VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

6.6 Unused Tickets Any unused airline tickets must be promptly documented with VCOM’s travel agency. A note must be made on the Travel Reimbursement Form explaining the reason for the unused ticket. Unused airline tickets are still charged to the employee’s CME/business travel budget. Any vouchers issued to the employee should be used for future CME or business travel. The employee may use the voucher for personal travel after they reimburse VCOM for the full cost of the ticket. 6.7 Frequent Flyer Programs Accumulated frequent flyer miles or “points” are for the employee’s personal benefit and will remain the property of the employee. Under no circumstances are employees allowed to alter their flights at a higher cost to VCOM to receive or increase these benefits. Employees will not be reimbursed for airfare purchased with frequent flyer program miles/points. 6.8 Baggage Fees Employees will be approved for reimbursement baggage fees for the first checked bag only. Additional fees for required, business-related baggage must be pre-approved by the Division Administrator. The employee must provide a receipt and business purpose when submitting the additional charges for reimbursement. Examples of acceptable additional baggage fees include: • Transporting supplies for a VCOM international mission trip • Display items for a VCOM exhibit booth • Overweight baggage charges when traveling with heavy or bulky materials or equipment necessary for business. • Excess baggage containing VCOM property. Employees should consider shipping materials to their destination or splitting material into additional pieces of luggage to avoid excess baggage charges if it will reduce costs. 7. GROUND TRANSPORTATION Employees are to use good judgment in the use of VCOM funds when selecting ground transportation for business or CME/CE travel. The lowest reasonable rate for local transportation should be used unless it causes logistical or safety issues. Employees driving any vehicle on VCOM business or CME/CE must have a valid driver’s license. Employees must immediately report to their campus Director for Human Resources any driver’s license revocation, suspension, or restrictions. Employees with prior DUIs or tickets for speeding that was considered excessive and dangerous may not drive VCOM-owned vehicles or rent a car in VCOM’s name. Employees operating a VCOM-owned vehicle, rental car, or driving a personal vehicle while on VCOM business may not consume alcohol or any substance including prescription drugs that can cause mental or physical impairment. Driving under the influence in a VCOM-owned vehicle, rental car, or personal vehicle while on VCOM business is cause for termination. When conducting VCOM business and driving a VCOM-owned vehicle, rental car, or personal vehicle, hands-on use of electronic devices is prohibited while the vehicle is in drive and/or in motion. Where receipts aren’t provided for parking, Uber, Lyft, or tolls; a picture/screenshot of the charge may be used as acceptable documentation for reimbursement.

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

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