Section 2800.260  Items Directly Billed

a)         Agency Heads shall keep billing of travel expenses directly to the State to the least extent possible.

b)         Employees may not be reimbursed for items billed directly to the State.  Such direct billed items shall be indicated on the travel voucher along with all reimbursable items.  All columns of travel vouchers are to be totaled and cross-footed.   The direct-billed total will then be deducted from the cross-footed total with the balance being the amount to be reimbursed to the employee.  In all such cases supporting documentation shall also be attached if available.  For transportation expenses billed directly, a copy of the State of Illinois Transportation Request form shall be attached to the invoice voucher (Form C-13).  For lodging expenses billed directly, room, tax, hotel parking and business phone calls only shall be accepted.  However, charges for business phone calls must be noted as such on the invoice voucher (Form C-13).  Charges for phone service in a room which are automatically added to the bill by the hotel may also be direct billed.  Any charges in excess of the allowable lodging rate specified in the Reimbursement Schedule (found in the rules of the Travel Regulation Council) or for restaurants, room services, personal telephone calls and other expenses shall be paid by the traveler upon check-out. Such expenses shall not be deducted from the traveler's reimbursement in exchange for direct billing.  Meal and incidental expenses shall not be billed directly to the State.  Such expenses shall not be in excess of the maximums allowed.

(Source:  Amended at 38 Ill. Reg. 11767, effective May 23, 2014)