VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

employee). In addition, failure to comply with the requirements of this policy and associated procedures may result in disciplinary action up to and including termination of employment. 3. CONTINUING MEDICAL EDUCATION ( CME )/ CONTINUING EDUCATION ( CE ) TRAVEL Continuing Medical Education (CME) or Continuing Education (CE) consists of educational activities which serve to maintain, develop, or increase the knowledge, skills, and professional performance of employees. Educational activities may take the form of seminars, conferences, conventions, courses, certification programs, or other training. Employees who require CME or CE for licensure, certification, or maintenance of job skills necessary to complete VCOM’s mission are awarded CME/CE funds to pay for the educational activity. CME/CE is generally provided for employees at the Director level or higher and are awarded on a case-by-case basis. An employee’s CME/CE funds are to be utilized to pay for costs directly related to the educational activity such as fees for the educational activity (i.e. conference registration) and travel expenses. The funds provided for CME/CE are determined by VCOM administration, approved annually by the Board of Directors, and are a part of the approved annual budget. CME/CE funds are subject to change from year to year. Employees should check with their Division Administrator (aka Budget Manager) for clarification as to whether they have money allotted for CME/CE within the budget and to review projected amounts prior to planning for travel and/or purchasing flights or lodging. CME/CE registration and travel must be approved in advance by the Division Administrator either through Concur Travel or by submitting the VCOM Travel Pre-Approval Form (see section 4 below for further information on which method to use for pre-approval). When submitting a request for CME/CE travel approval, employees must submit a formal agenda or other formal documentation about the educational activity and costs associated with registration, transportation, and lodging. All costs for the CME/CE activity must collectively fall within the employee’s CME/CE annual allotted amount. If actual costs exceed the employee’s CME/CE budget, the employee will be required to pay the excess expenses with personal funds. For CME/CE travel, employees are expected to personally incur the cost of travel and be reimbursed following the completion and submission of the VCOM Travel Expense form or Concur Expense Report with appropriate documentation. 4. BUSINESS TRAVEL Business travel is travel that is non-CME/CE related and is required by the Division Administrator where the employee is required to conduct official VCOM business that directly benefits VCOM. These expenses include costs associated with attendance fees, transportation, lodging, and meals. Business travel can include visits by the Associate Deans, Discipline Chairs, and Directors to VCOM clinical sites; meetings by College Officers/Administrators for potential partnerships in the future; travel amongst the VCOM campuses; and travel for student recruitment. An employee who has been asked by their Division Administrator to participate in an event/conference as an exhibiting vendor in the exhibit/trade area should code their travel and any event/conference fee cost under designated business travel. Exhibition costs must be part of the pre-approved budget. While this type of participation must be approved by the Division Administrator in advance, it is not considered CME /CE for the employee. The funds provided for business travel are determined by VCOM administration and approved annually by the Board of Directors and are subject to change from year to year. Business travel funds are a part of

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

Page 3 of 19