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

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Rock Valley College Board Report # 6876 Administrative Procedures April 24, 2012 BOARD POLICY 3:30.010 Appendix A – Valid Receipt Definition 1. Vendor name and address. a. If not printed on the receipt, ask the vendor to stamp or print the business name & address on the receipt. 2. Date of purchase. a. The purchase date should not exceed 30 days prior to submitting for payment or reimbursement. 3. Detailed description of the purchase. a. Itemized description for each item purchased, including quantity. A summary receipt will not suffice. 4. Total amount paid. a. Sales tax should not be included 5. Method of payment. a. If payment method is cash the receipt should show cash. b. If payment method is via personal credit card, the receipt should reflect the employee’s name along with the last 4 digits of the credit card. c. If payment method is via the P Card the receipt should be attached to the monthly cost allocation detail sheet. The P Card procedures define need for the detailed receipts. Some things to keep in mind: A tip up to 15% on an approved meal reimbursement may be included, if approved by the next level of authority. The tip can be handwritten on the detailed restaurant receipt. Paper clips increase the chance for a lost receipt. To ensure a receipt is not separated from the payment document, staple it to the document. If the receipt is small, tape it to an 8 ½ x 11 piece of paper prior to stapling it to the document. Credit card slips are not a valid receipt unless all five items listed above are included. E-mail receipts must identify all five items listed above and have the business name in the e-mail address. All receipts must clearly be from a third party source with detailed descriptions of the relevant purchases. Travel Page 9 of 12 Revised Date 04/05/2012
Rock Valley College Board Report # 6876 Administrative Procedures April 24, 2012 BOARD POLICY 3:30.010 Appendix B – Mileage Tables Table 1A. One Way Mileage from Main Campus From Main Campus to: Bell School Road Center 2 miles Stenstrom Center for Career Education 9 miles Falcon Road Center 13 miles Learning and Opportunity Center 7 miles N. Main Street Center 7 miles EIGER Lab 6 miles Truck Driver Training Center 6 miles Auburn High School 8 miles East High School 7 miles Guilford High School 1 mile Jefferson High School 8 miles Harlem High School 5 miles Belvidere High School 17 miles Boylan High School 6 miles Hononegah High School 15 miles South Beloit High School 16 miles Lutheran High School 3 miles Christian Life High School 1 mile Table 1B. One Way Mileage from Bell School Road Center Main Campus 2 miles Stenstrom Center for Career Education 11 miles Falcon Road Center 16 miles Learning and Opportunity Center 9 miles N. Main Street Center 9 miles EIGER Lab 7 miles Truck Driver Training Center 8 miles Travel Page 10 of 12 Revised Date 04/05/2012
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Rock Valley College Board of Truste
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2. President’s Report a. BR #6873
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Study Session at 5:15 pm W - Rock Valley College

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