VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

Using a VCOM-owned vehicle for commuting between an employee’s home and the campus is prohibited unless a specific exemption has been granted by the President, Vice President for Operations, or Campus Director for Facilities. Such approvals, when granted, are to respond to emergencies and when such use is the only cost-effective practical alternative. Taking a VCOM-owned vehicle home is generally prohibited. An exception might be granted if an employee is using a VCOM-owned vehicle and is leaving on a trip before VCOM opens or if an employee is returning after normal business hours. Returning the vehicle on the first day back to VCOM is expected. Using a VCOM-owned vehicle for transportation for personal business or pleasure is prohibited. Employees are subject to the policy as described in VCOM Policy U025. Accidents or damage to VCOM-owned vehicles should be reported as soon as possible to the VCOM Operations Department. 7.3 Rental Vehicles A rental car may only be used if it is necessary for additional business travel other than to and from the place of lodging and/or business destination or if the total costs (including parking) is less than the cost of daily use of Uber, Lyft, or a taxi. Use of a rental car must be pre-approved by the Division Administrator. Rental vehicles should always be arranged through Concur Travel to ensure employees take advantage of the VCOM negotiated corporate rates. Employees are required to use the lower cost of either National/Enterprise or Hertz Car Rental, VCOM’s negotiated car rental partners. Employees are required to rent the most economical intermediate or smaller-sized rental car unless a pre approved larger vehicle is required for hauling (i.e., van or truck). Upgrades to full-size cars are allowable when three (3) or more employees are traveling together in the same vehicle. In cases of emergency, when Concur Travel cannot be used in advance, employees can use the lowest cost of Enterprise/Hertz. Employees traveling within the United States should decline all insurance on rental cars; however, they should accept insurance when traveling outside the United States. Employees must refuel rental cars prior to returning to the car rental agency to avoid high fuel surcharges. 7.4 For Hire Transportation The cost of for hire transportation to and from the business/CME/CE destination, lodging, or airport is reimbursable. Taxis, Uber, Lyft, etc. should be chosen only when more economical or free services are not provided, such as hotel vans or shuttles. Hotel limousine services, or other drivers for hire, are not reimbursable unless local taxi or Uber/Lyft services are not available. Charges should not exceed $40 per day and must be justified on the Concur Expense report or VCOM Travel Expense Form if for purposes other than traveling to and from the airport, business/CME/CE destination, or lodging location.

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

Page 10 of 19