VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

reimbursement. Proper planning will permit the employee to 1.) shop for the most economical means of transportation, 2.) obtain the lower cost block reservations for conferences, and 3.) seek the least expensive accommodations option. Travel for groups of ten (10) or more passengers or for five (5) or more hotel rooms should be requested by the Division Administrator through VCOM’s travel agency. Such requests must include the dates, cities, and the expected number of employees so that group fares/rates may be obtained when possible. 5.1 Personal Travel Employees may take advantage of Concur Travel for personal travel (travel not on behalf of VCOM). Employees using Concur Travel for personal travel must always use their personal credit card for payment and no personal travel expenses will be reimbursed by VCOM or are permitted to be charged to a VCOM-issued credit card. Any such use of a VCOM credit card is NOT ALLOWED. Travel expenses for a spouse, family member, and guests are considered personal travel and are not reimbursable as business expenses. Such expenses should not be charged to a VCOM-issued credit card. 6. AIR TRANSPORTATION Airfare should be booked through VCOM’s travel agent. An employee may request preapproval to book airfare outside of VCOM’s travel agent only if they have compared costs and can provide supporting documentation that equivalent airfare can be booked at a lower cost than that of VCOM’s travel agent. All employee airfare costs require Division Administrator pre-approval through Concur Travel or the Travel Pre-Approval Form before tickets can be purchased. Employees whose travel costs include an airline ticket that exceeds $1,250 requires approval by the President’s office. Trips should be scheduled as far in advance as possible to take advantage of the lowest fares and tickets are expected to be purchased a minimum of two weeks in advance (however a minimum of thirty days or more is recommended). The following requirements have been established for air transportation for business and CME/CE travel: • Commercial airlines are required. • Private charter flights are not reimbursable. • Employees are expected to book the lowest available fare and a fare that meets the individual travel requirement (typically coach- or economy-class). o VCOM’s travel agent is not permitted to book first-class or business-class tickets for VCOM business or CME/CE travel without express approval from the President or Vice President for Finance. o With pre-approval, fees associated with preferred seat selection are allowed for trips when any one portion of travel exceeds 4 hours, certain medical conditions exist, or total trip costs do not exceed approved amounts. o Occasions may exist where business class may be acceptable with prior written approval by the President.  International travel in business class may be approved by the President for required

international travel if one or more of the following exists:  the travel time is longer than 8 hours in duration,  the total fees are the least amount when compared to all optional flights,

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

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