Mileage Reimbursement

Administrative Procedure 3.705

Associated Administrative Procedures: 2.601, 3.704

Elgin Community College (ECC) has established guidelines for reimbursing individuals who drive their 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 personal vehicle use to meet the needs of approved programs, functions, or activities of the College and its officers, departments, organizations, and operating units.

  1. A driver shall possess a valid driver’s license. The ECC Human Resources Department will verify that the driver’s license is valid and has been preapproved.
  2. 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 before the first date of travel submission.
  3. 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 online mileage calculator to the Travel Claim Form.
  4. Mileage will be reimbursed for use of personal autos at the rate determined by the prevailing Internal Revenue Service (IRS) rate as of July of the current year.
  5. Employees using personal vehicles for College business must maintain automobile insurance that will provide primary coverage.
  6. The driver’s attention should always be to the safe operation of the vehicle. Distractions such as eating, drinking, texting, and/or using a cell phone by the driver while the vehicle is in motion are prohibited. Smoking is not permitted in College vehicles.

This policy was last reviewed on 08/05/2025.

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