Mileage Reimbursement

Administrative Procedure 3.705

Elgin Community College has established guidelines for reimbursement of persons who drive their own vehicles for College business and apply for mileage reimbursement. This procedure covers individuals including, but not limited to, the following: 

• Current ECC employees 18 years of age and older involved in official College business. 
• Any contracted individual(s) conducting official College business 
• College Trustees conducting official College business. 

“Official College business” includes any authorized use to meet the needs of approved programs, functions, or activities of the College and its officers, departments, organizations, and operating units. 

• A driver shall possess a valid driver’s license. ECC Human Resources Department will verify that the driver’s license is valid. 
• Drivers shall provide the ECC Human Resources Department with a photocopy of both sides of their driver’s license and the executed Request for Vehicle Driver Authorization form at least 15 days prior to submission of mileage claims. 
• A travel claim must be submitted, properly approved by the individual’s supervisor or other appropriate College administrator, to the Business Services Office. Mileage must be documented by attaching a printed copy of an internet mileage calculator to the Travel Claim Form in support of the mileage. 
• Mileage will be reimbursed for use of personal autos at the rate determined by the prevailing IRS rate as of July of the current year. 
• Employees using personal vehicles for College business must maintain automobile insurance which will provide primary coverage. 
• The driver’s attention should always be on the safe operation of the vehicle. Distractions such as eating, drinking, texting, or cell phone use by the driver while the vehicle is in motion are prohibited. Smoking is prohibited in College vehicles.