VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

Edward Via College of Osteopathic Medicine

Policy Order No.: U022 Effective Date: March 1, 2018 Revised Date: April 10, 2024

__________________________ Dixie Tooke-Rawlins, D.O. President Signature on File

___________________________________________________________________________________ VCOM Business Travel and Continuing Medical Education/Continuing Education Travel Policy ___________________________________________________________________________________ 1. PURPOSE ........................................................................................................................................................... 2 2. EMPLOYEE RESPONSIBILITY AND OBLIGATION ............................................................................................. 2 3. CONTINUING MEDICAL EDUCATION ( CME )/ CONTINUING EDUCATION ( CE ) TRAVEL ................................... 3 4. BUSINESS TRAVEL ............................................................................................................................................ 3 4.1 Local Travel Expenses ..........................................................................................................................4 4.2 Travel for the President, Provost, Board of Directors, College Administrators, and Special Guests ...4 5. TRAVEL APPROVALS AND ARRANGEMENTS ................................................................................................... 5 5.1 Personal Travel......................................................................................................................................6 6. AIR TRANSPORTATION ..................................................................................................................................... 6 6.1 Connecting Flights ................................................................................................................................7 6.2 Travel Insurance ....................................................................................................................................7 6.3 Change in Reservations/Tickets ............................................................................................................7 6.4 Airline Awarded “Bumping Awards” ...................................................................................................7 6.5 Cancellations .........................................................................................................................................7 6.6 Unused Tickets......................................................................................................................................8 6.7 Frequent Flyer Programs .......................................................................................................................8 6.8 Baggage Fees.........................................................................................................................................8 7. GROUND TRANSPORTATION ............................................................................................................................ 8 7.1 Personal Vehicles ..................................................................................................................................9 7.2 VCOM-Owned Vehicles .......................................................................................................................9 7.3 Rental Vehicles ...................................................................................................................................10 7.4 For Hire Transportation.......................................................................................................................10 7.5 Tips......................................................................................................................................................11 7.6 Parking and Tolls ................................................................................................................................11 7.7 Violations and Traffic Tickets.............................................................................................................11 8. L ODGING ........................................................................................................................................................ 11 8.1 Lodging Selection ....................................................................................................................................... 11 8.1.1 Lodging Conference Rates................................................................................................................... 11 8.1.2 Vacation Rentals and VRBOs.............................................................................................................. 12 8.1.3 Lodging Expense Limit Exceptions..................................................................................................... 12 8.2 Other Lodging Charges............................................................................................................................... 13 8.3 Cancellations............................................................................................................................................... 13 8.4 Direct Billing .............................................................................................................................................. 13 8.5 Staying with Family or Friends .................................................................................................................. 13 8.6 Frequent Guest Programs............................................................................................................................ 13 8.7 Group Bookings.......................................................................................................................................... 13

VCOM Business Travel and Continuing Medical Education/Continuing Education Travel Policy

Page 1 of 19