Conference Travel Guidelines

  1. As soon as you know that you will attend a conference, complete a Bioengineering Conference Travel Form and have it counter signed by your advisor. It is important that your advisor and you agree on your participation in the conference, travel arrangements, and budget. Submit the form to the Bioengineering office.
  2. Purchase airline tickets as soon as possible. Early purchase will be least expensive. Use university preferred vendors.
  3. Always take the most direct route of travel. If you plan any significant travel outside of university business during your trip, clarify that with your advisor ahead of time and consult Sandy Heibenthal on how to calculate expenditures.
  4. Look for ways to decrease your hotel expenses. Seek out alternative hotels and share rooms. The University of Illinois receives discounts from several hotels.
  5. For the hotel, obtain a final receipt showing a paid bill and credit card receipt (not just a courtesy receipt left under the door). If you are sharing a hotel room with several graduate students, one person should pay for the entire bill and be reimbursed for it.
  6. Always take the most economical form of travel. Avoid rental cars especially if you are flying to your destination city. Take airport shuttles instead of taxis. If you are sharing a rental car with several graduate students, one person should pay for the entire bill and be reimbursed for it.
  7. If you rent a car, use National Car Rental company (the university’s preferred provider). Do not take insurance for your rental car. You are insured through the University of Illinois when you rent a car through National and are engaged in university business. Rental car insurance will not be reimbursed.
  8. Use the per diem system for meal purchases. Pay for your own meals. You can’t get reimbursed for paying for other people’s food. Review the University's per diem rates.
  9. Keep all receipts for all expenses. Keeping meal receipts is not necessary because you are on per diem. If you are sharing a hotel room or rental car with several graduate students, one person should pay for the entire charge for an item and be reimbursed for it. The department cannot reimburse each person, if you try to split the bill.
  10. There are separate rules covering reimbursements for foreign travel. Please review this website if you intend to leave the United States.
  11. After your trip, turn in your receipts to the Bioengineering office within 60 days. If you wait longer than 60 days the University may tax your reimbursements.

Additional Rate Information

Meals

Breakfast

In-State

Out-of-State

For travel less than 18 hours *

Not Allowed

Not Allowed

Deductions for conference/official meeting meals

$5.50

$6.50

 

Lunch

In-State

Out-of-State

For travel less than 18 hours *

Not Allowed

Not Allowed

Deductions for conference/official meeting meals

$5.50

$6.50

 

Dinner

In-State

Out-of-State

For travel less than 18 hours *

Not Allowed

Not Allowed

Deductions for conference/official meeting meals

$17.00

$19.00

 

Daily Travel Per Diem Allowance

In-State

Out-of-State (Domestic)

 

$28.00

$32.00

* Note: Effective January 1, 2007, breakfast and lunch meal allowances for employees on travel status for 18 hours or less (non-overnight) were eliminated. (Luncheon meal allowance for employees on non-overnight travel status has never been allowed.)

See also: Meals/Per Diem

Private Passenger Vehicle

Rate per mile on or after April 17, 2012

55.5 cents

In-State Lodging Rate Maximums

Note: The State of Illinois has negotiated rates, not including tax, that are lower than the maximum lodging allowance, with many hotels throughout the State of Illinois. Employees should review the available hotels and rates on the Higher Education Travel Control Board Web site, and attempt to obtain this lower rate before reserving a room at the maximum allowance. Lodging reimbursement requires receipts and is limited to actual cost of accommodations, not to exceed the maximum amounts listed below, not including tax.

Proper identification as a University employee may be required when making the reservation and at check-in.

 

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Graduate Info

Hyun Joon Kong
Interim Graduate Programs Director
bioe-gradprograms [at] illinois [dot] edu
217-333-1178

Krista Smith
Graduate Programs Coordinator
bioe-gradprograms [at] illinois [dot] edu
217-300-4474

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