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Travel Update 13-04 

 
TO: Agency Travel Coordinators
FROM: Malcolm Weems, Chairman
DATE: January 2, 2013
SUBJECT: Mileage Reimbursement

This Travel Update shall serve as notice to state agencies and employees that effective January 1, 2013, the State of Illinois increased the reimbursement rate for the use of privately owned vehicles from 55.5 cents per mile to 56.5 cents per mile.

Because the new rate will cause a rounding issue, agencies shall adhere to the below outlined policies when calculating and entering mileage reimbursement claims on travel vouchers:

  • The Governor’s Travel Control Board recognizes rounding as an acceptable practice when computing mileage reimbursement when the mileage rate is not stated in whole cents.
  • The preferred method to calculate mileage reimbursement is to use three (3) decimal places for computations entered in columns 12 and 17 on the travel voucher. The sub-totals for these columns may then be rounded to two (2) decimal places. If the sub-total entered in box 21 is an odd number, it will not equal the sub-total in box 22 when multiplied by the reimbursement rate. This is an acceptable situation.
  • Alternative methods for rounding may be utilized with approval of the agency head.

Again, the State of Illinois mileage reimbursement rate for the use of personal vehicles has increased from 55.5 cents per mile to 56.5 cents per mile effective January 1, 2013.

As the appointed Travel Coordinator for your agency, it is your responsibility to disseminate this information to all appropriate personnel within your agency. If you have any questions, please contact Kelley Wells, State Travel Coordinator at (217) 782-4705 or by email at Kelley.Wells@illinois.gov.

cc:

Agency Travel Coordinators
Agency Heads
Agency Fiscal Officers
Simone McNeil, Member
John D’Allesandro, Member