Institutional Policy Statement

The College will reimburse individuals for authorized, reimbursable business-related travel and/or entertainment expenses as specified in this policy and associated rules and procedures. Departments may, at their discretion, impose greater control than required by this policy but never less.

*Note: For a complete list of reimbursable travel expenses; reimbursable business entertainment; required documentation; and other important information and requirements regarding travel and reimbursement of eligible travel expenses, refer to: http://w3.palmer.edu/finance/policies/travel_policies.htm.

Departments may, at their discretion, impose greater control than required by this policy but never less.

Scope

This policy applies to the entire College community.

Definitions

N/A

Administrative Rules

Individuals Eligible for Reimbursement

This travel policy applies to the following authorized individuals traveling and entertaining on behalf of the College and who are seeking reimbursement for those expenses from the College, regardless of the funding source:

  • All employees of the College;
  • Students attending the College whose travel and entertainment expenses have been authorized for reimbursed by the College;
  • Non-employees who have been invited to the College or have been authorized to travel and/or entertain on behalf of the College.

The College assumes no obligation to reimburse employees, students and non-employees for unauthorized expenses or expenses that are not in compliance with this policy.

Authorization Prior to Travel

Any eligible employee, student or non-employee seeking reimbursement for authorized business-related travel and/or entertainment expenses must obtain written authorization prior to travel in order for eligible expenses to be reimbursed. Written authorization must be obtained in accordance with the rules and procedures as specified. For complete details refer to :http://w3.palmer.edu/finance/policies/travel_policies.htm.

Required Documentation

Prior to travel, a travel request form must be completed in accordance with this policy and associated rules and procedures.

Upon return from travel, a travel expense report form must be completed in accordance with this policy and associated rules and procedures.

Additionally, all original receipts must be submitted in accordance with this policy and associated rules and procedures.

IRS Compliance

All business-related travel and other reimbursable expenses must be conducted and processed in accordance with relevant IRS Guidelines. For additional information, refer to: http://w3.palmer.edu/finance/policies/travel_policies.htm.

Denial of Reimbursement Requests

Requests for reimbursement of business-related travel expenses and/or entertainment may be denied:

  • If the requestor did not receive approval prior to travel;
  • If the requestor did not complete and submit all required documentation;
  • If the request is inappropriate, unreasonable or an ineligible expense;
  • If the requestor fails to comply with any and all relevant policies, rules and procedures as specified.

Essential Elements Applicable To All Institutional Policies

Responsibilities

It is the responsibility of all employees and students to know and comply with this policy and all applicable laws and public ordinances. Further, employees and students are expected to review the proscribed conduct set forth in this policy, as well as, any associated division or department-specific procedures that describe policy implementation practices to ensure a clear understanding of the College’s expectations.

Disciplinary Action

Employees or students found to have conducted themselves in a manner prohibited by this policy may be subject to disciplinary action up to and including termination of employment and/or dismissal as a student.

Reporting Noncompliance

Filing a Report

Employees and Students

Employees, students or any other member of the College community should report allegations of noncompliance with this policy to the Office of Institutional Compliance and Quality Assurance through one of the designated individuals named below.

College Officials

Supervisors, administrators or any other College officials who witness; are directly advised of; or become aware of allegations of noncompliance with this policy are to immediately advise one of the designated individuals named below.

Earlye Julien, PHR, M.S. Ed, CQIA
Senior Director for Institutional Compliance& Quality Assurance
1000 Brady Street
Davenport, IA 52803
earlye.julien@palmer.edu
(563) 884-5476

Lori Larsen, B.A., Lead Coordinator
Also Serving as Compliance Coordinator
1000 Brady Street
Davenport, IA 52803
(563) 884-5246 or (800) 722-2586
lori.larsen@palmer.edu

Palmer College of Chiropractic
William DuMonthier, D.C., Dean of Student Academic Affairs
Also Serving as Compliance Coordinator
Office of Student Academic Affairs
90 E. Tasman Drive
San Jose, CA 95134
(408) 944-6062
william.dumonthier@palmer.edu

Palmer College of Chiropractic
Cheryl Shaw, B.S., Human Resources Coordinator
Also Serving as Compliance Coordinator
4777 City Center Parkway
Port Orange, FL 32129-4153
(386) 763-2665
cheryl.shaw@palmer.edu

Confidentiality

The College shall maintain the confidentiality of the information they receive, except where disclosure is required by law, policy or is necessary to facilitate legitimate College processes, including the investigation and resolution of allegations.

The identity of participants in an investigation shall be maintained in confidence subject to the same limitations above.

Individuals who have reported questionable behavior or who have initiated or participated in the complaint procedures available are advised their identity may be known for reasons beyond the control of college officials or investigators.

Anonymity

Because of the inherent difficulty in investigating and resolving allegations from unidentified persons, the College discourages individuals from making anonymous reports of improper conduct. However, should the College receive an anonymous report, such report will be reviewed to determine the appropriateness and/or feasibility of a response.

Retaliation

The College strictly prohibits retaliation or reprisal of any kind against an individual who has reported questionable behavior or who has initiated or participated in the complaint procedures available. Allegations of retaliation shall constitute separate grounds upon which a complaint may be raised under this policy.

Reporting False Claims

Any individual who makes a claim under this policy in bad faith, or knows or has reason to know that such claim is false or materially inaccurate, shall be subject to disciplinary action up to and including termination.

Investigations

The College may determine an allegation of noncompliance with this policy requires an investigation. No one other than the appointed investigator will be allowed to conduct an investigation on behalf of the College. The College may impose any appropriate measures on an interim basis where there is a reasonable cause to believe that such action is needed for the health, safety or welfare of members of the College community or to avoid disruption to the work/educational environment including student suspension or employee administrative leave pending the outcome of an investigation.

Violation Of Law And College Policies

Noncompliance with the College’s policies includes any behaviors covered under applicable laws. Individuals engaging in illegal activities may subject themselves to criminal penalties under the law.

Disciplinary proceedings may be instituted against an individual that potentially violates both the criminal law and the College’s policies (that is, if both possible violations result from the same factual situation) without regard to the pendency of civil or criminal litigation. Proceedings under this policy may be carried out prior to, simultaneously with, or following a civil or criminal proceeding at the discretion of the Chief of Compliance or designee. Determinations made or disciplinary actions imposed under this policy shall not be subject to change because criminal charges arising out of the same facts giving rise to violation of the College’s policies were dismissed, reduced or resolved in favor of or against the criminal law defendant.

When a student or employee is charged by federal, state or local authorities with a violation of law, the College will not request or agree to special consideration for that individual because of his or her status as a student or employee with the College. If the alleged offense is also being processed under College policy, the College may advise legal authorities of the existence of the College’s policies and how such matters are typically handled within the College community.

Contact Us

Davenport, Iowa, Campus
Student Services
(563) 884-5857

San Jose, Calif., Campus
Student Services
(408) 944-6020

Port Orange, Fla., Campus
Student Services
(386) 763-2724

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