VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U022

Non-employees must have a completed W9 form on file with VCOM before reimbursement can be processed. Regardless of the method of submission, employees can anticipate reimbursement two (2) weeks from the submission of accurately completed and fully approved reports. Reports submitted incomplete, without appropriate approval(s), or including questionable expenses will cause delays in the reimbursement process and cannot be guaranteed in two (2) weeks. 12. IRS REQUIREMENTS The IRS requires certain documentation for all travel, including: • Separate categories for incidentals, lodging, meals, travel, etc., • Departure and return dates, • Destination or area traveled by an employee if more than one destination, • Business purpose of the trip, and • Itemized receipts, canceled checks, or bills with an explanation of the purchases if not paid as a per diem. Complying with these procedures will preclude travel reimbursements from being included as taxable income on your W-2. For example, if you are reimbursed for an expense for which you do not have a receipt, this reimbursement may be taxable income. 13. NON - REIMBURSEMENT Expenses not addressed by this policy are considered non-reimbursable expenses. Non-reimbursable expenses may also include any expense deemed unreasonable or unnecessary by VCOM or may include those expenses that do not have appropriate approvals or documentation. Non-reimbursable expenses paid using a VCOM-issued credit card requires the employee to reimburse VCOM within 30 days of the charge. The VCOM Business Office is responsible for notifying the employee of costs deemed non-reimbursable. The VCOM Business Office is responsible for notifying the CFO, President, and/or Provost of any inappropriate CME/CE expenses submitted. The employee can appeal the denial of reimbursement of any cost by providing additional documentation and explanation for the cost. The appeal will be reviewed by the employee’s Division Administrator. If the Division Administrator approves the cost as reasonable and consistent with VCOM policy, VCOM will reimburse the expense. Division Administrators may submit an appeal regarding their travel to the President. 14. DURATION OF POLICY The VCOM Business Travel and Continuing Medical Education/Continuing Education Travel Policy is established by the Business Office and President and is effective as of the date above and will remain effective until amended or terminated by the President, with approval by the Board of Directors.

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

Page 18 of 19