VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

7.5 Tips VCOM’s recommended gratuity is 15%. In situations where exceptional service is provided, a maximum gratuity of 20% is acceptable and should be rare. Gratuities above this limit will not be reimbursed. 7.6 Parking and Tolls All required tolls and reasonable parking charges associated with travel will be reimbursed and must be documented on the Concur Expense report or VCOM Travel Expense Form. If using a toll road frequently for business travel, the driver should purchase an Easy Pass which may be reimbursed. 7.7 Violations and Traffic Tickets Employees will not be reimbursed for any fines incurred for parking or traffic violations when using their personal vehicle or a VCOM-owned vehicle while on VCOM business. Fines incurred are the employee’s personal financial responsibility. 8. L ODGING Each fiscal year, VCOM’s Business Office will set lodging reimbursement rates which are based on IRS guidelines. The current approved lodging limits for business and CME/CE travel are listed on Concur Travel’s Company Notes page. VCOM will reimburse lodging for approved business or CME/CE travel. Lodging reimbursement is limited to actual expenses up to the limit stated on Concur Travel’s Company Notes page. Employees will assume any lodging costs beyond the limit. When making reservations, lodging will be guaranteed on the credit card saved on the Concur Travel Employee profile. Employees must pay the actual bill with either their personal credit card or a VCOM issued credit card. The VCOM corporate airfare card is not for lodging reservations. If an employee is working a special event for VCOM that requires extended hours and the employee lives greater than 50 miles from campus or the event, the employee may be pre-approved by their Division Administrator for extended hours and the employee may be reimbursed for lodging. For lodging expenses paid from a sponsored research grant, the actual lodging costs will be reimbursed up to the cap provided by the grant per night. 8.1 Lodging Selection All lodging must be reserved through Concur Travel and must fall within the standard lodging limit found on Concur Travel’s Company Notes page. • As a guideline for individual travel (other than conferences), employees should book standard room accommodations from mid-range hotels such as Hampton Inn, Holiday Inn Express, Courtyard Marriott, Fairfield Inn, Hilton Garden Inn, or other hotels at comparable rates. o More expensive hotels such as full-service Marriotts, Hyatt, Sheraton, Hilton, Westin, or Crowne Plaza hotels are usually in a higher class and cost range. • VCOM will not pay for upgrades to suites or “club” level rooms. 8.1.1 Lodging Conference Rates When traveling for a conference, it may be appropriate and more cost-effective (considering taxi, etc.) to stay at the hotel hosting the conference, even if the rate exceeds the standard limit. However, the lodging rate must not exceed the published conference group rate. For

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

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