Study Session at 5:15 pm W - Rock Valley College
Study Session at 5:15 pm W - Rock Valley College
Study Session at 5:15 pm W - Rock Valley College
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<strong>Rock</strong> <strong>Valley</strong> <strong>College</strong> Board Report # 6876<br />
Administr<strong>at</strong>ive Procedures April 24, 2012<br />
BOARD POLICY 3:30.010<br />
I. Pre-Authoriz<strong>at</strong>ion to Travel<br />
1. Authoriz<strong>at</strong>ion to travel will be requested and approved in not more than 6 months and not<br />
less than 4 weeks in advance and follow supervisory and expense sign<strong>at</strong>ure authorities.<br />
2. Approval of requests to travel requires submission of the Applic<strong>at</strong>ion for Travel form with<br />
sign<strong>at</strong>ures of the appropri<strong>at</strong>e supervisor(s). The level of approval necessary is determined by<br />
the total of all relevant expenses associ<strong>at</strong>ed with travel.<br />
3. Authoriz<strong>at</strong>ion of travel is essential for the release of funds and for proper insurability.<br />
4. All expenses associ<strong>at</strong>ed with travel must be approved on one Applic<strong>at</strong>ion for Travel form. If<br />
only one member will be submitting for reimbursement for the entire group, one form should<br />
be submitted. If individual members of the group will be submitting for reimbursement,<br />
separ<strong>at</strong>e forms should be submitted together for approval.<br />
5. Costs associ<strong>at</strong>ed with travel are often time-sensitive. Please notify Business Services of any<br />
plans to travel. Allow for up to three (3) months notific<strong>at</strong>ion if costs are expected to exceed<br />
$10,000.00, as Board approval will be needed.<br />
6. <strong>Rock</strong> <strong>Valley</strong> <strong>College</strong> is not responsible for reimbursing authorized persons for clothing or<br />
other costs associ<strong>at</strong>ed with lost luggage. The person traveling should file a claim with the<br />
applicable airline carrier and should not submit such charges on the expense report(s).<br />
7. Leave for conferences and in-service training programs should be approved in not more than<br />
6 months and not less than 4 weeks in advance in writing and submitted to the immedi<strong>at</strong>e<br />
supervisor for pre-approval.<br />
II. Travel Arrangements through Business Services<br />
1. Business Services will assist with making arrangements for all faculty, staff and student<br />
travel. A department should contact Business Services<br />
2. A signed copy of an Approved Applic<strong>at</strong>ion for Travel form must be submitted to Business<br />
Services before any non-refundable accommod<strong>at</strong>ions are booked.<br />
3. Business Services will help obtain quotes for travel. When requesting quotes, please specify<br />
wh<strong>at</strong> accommod<strong>at</strong>ions will be needed, relevant d<strong>at</strong>es and times of travel, destin<strong>at</strong>ion and the<br />
number of people traveling.<br />
4. Car rentals should be arranged through Business Services as RVC has corpor<strong>at</strong>e accounts<br />
with certain vendors. RVC employees are not allowed to rent and/or drive <strong>15</strong>-passenger<br />
vans.<br />
5. Bus charters should be arranged through Business Services as RVC has insurance<br />
requirements th<strong>at</strong> are only met by certain vendors.<br />
Travel Page 2 of 12 Revised D<strong>at</strong>e 04/05/2012
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