failure to enroll may result in:

• Reduced or denied reimbursement
• TCard noncompliance findings
• Future travel restrictions

Enroll Here: https://safetyabroad.illinois.edu/insurance/enroll/

Foreign receipts submitted for reimbursement should be translated into English before being attached to your expense report.

Expense reports should be submitted promptly after travel.

University Payables should receive documentation within 60 days of the return date.

Failure to meet the 60-day deadline may result in reimbursement being reported as taxable income under IRS accountable plan rules.

No. Employees should not pay out-of-pocket for another employee's:

• Airfare
• Lodging
• Rental vehicles
• Registration fees
• Other travel expenses

Examples include:

• Parking tickets and traffic fines
• Personal entertainment
• Spa or health club fees
• Sightseeing excursions
• Mini-bar purchases
• Optional domestic rental car insurance
• Tobacco products
• Travel companion expenses
• Personal travel expenses
• Ride-share wait time charges

PCard Purchases

Complete the Software/Electronic Services approval form:

https://go.uillinois.edu/software-PCard

Approvals are typically required from:

• IT Department Head or delegate (IGB routes to David Slater)
• Department Head or authorized approver (IGB routes to Carla Dickey)

iBuy Purchases

Software purchases through iBuy generally require completion of the:

Light Risk Assessment (LRA)

available within the Purchase Request Form workflow.

A true emergency purchase generally involves:

• Public health concerns
• Public safety concerns
• Immediate repairs needed to prevent additional damage
• Prevention of serious disruption to University operations
• Protection of State records

Most urgent requests do not qualify as emergency purchases simply because planning time was limited.

Best Practice: Plan purchases as far in advance as possible to allow sufficient time for approvals, bidding, contracting, and processing.

No. Any meal provided by a conference, or host must be deducted from your meal per diem claim.

Business-class airfare may be allowable with unit approval when total scheduled flight time exceeds 14 hours. Grant-funded travel may have additional restrictions.