Travel Reimbursement Policy for Remote and Hybrid Employees

If a supervisor requests a 100% remote employee to travel to campus and the unit head and/or Dean/Asst Dean has approved, the Library will reimburse the employee for travel expenses if the travel distance is greater than the identified 90-mile radius to campus from their home location/Official Headquarters.

  • 100% remote employees that are required to come to campus per their Unit Head and live within a 90-mile radius of the University will not be reimbursed for any travel/commuting expenses associated with trips to campus (including mileage).
  • 100% remote employees that are required to come to campus per their Unit Head and live beyond a 90-mile radius of the University can be reimbursed for travel expenses (including lodging). Note: Reimbursements granted under this policy are subject to all the travel-related policies of the University of Illinois System including, but not limited to taxability of reimbursements. https://www.auditor.illinois.gov/Legislative-Travel-Control-Board/Travel-Guide.pdf
    • Only one trip reimbursed per employee per fiscal year. A trip may be up to one week (7 days) long. Additional trips to campus or longer durations per trip require the Dean’s approval.
    • 100% remote workers are not ‘guaranteed’ a trip to campus, they are only for specific unit needs.
    • This policy does not override any language in the employee’s remote work agreement. The remote work agreement may be terminated at any time and the employee would be required to return to in-office work which would be at their own expense.

Employees approved for hybrid schedules that commute to campus as part of their normal work schedule will not be reimbursed for commuting to campus.

 

Definitions Official Headquarters is defined as the location where employees perform the majority of their duties and is typically the location designated on their Remote Work Agreement1[1].

[1] Illinois Human Resource’s “Headquarters and Travel/Commuting to Campus for Remote and Hybrid Employees” January 2024 Draft.

 

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Approved / Authorized by: Administrative Council

Date of Authorization: April 16, 2024

Authoring person / body: Assistant Dean for Business & Human Resources

Date of most recent update / review: April 23, 2024