VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

the approved annual budget. Employees should check with their Division Administrator for clarification as to whether they have money allotted for business travel within the budget and to review projected amounts prior to planning for travel and/or purchasing flights or lodging. Business 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 business travel approval, employees must submit a formal agenda and transportation and lodging costs. All costs must collectively fall within the employee’s business travel allotted amount. If actual costs exceed the employee’s pre approved travel amount, the employee will pay the excess expenses with personal funds. 4.1 Local Travel Expenses An employee’s work location is the city and state in which the employee performs services for VCOM and includes a 20-mile radius. An employee may be assigned multiple work locations by his/her supervisor between VCOM facilities or affiliated sites within the community. VCOM does not reimburse employees for: • Travel from their home to work or from work to their home, • Travel to events in the campus/local community, or • Travel on business between VCOM facilities and the place the business is being conducted when the location is within a 20-mile radius. Employees are expected to live in the community where they work and therefore travel to and from work (or a VCOM event in the community) is not reimbursed. VCOM will reimburse employees for general business travel that exceeds the 20-mile radius. In such cases where employees are seeking reimbursement, the employee is expected to have personally incurred the cost of such travel and reimbursement is issued after the completion of travel after submission of the VCOM Travel Expense Form or Concur Expense report with appropriate documentation. 4.2 Travel for the President, Provost, Board of Directors, College Administrators, and Special Guests The President and Provost are required to visit the four VCOM campuses often and therefore are provided use of the VCOM aircraft for such travel. Business travel for other college administrators is generally the same as for all employees; however, many administrators are required to perform excessive travel for their positions, which most often includes travel between campuses or travel to represent VCOM in external arenas. Business travel budgets have been approved in advance. If the pre-approved amount has been expended, the President must approve the additional travel costs in advance. Members of the Board of Directors and special guests of VCOM may be required to travel for Board of Directors meetings, whitecoat ceremonies, graduations, and other special events and may from time to time use the VCOM aircraft. Pre-approval for use of the VCOM aircraft must be requested through the President’s Office. In general, the intent for use of the VCOM aircraft is to reduce expenses by combining travel of multiple individuals who are travelling to the same location. College administrators may request to

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

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