VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

a hotel to qualify for conference rate lodging it requires that the hotel is hosting or is in conjunction with hosting the meeting. VCOM believes that allowing employees to stay at the conference hotel helps maximize attending meetings, conventions, or training sessions. In addition, it facilitates opportunities for expected employee interaction, while representing VCOM, with other professionals beyond the basic scheduled events. As VCOM’s travel agent is often unable to book lodging at the conference host hotel’s conference rate, documentation must be provided to show the conference rate. In the event the designated conference hotel has no rooms available, employees must receive their Division Administrator’s pre-approval for rates above group conference rates and the Division Administrator may approve paying the actual hotel cost. Documentation for why the conference rate was not available must be submitted. Lodging for conferences should be limited to include the number of days of the conference with one additional night at the beginning and/or end of a trip to allow for timing of transportation and meeting dates. 8.1.2 Vacation Rentals and VRBOs Multiple employees traveling together that would like to consider vacation-type rentals must prepare a cost comparison using the VCOM Travel Pre-Approval Form. These rentals must be preapproved by the Division Administrator and must not exceed group conference daily rates. The cost must include the full cost of the rental, which typically includes cleaning, etc. 8.1.3 Lodging Expense Limit Exceptions There are circumstances where it may be appropriate for employees to exceed VCOM’s standard lodging limit (business travel) or conference lodging limit (CME/CE travel) at the discretion of, and with pre-approval by, the employee’s Division Administrator: • When attending special events (i.e., Olympics) for VCOM business. • When there are unexpected occupancy challenges due to natural or man-made disasters that have escalated lodging costs for a brief period. • When there are no hotels at the standard rate or conference rate at a given destination. • When there is a need for special accommodation related to pre-approved ADA or health issues. • When safety is a compelling concern such as at international locations. • When it is necessary to acquire a meeting room along with the room for lodging. • For a particular venue or geographical location as deemed appropriate by the VCOM President in the best interest of VCOM (i.e., sponsorships or fundraisers for VCOM). If the cost of the selected hotel is more than the standard limit or the conference limit, the employee may be reimbursed at the conference rate and/or if charged to a VCOM-issued credit card must reimburse VCOM for the difference in their hotel and the conference hotel room rate.

If the conference hotel is full or there are no hotels available within the standard limit, the

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

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