Effective 7/1/22, all Travel Applications and Travel Vouchers must be submitted through the new online system. The online Travel Application and Travel Vouchers are located in the Business Affairs Dashboard (Purchasing > Travel).
Is booking of future travel allowed?
Booking of future travel is not allowed unless approved by the President.
If a conference has been cancelled what is the course of action?
The traveler should request a full refund from the conference host. If this is in the form of a voucher for future events the attendee should maintain these. They can be carried over to another fiscal year.
How do I handle canceled airline tickets?
Airlines usually issue a travel credit for cancelled flights. If the flight was paid for personally by the traveler, submit a travel voucher accompanied with documentation of the travel credit applied to your account along with the expiration date of the travel credit. This travel credit will be treated like a cash advance and will be used towards future University travel. Travel credit that has been reimbursed and is used for personal travel is fraudulent and prohibited. When completing a future travel voucher, this amount will be reduced from future travel reimbursements. If the travel was paid on a university Pcard, the credit should be used for any future travel arrangement. These credits may be transferred to another university traveler as the airline policies permit.
Why does my travel reimbursement come as a check and not as direct deposit like my pay?
To set up direct deposit for travel reimbursement you need to email Linda Coffey, lacoffey@eiu.edu with your E number and request to have your travel reimbursements set up the same as your payroll. If you have multiple payroll accounts you will need to tell her to which account travel reimbursements should be deposited.
Travel Allowance Rates (Lodging, Allowance Maximums, Per Diem Allowances)
Preferred Hotel Listing (Honoring State Rate)
Travel Calculator:
https://www.eiu.edu/busoffapps/apps/pdcs/ap/gsaRatesCalc.php
Eastern Illinois University must comply with the official travel regulations promulgated by the Illinois Higher Education Travel Control Board (IHETCB). Travel regulations issued by the Travel Regulations Council shall govern the reimbursement of employees and members of the Board of Trustees from all fund sources except appropriately restricted funds donated to the University Foundations.
Employee Travel
Athletic Travel
Student Travel
Non-Employee Travel
Corporate Travel Planners (CTP) is the prime vendor and preferred travel vendor for EIU. CTP is able to assist you with all of your travel accommodations including but not limited to, airfare, car rental, shuttle bus and hotel reservations. CTP can provide you with one-on-one service or you may book online through their web-based program. If you have any questions call Justin Richardson at 581-7745.
1135 Old Main
600 Lincoln Avenue
Charleston, IL 61920
Hours: M-F 8 am - 4:30 pm
217-581-5313
Fax: 217-581-6015
purchase@eiu.edu