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Southwest Virginia EMS Council, Inc. Personnel Handbook
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Business Travel Expenses
SWVEMS will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the Executive Director. Completion of an itinerary or other form provided by management will be reviewed for this purpose. Employees whose travel plans have been approved are responsible for making their own travel arrangements.
When approved, the actual costs of travel inside the region related to accomplishing business travel objectives will be reimbursed. Travel inside the region does not include travel to and from the Council office. Likewise, meals are not reimbursed for travel within the region except in unusual circumstances. Prior approval from the employee's immediate supervisor or Executive Director is required for reimbursement of meal expenses in such circumstances.
When approved, the actual costs of travel outside the region including meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed unless such expenses are billed to a credit card issued by SWVEMS. Employees are expected to limit expenses to reasonable amounts, and lodging should utilize state rates whenever possible. If using a company-owned vehicle or a rental car leased by SWVEMS, gasoline should be purchased using a credit card issued by SWVEMS. Receipts for all expenses charged to a SWVEMS credit card must be turned in within seven days of completed travel. If using a personal vehicle, employees should not use a Council credit card. Cost of gasoline is included in the mileage reimbursement provided by the Council. Employee's wishing to be compensated for mileage expenses must submit a travel/expense form as described elsewhere in this Handbook.
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by SWVEMS may not be used for personal use without prior approval.
Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, will be grounds for disciplinary action, up to and including termination of employment.
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