Section 3000.300  Modes of Transportation

a)         All travel shall be by the most economical mode of transportation available considering travel time, costs and work requirements.  Modes of transportation authorized for official travel include automobiles, railroads, airlines, buses, taxicabs, and other usual means of conveyance.

b)         State vehicles may be used when most economical.  When applicable, Vehicle Rules (44 Ill. Adm. Code 5040) issued by the Department of Central Management Services shall govern use of State-owned vehicles. Agency rules further defining use of vehicles may also apply.  Specific instructions covering service and repairs of these vehicles are to be found in the glove compartment of each vehicle.

c)         Arrangements on airplanes, trains, or boats shall be the least costly reasonably available alternative.

d)         Chartered aircraft, boats, trains, buses or other similar conveyance shall be used only as a last resort or if proven to be most economical for the circumstances.  A full explanation for the use of that transportation must accompany the voucher.

e)         The rental of an automobile while on travel status is allowed, if circumstances require.  The most economical vehicle available that is suitable for the State's business shall be obtained.  The collision damage waiver and personal accident insurance on rented vehicles are not reimbursable.

f)         Privately owned vehicles may be used when authorized by appropriate agency personnel.

1)         Employees using private vehicles on State business must have insurance coverage in an amount not less than that required by Section 10-101(b) of the Illinois Vehicle Code [625 ILCS 5].  Prior to that authorization the Agency Head shall require employees to file a statement certifying that they are duly licensed and carry at least the minimum insurance coverage or shall require that certification to be noted on the travel voucher.

2)         Reimbursement for use of a private vehicle shall be on a mileage basis and shall be in accordance with the rate promulgated pursuant to 5 U.S.C. 5707(b)(2)(A)(i) and 41 CFR 301-10.303.  As provided for in the Act, if the rates set under federal regulations increase or decrease during the course of the State's fiscal year, the effective date of the new rate shall be the effective date of the change in the federal rate. [30 ILCS 105/12-2(f)]

g)         Agency Heads may authorize the use of privately owned aircraft on State business.

1)         Employees using privately owned aircraft on State business shall be duly licensed by the appropriate licensing body for the particular aircraft to be flown, shall carry insurance in at least the amount of $500,000 combined single limit, and shall certify this to the Agency Head.  The certification of insurance shall be available for review and shall be noted on the travel voucher.

2)         Reimbursement for the use of privately owned aircraft may be set by the individual Boards, but shall not exceed the rate set by the Federal Government pursuant to 5 U.S.C. 5707(b)(2) and 41 CFR 301-4.2(a)(2), as revised September 8, 1998 (Federal Register, Vol. 63, #173, Government Printing Office).  No later amendments or editions shall act to vary this rate.

(Source:  Amended at 48 Ill. Reg. 2844, effective February 6, 2024)