As a state institution, the University of Illinois System is required to report all lodging that exceeds the GSA per diem rates to the Illinois Higher Education Travel Control Board (IHETCB). The IHETCB meets quarterly to review the lodging exceptions and either approve them or require additional information prior to approving or denying them.
You may have received a request for information when lodging overages appear excessive (exceeding $100 per night).
To avoid receiving a request for additional information months after a travel expense report is approved and exported, consider the following when completing reports in Emburse.
- Enter lodging costs correctly by following the Itemizing Lodging Expenses job aid.
- Conference lodging is exempt from reporting so when conference lodging is utilized, check the Conference Lodging box in Emburse and attach documentation showing that the conference hotel was chosen.
- When conference lodging was not available, attach a screenshot of the other hotels searched to show their rates, availability, and to verify the least expensive option available was chosen.
- When a conference was not the reason for the travel, and there were other factors that increased hotel rates such as a significant event, holiday, multiple events, etc., please share the reason(s) in Comments.
Contact
If you have questions, please submit a Service Request Form to University Payables.
