VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

 and the fees do not exceed $2500 round-trip or  if the fee exceeding $2500 has been pre-approved by the President in advance of booking o If an employee chooses a more expensive airfare class, the employee must pay the full cost of the airfare on their personal credit card.  If the employee intends to request reimbursement for a more expensive class when flying, they must submit a VCOM Reimbursement Form for approval consideration. Documentation must include cost comparisons of economy/coach class tickets vs. first/business class and a justification for the more expensive class of travel. Any amount above the cost of economy/coach-class not approved will remain the responsibility of the employee.  If the employee intends to only request reimbursement for economy/coach-class tickets, the employee will include the cost comparison documents with their VCOM Travel Expense Form and will only be reimbursed for economy/coach class costs. o While employees may not purchase a business/first-class ticket upfront without prior approval, an employee may upgrade a ticket at the airport at their own expense and charged to their personal credit card (not a VCOM-issued credit card). 6.1 Connecting Flights While on business or CME/CE travel, employees should use connecting flights instead of direct flights when the savings are greater than $250 and the increase in total travel time is not more than 90 minutes. 6.2 Travel Insurance Employees will not be reimbursed for the purchase of domestic travel insurance. International travel may require insurance and when required must be acquired through VCOM’s travel agency and is reimbursable. 6.3 Change in Reservations/Tickets In cases in which charges for changes in reservations or tickets are incurred, the business reason for the change and Division Administrator’s approval must be documented and submitted with the VCOM Travel Expense Form. The Division Administrator will determine if the change was appropriate. Without approval of the Division Administrator, any fees or penalties for the change will not be reimbursed; however, the amount of the original ticket may be reimbursed. Changes to reservations or tickets to accommodate personal convenience are not reimbursable. 6.4 Airline Awarded “Bumping Awards” VCOM discourages the acceptance of airline bumping awards and will not reimburse additional travel expenses incurred due to accepting such awards. Employees should not volunteer for denied boarding compensation when traveling for VCOM business hours. Employees should only volunteer if they are flying outside normal working hours and the delay will not result in any interruption or loss of VCOM business, will not impact CME/CE, or will not otherwise impact employee productivity. Any increased cost associated with accepting such an award will be incurred by the employee. 6.5 Cancellations If the need arises to cancel a flight, the employee must contact the airline and VCOM’s travel agency prior to departure.

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

Page 7 of 19