VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

In general, routine meetings between employees or routine meetings between a member of administration and an employee are generally not appropriate times for alcoholic consumption and the purchase of alcoholic beverages will not be reimbursed. Alcohol purchases are not to be charged under any circumstance to sponsoring grants and contracts. Alcohol is not a reimbursable expense to VCOM students, regardless of the source of funds. When seeking reimbursement for the business meal/event where alcoholic beverages were consumed, the administrator must include the purpose of business meal/event, a list of attendees, and an itemized receipt. 10. USE OF A VCOM - ISSUED CREDIT CARD An employee authorized to use a VCOM-issued credit card may charge his or her travel expenses to the credit card, excluding personal meals; however, the employee must document on the VCOM Travel Expense form or Concur Expense report all costs for lodging, meals, travel, and incidentals. Original receipts or digital copies of receipts must be included. VCOM-issued credit cardholders will reimburse VCOM for all unallowable travel expenses. 11. REIMBURSEMENT PROCESS VCOM Travel Expense forms or Concur Expense reports are expected to be submitted within twenty (20) days of returning from the trip and within the same fiscal year. VCOM reserves the right not to reimburse an employee for travel expenses if documentation is submitted more than forty-five (45) days after the trip or after the start of a new fiscal year. There are two methods by which to submit travel expenses for reimbursement: 1. Concur Expense (www.ConcurSolutions.com) • VCOM-issued credit cardholders are required to submit all expense documentation, including travel and miscellaneous expenses, through the Concur Expense system. • Once an employee is established in the Concur Expense system, even if not a VCOM issued credit cardholder, he/she is required to submit all reimbursements through the Concur Expense system. • Concur Expense reports must be submitted with all required documentation (i.e., itemized receipts, conference/meeting agenda where applicable, VCOM-issued credit card statements, etc.). • Refer to Concur Expense process and procedure training for how to manage expenses. 2. VCOM Travel Expense Form Employees not established in the Concur Expense system and non-employees are required to submit travel expenses using the VCOM Travel Expense form. Refer to VCOM Travel Expense form process and procedure training for how to manage expenses. VCOM Travel Expense forms must be: • Filled out completely, including appropriate expense coding. • Signed and dated by the employee/traveler seeking reimbursement. • Signed and dated by the appropriate Division Administrator. o Email approval is sufficient only if specific details of the expense and amounts are included in the body of the email. • Submitted with all required documentation (i.e., original itemized receipts, conference/meeting agendas where applicable, etc.)

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

Page 17 of 19