As a result of the unprecedented challenges presented by the Coronavirus (COVID-19) pandemic, we understand that travel plans have been altered significantly. Per President Glassman’s message, dated March 12, 2020, all University-sponsored, non-essential domestic travel and all international travel is suspended until further notice, unless approved by the Office of the President. All forthcoming Summer 2020 study abroad programs and international internships are canceled. The University will reimburse employees for costs incurred for travel that was pre-approved per our travel policies and guidelines. We request that you cancel all reservations and obtain refunds prior to submitting a reimbursement request. Once your reservations have been canceled and expenses determined please submit your travel reimbursements requests as you normally would if the trip occurred. In order to process reimbursements in a timely manner, we will accept electronic copies of receipts and approvals for the duration of the COVID-19 pandemic.
Is booking of future travel allowed?
Booking of future travel is not allowed unless approved by the President.
Where should we send electronic reimbursement submittals?
Electronic reimbursement submittals should be emailed to Wynette Noll.
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, email@example.com 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 which account travel reimbursements should be deposited to.
If a travel voucher is submitted electronically what should be done with paper copies of receipts?
The department should maintain the original receipts. This will minimize the handling of paper and associated health risks at this time. Once the pandemic is over, we will reevaluate and make a final determination.
Can paper vouchers, receipts and approvals still be submitted?
Yes. Although much of our staff is working remotely, we are still maintaining business operations.
Travel Allowance Rates (Lodging, Allowance Maximums, Per Diem Allowances)
Preferred Hotel Listing (Honoring State Rate)
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.
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 accomodations 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.