VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

7.1 Personal Vehicles VCOM will not reimburse employees for driving personal vehicles on trips 20 miles or less roundtrip or for commuting to or from work. Rental vehicles or VCOM-owned vehicles must be utilized for travel that consists of greater than 100 miles and must be pre-approved by the Division Administrator. An employee who wishes to be considered as “driving their vehicle for business purposes” greater than 20 miles must request pre-approval from their Division Administrator and must complete Attachment A, Waiver of Liability for Driving Personal Vehicle on College Business, if one does not already exist on file, to be considered for reimbursement. The use of a personal vehicle for work is not considered approved and the travel expense will not be reimbursed until the employee signs, dates, and submits the waiver form. The purpose of the waiver form is to confirm that the employee understands that they assume all liability in the event the employee is involved in an accident while driving a personal vehicle on VCOM business. When an employee is seeking reimbursement for the use of personal vehicles for greater than 20 miles, the employee will be reimbursed for the actual miles driven; calculated as the lesser distance from the regular work location to the business destination, at the standard mileage rate noted on the Concur Travel Company Notes page. Employees driving for work purposes should always use the shortest or most efficient route directly to and from business destinations. When requesting mileage reimbursement, specific details regarding the destination points and purpose of the trip must be documented. Supporting documentation should include a map for the distance traveled. Pictures of odometer readings are not acceptable for reimbursement. When using Concur Expense, maps to document distance are automatically be provided. Mileage reimbursement covers all vehicle costs (including wear and tear) incurred by the employee while using his or her personal vehicle. Employees MUST not use their VCOM-issued credit card for fuel purchases when driving for business using their personal vehicles or the employee is ineligible for any other vehicle reimbursement. If an employee uses a VCOM-issued credit card for fuel, they are not eligible for mileage reimbursement. If using the VCOM-issued credit card does occur, the employee must provide documentation of miles traveled and purpose of the trip. 7.2 VCOM-Owned Vehicles Use of a VCOM-owned vehicle is also a means of traveling for certain employees on required business travel. VCOM-owned vehicles are available on a limited basis and must be approved by operations or administration. Reservation of VCOM-owned vehicles must be completed through the Help Desk ticketing system. By reserving, you acknowledge the acceptable use policy as written in the reservation system. Use of VCOM-owned vehicles is reserved for employee use only; however, exceptions may be pre approved by the President, Vice President for Operations, or Campus Directors for Facilities for drivers performing a task for VCOM. Only individuals on official business are allowed to ride in a VCOM-owned vehicle. This may include individuals not employed by VCOM including, but not limited to, students, volunteers, spouses, vendors, or official VCOM visitors that have been approved by a VCOM Administrator or the President.

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

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