Business Services - Reimbursement for Conference, Seminar, Training or Travel Expenses

Purpose: To reimburse employees and students for expenses incurred while attending an In-District or Out-of-District conference, seminar, exhibit or training.

​Policy Number:  01.5.2012.00012

What forms do I need?

How to complete the Conference, Seminar, Training or Travel reimbursement packet:

  • A. Complete the Reimbursement Acknowledgement Agreement form.
    • Reimbursement Acknowledgement Agreement is an annual, online submission (i.e., one-time per fiscal year).
  • Use the Meal Allowance link to determine the allowable expenses for your meal purchases.
  • Be sure to complete the Funding Source ChartField information on form Part II.
    • Car rentals, lodging, parking, shuttle bus, taxi and tolls.
  • Use the Meal Allowance link to determine the allowable expenses for your meal purchases.
  •  Be sure to complete the Funding Source ChartField information on form Part II.
    • You can obtain the funding source from your Dean or Department Chair.
  •  Be sure to indicate mode of transportation under “Other/Misc Expense Description” when entering amounts for:
    • CTA Bus/Train,  Greyhound, Mega Bus, Taxi, Amtrak/RTA/Metra Train
  • Gather all required documentation.
    •  Approved Part I Conference, Seminar or Training Leave Travel Request Form.( 2 )
    • All original, itemized receipts.
    • Airline boarding pass    
    • Hotel confirmation( 3 )             
    • Conference, Registration / Confirmation( 4 )
    • Attach conference synopsis (brief description of conference, seminar or training)
    • Copy of driver’s license and insurance card if requesting mileage reimbursement.
    • Include Google or Map Quest mileage information( 5 )
      • From home to location (if event start time is the same as your normal start time)
      • From school to location (if leaving work to attend the event)
    • Obtain all required signatures.
      • Dean/Manager
      • Vice Chancellor (only if you exceed 10% of the total estimated expenses requested on Part I)
    • Submit the completed packet to the Business Office( 6 )
      • Submit a completed and approved packet no more than 30 days after the event.

Note:
( 1 )Submit this form if requesting mileage.
( 2 )This form must be completed and approved at least 45 days before the event.
( 3 )  &  ( 4 )Even if conference or hotel has been pre-paid you must still include your boarding pass and registration confirmations.
( 5 )Per district policy, do not include the first or last mile when calculating mileage (i.e., deduct 2 miles from the total mileage driven for each trip).
( 6 )The Business Office will obtain the remaining, required signatures from the Executive Director, President and Vice Chancellor’s Office.

The employee must be listed as an approved vendor in the system. If not listed as an approved vendor, the employee must complete a vendor form. The form should be signed by the Executive Director then faxed to procurement Services at 312-553-2594. This should be done before seeking reimbursement.