Study Session at 5:15 pm W - Rock Valley College

Rock Valley College Board Report # 6876
Administrative Procedures April 24, 2012
BOARD POLICY 3:30.010
3. The advances are given under an Accountable Plan. According to IRS regulations,
reimbursements for this Accountable Plan must be substantiated. To be substantiated, the
advance will not be provided more than 30 days before the expense is incurred. The
recipient will need to provide proper receipts within 60 days of being paid or incurred. Any
excess amount is to be returned to the College within 120 days of being paid or incurred.
4. If you have a cash advance due to Rock Valley College longer than 30 days, future cash
advances will not be made available to the employee.
5. If the cash advance is not substantiated within a reasonable period of time, or amounts
exceeding the substantiated amount are not returned within a reasonable period of time, such
amounts must be included in the employee’s wages in the first payroll period following the
end of the reasonable period.
6. In the case of a student cash advance that is not substantiated within a reasonable amount of
time as referenced in Item #3 of Section IV, a hold will be placed on the student’s Rock
Valley College account and could be turned over to a collection agency.
X. Use of Personal Vehicle
1. Use of personal vehicles for College activities is permitted. Employees will be reimbursed at
the current IRS mileage rate.
2. If requesting mileage reimbursement, a Zero Slip must be requested and received from the
FPOM and included with the Travel Reimbursement form.
3. Expenses for automobile repairs, traffic tickets, car washes, theft, or damage in an accident
will not be reimbursable. Your personal insurance company will be responsible for any
accident, damages or injuries incurred.
4. Authorized persons using a personal vehicle while on College business are required to carry
at least the minimum automobile liability insurance coverage required by the state in which
they are driving.
XI. In-District /Out of District Mileage Reimbursement
1. In-district/Out of District mileage reimbursement is provided to employees driving personal
vehicles while conducting College business. Mileage reimbursement is to be used in lieu of
using a College P-Card to purchase gas for a personal vehicle. RVC does not reimburse for
gas purchases.
2. For any employee who receives a car allowance, Out of District Mileage will be reimbursed
at 25% of the current mileage reimbursement rate. In District Mileage will not be
reimbursed.
Travel Page 7 of 12 Revised Date 04/05/2012