Travel Guidelines for Student Organizations

An application for travel form must be completed and approved in advance for all travel.  Prior approval signatures should be on the appropriate lines on the left side of the form.  Approval signatures are required per the following guidelines:

• Travel cost of $500 or less – two signatures – traveler and immediate supervisor.
• Travel cost of $500 - $1,999 – three signatures – traveler, immediate supervisor and appropriate VP or President.
• Travel cost of $2,000 or more – four signatures – traveler, immediate supervisor and two VPs or one VP and President.

After the trip is complete, the same set of approval signatures should be on the appropriate lines on the right side of the form.  Whenever a travel request is initiated, it must be completed whether expenses, as a result of the travel, are incurred or not.

If the travel is for a conference or professional development activity, a written summary of what was gained by the experience should be delivered to the appropriate supervisor along with the request for reimbursement.

All out of state travel requests must include a rationale explaining what the employee or students will gain from the experience.  The President's approval signature is required for out of state travel requests.

WHITE COPY - hold until travel is complete, then fill in the column "Itemized Expenses" and submit for approval.  After payment is made, the white copy is filed in the accounts payable files.
YELLOW COPY - returned to Career Services.
PINK COPY - if an advance check is required (registration fees, airfare, cash advance) forward pink copy to the Accounting Office.  Also attach documentation for the registration fees and airfare.  If no advance is required, send pink copy to Accounting with appropriate signatures and keep white copy until travel is completed and forward for approvals then to the Accounting office.

Any travel forms submitted to the accounting office by Monday at 4:30 p.m. will be paid the following Thursday. Per IRS regulations, any expenses for reimbursement submitted 60 days after the expenses have been incurred will be taxable to the employee.

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All official college travel must be supported by receipts for actual expenditures, and all expenses must be itemized for reimbursement on the travel form. Itemizing will include all dollar expenditures, participants involved and the function or purpose of the meeting. Cash advances may be issued for anticipated costs of at least $100. Lesser expenses will be handled on a reimbursement-by-receipt basis.Back To Top

In order to qualify for mileage reimbursement for use of a personal vehicle, employees must comply with the vehicle use policy.  Mileage reimbursement may be taxable if travel originates at the employee’s home rather than workplace.  Employees are encouraged to consult the College Controller with questions about taxable reimbursement.

Employees must comply with the vehicle use policy to receive mileage reimbursement.  Travel by personal vehicle is permitted with mileage reimbursement, provided proof of insurance (copy of insurance card) is submitted with the request for travel form.  Travel by personal car, from home or IVCC, whichever is closer, may be permitted in lieu of other types of transportation, with the permission of the appropriate supervisor.  Reimbursement for personal vehicle use will be at the Board approved rate.  A Motor Vehicle Record (MVR) must be on file to be reimbursed for using a personal vehicle.  Refer to the mileage chart for round-trip mileage calculations to various communities.

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Commercial travel shall be reimbursed at actual cost. All receipts for air, bus, rail or other travel must be submitted with the official college travel form in order to claim reimbursement. All travel will be at coach rates.

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Reimbursement for lodging shall cover actual room cost for a standard room.  If a double room is used, the individual will reimburse the college for the difference between single and double room costs.  Receipts for all lodging must be submitted with the travel form in order to claim reimbursement.  For maximum reimbursable rates for lodging, refer to the permissible travel expenses chart per the IVCC board Policy Manual.Back To Top

Meals will be reimbursed for only those consumed while actually traveling on College business.  Itemized receipts for all meals consumed while actually traveling must be attached to the travel form in order to claim reimbursement.  Meal reimbursement will be the actual cost up to a maximum of $35 per day including gratuities for non-metropolitan areas (e.g. Springfield, IL) and a maximum of $45 per day including gratuities for metropolitan areas (e.g. Chicago). 

No reimbursement will be made for alcoholic beverages.

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Only personal phone calls of five minutes or less will be reimbursed, as long as the call is to provide notice of safe arrival, change in schedule, etc. Necessary business calls are permitted.Back To Top

The College will support the cost of official functions which are conducted for the primary purpose of carrying out the business of the College.  The college President and/or the appropriate Vice President shall, in advance, approve all expenditures for meals and other official functions.  Authorized expenditures are categorized as follows:

1. Official College committees and advisory groups meeting outside of normal work hours
2. Official external committees, advisory groups and guests providing services and/or advice and counsel to the College
3. College receptions, honors and award activities
4. Faculty and staff development, in-service and training functions
5. College-sponsored student functions
6. Official functions of the Board of Trustees.

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