510.00 Payment of Bills

Board Approval of Bill Payments

Bills shall be paid on a weekly basis with Board ratification of payments at the following Board meeting, with the exception of purchases over $10,000, which will require Board approval.

Board Approval for Travel Expenses

It will be the policy of the Board of Trustees to encourage the educational development of employees through travel experiences within budgetary limitations and when those experiences in the opinion of the administration and the Board serve to benefit the college and the education of students.

College board members and employees shall adhere to travel requirements as set forthIn the Local Government Travel Expense Control Act (50 ILCS 150/1) and the College’stravel procedures. Accountability requires that all reimbursements for travel expensesbe made only for properly documented/receipted expenditures and through submission of a standardized form and process for travel and reimbursement established by the College in its procedures.

The Vice President for Business Affairs will annually review and make necessary adjustments to travel maximum and per diem rates. Maximum rates will be clearly stated in the College’s procedures.

Board members and employees with need to travel outside of District 520 for business purposes must complete a “Travel Request” form (T-1) as far in advance of the proposed travel as possible. The following policy governs all out of district travel.

1. Definitions.
   1. “Travel” means any expenditure directly incident to official College business travel by Board members or employees of the College involving reimbursement to travelers or direct payment to private agencies providing transportation or related services.
   2. Entertainment” includes, but is not limited to, shows, amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event.
2. Reimbursable Rates. The College shall reimburse permitted travel expenses as set forth on Exhibit A to this Policy.
3. Reimbursement Request Form. The College shall only approve reimbursement of expenses if the Board member or employee submits said expenses on the College’s Reimbursement Request Form, T-1, as explained in attachment Exhibit B. All documents submitted to the College for reimbursement are public records subject to disclosure under the Freedom of Information Act, unless otherwise protected under that Act.
4. Entertainment Expenses. The College shall not reimburse any Board member or employee for any entertainment expense unless such expense is ancillary to the purpose of the program or event.
5. Board Approval of Certain Reimbursable Expenses. The following expenses for travel, meals, and lodging may only be approved by a roll call vote at an open meeting of the Board of Trustees of the College:
   1. Any reimbursable expenses of a College employee that exceeds the maximum allowed under the regulations adopted under Section 2 of this Policy.
   2. Any reimbursable expense of a member of the Board Trustees of the College.
   3. Any other reimbursable expenses because of emergency or other extraordinary circumstances.
6. Compliance with Act. The College shall comply with all other requirements of the Local Government Travel Expense Act and any College policy, procedure or resolution that conflicts with the provisions of the Local Government Travel Expense Act is hereby repealed to the extent of such conflict.

Exhibit A - Permissible Travel Expense

The College shall only reimburse travel expenses, including transportation, meals and lodging that are ancillary or otherwise necessary for official College business. Types of official College business for which travel expenses may be reimbursed include conferences, meetings, athletic or other student events, board, administrator, or faculty events, government relations activities, or any other event or program that is attended to further the College’s mission.

The maximum reimbursable rates for travel are set forth as follows:

Reimbursement for meals shall be at the rate approved by the Illinois Department of Central Management. Business Office will review meal rates January 1 of each year at the following website https://cms.illinois.gov/employees/travel/travelreimbursement.html. If the meal rate is adjusted the Business Office will communicate the new reimbursement rate with employees.

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.

To provide flexibility, the total meal expense for a day cannot exceed the $81 dollars, but the individual meals can vary from the guidelines above. Tips not to exceed 20% are included in the above guidelines. Meals provided by conferences or meetings should be deducted from the daily total based on the per meal guidelines above.

Lodging rates are based on the US General Services Administration determination each October 1 and may be adjusted accordingly. Note that these are maximum rates. It is expected that a standard room at the lowest reasonable rate will be procured. Upgrades for premium rooms or suites are not allowable reimbursable expenses. If travel is to a conference, the reimbursement rate will increase to the actual conference hotel rate.

Detailed receipts are required for all reimbursements. Credit card receipts without the associated detailed receipt are not acceptable for reimbursement.

The following expenses shall not be reimbursable:

1. Entertainment, alcoholic beverages, or mini-bar refreshments
2. Parking tickets or other traffic tickets
3. Early check-in charges for flights
4. Flight upgrades (i.e. business class, etc.), or in-flight convenience expenses
5. Fees for changing flights for personal convenience
6. Spa facilities and services/work out facility charges
7. In-district meals or meals within 50 miles of the traveler’s residence when traveling to or from the travel destination
8. Internet fees unless approved prior to travel
9. Costs incurred due to failure to cancel transportation or hotel reservations
10. Spousal or family expenses

Exhibit B - Travel Expense Reimbursement Request Form 

Before an expense for travel, meals, or lodging may be approved under College Policy No. 510.02 the following minimum documentation must first be submitted, in writing, to the Board of Trustees of the College:

1. The name of the individual who received or is requesting the travel, meal, or lodging expense and the individual’s job title or office.
2. The date or dates and nature of the official College business in which the travel, meal, or lodging expense was or will be expended. Please attach supporting documentation describing the nature of the official College business event or program.
3. An estimate of the cost of travel, meals, or lodging if expenses have not been incurred or a receipt of the cost of the travel, meals, or lodging if the expenses have already been incurred. Please attach either (a) a document explaining the basis for your estimate if expenses have not yet been incurred or (b) receipts if the expenses have already been incurred.

You may also provide such other documentation as would assist the Board of Trustees in considering your request for reimbursement. In the discretion of the Board of Trustees, additional documentation relevant to the request for reimbursement may be required prior to action by the Board of Trustees with respect to the reimbursement request.

College Form T-1 includes all of the above information and should be utilized for travel requests.

Check Signatories

All demand deposit orders or checks issued against college accounts shall bear the signature of the Treasurer. If the Treasurer is unavailable, checks may be signed by the President.