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Travel Reimbursement Policy
POLICY
As a non-profit organization dedicated to developing innovative continuing medical education, stewardship of our resources is essential. Our policy is to reimburse individuals for approved, reasonable, proper, and necessary travel expenses incurred in conjunction with approved MedEDirect initiatives. It is MedEDirect’s policy that all travel be conducted in the most cost-efficient manner.
RELATED POLICIES AND PROCEDURES
1. LOCAL TRAVEL
A. Mileage Reimbursement. MedEDirect will reimburse actual and necessary
expenses. This includes mileage in a privately owned vehicle (POV), and related tolls and parking. Mileage costs will be reimbursed at the current government-approved rate.
B. Parking and Tolls. MedEDirect will reimburse for parking and tolls
associated with a local or long-distance trip. Parking and tolls costing more than $10 per day must have a receipt. Long-distance trips that exceed costs of an airline ticket must have prior approval.
2. LONG-DISTANCE TRAVEL
A. Air Travel. Travelers are requested to use the travel agent designated by MedEDirect. Prior approval is required to book your own tickets.
MedEDirect will reimburse for coach class tickets by the most direct routing and that may be changed without additional charges.
First class, international, and spouse travel is not reimbursable.
In cases where cancellation fees/penalties are incurred as a result of a change of plans, the fees will be reimbursed if there is a valid business reason for the change of plans. Acceptable reasons include the organization canceling or altering the trip or delays in flight connections. This explanation should be attached as documentation with the travel expense report. In instances where these fees/penalties are incurred without adequate explanation, the cost of the fees/penalties will not be reimbursed.
B. Lodging Costs. Accommodations that meet business and personal needs and
offer good value should be selected whenever possible. The average cost of a hotel night should be around $250 to $300. Prices will vary according to region and season; however, approval should be obtained for room nights above $300. Travelers should use standard single room accommodations at medium-range hotels. Boutique hotels, and resort and spa-type hotels are not acceptable. The additional cost of room upgrades (eg, suites, executive floor, room with a view, etc) is not reimbursable. Receipts for all lodging must be attached to the expense report and itemized by expense category (meals, telephone, parking, etc). Travelers will be reimbursed for actual lodging costs.
C. Hotel Phone Surcharges. Personal phone calls to the traveler’s home are
reimbursable. Travelers should use the hotel’s long-distance phone service only as a last resort because hotel surcharges can be as much as 100% of the actual cost of the call.
D. Meals. Meal reimbursement includes breakfast, lunch, and dinner. Excluded
are alcoholic beverages, entertainment expenses, and other types of personal expenses not relating to these specific meals. Meals for spouses or family members are also excluded and cannot be reimbursed.
E. Automobile Rental. Automobiles should be rented only when the cost
advantages are clearly justified (ie, the cost of the rental car would be less expensive than using taxis, etc). Travelers are expected to use one of the lower-cost car rental firms. All rental car receipts received by the traveler must be submitted with the expense report. When car rental is reimbursed,
taxi cab fares cannot be submitted for reimbursement in addition to the car rental costs.
F. Ground Transportation. Taxi cabs are usually the lowest cost preferred
method of ground transportation. For travel to meetings, when ground transportation costs supersede airline cost, prior approval must be obtained
by MedEDirect.
Receipts are required for all transportation expenses of $10 or greater.
NONREIMBURSABLE EXPENSES
Nonreimbursable expenses are identified throughout this policy. The following items are typically nonreimbursable expenses:
- First class, spouse, and international travel
- Upgrades to air travel, car rentals, or hotel rooms
- Purchase of clothing, luggage, toiletries, and other miscellaneous personal items
- Supplemental travel or car rental insurance
- Fines, penalties, or legal fees
- Personal entertainment or recreational expenses
- Hotel mini-bar charges; bar charges; gift shop purchases; hotel movie rentals; expenses for guests, spouses, and children
- Hotel room service charges will not be reimbursed unless prior approval
is obtained
EXPENSE REPORTING
A. Receipt Requirements
All expenses incurred in excess of $25.00 must be substantiated by original receipts. All receipts should be taped to a sheet of paper and attached to the back of the expense report. In the event that it is impractical to obtain a required receipt or if such receipt has been inadvertently destroyed, the traveler should furnish a written statement to that effect, as well as an explanation of the expenditure involved.
B. Timely Submission of Report. The suggested time frame for expense report
submission is within two (2) weeks of travel. Travel & Expense Reports filed more than 60 days after expenses are incurred will not be reimbursed without the approval of the Executive Director.
C. Tips to Expedite Payment of Travel & Expense Report. These tips are
designed to help all travelers. Please refer to the Travel Policy for specific information.
· Written explanations are needed for missing receipts or exceptions to the policy
· Ensure the traveler name and purpose of the trip are clearly identified
· Expense reports should follow a logical order, and itinerary and travel must match
· All receipts must be originals and meal receipts must have the preprinted/stamped name and address of the establishment
· Parking and tolls totaling more than $10 per day must have a receipt
· Hotel bills need to be itemized by meals, telephone, parking, etc
· Make copies of all Expense Reports with receipts for your records
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