Number: 263

Subject: BUSINESS TRAVEL EXPENSES AND USE OF PERSONAL VEHICLE

Amberton University 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 budget head and adhere to the following regulations:

Employees whose travel plans have been approved are responsible for making their own travel arrangements.

When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Amberton University. Employees are expected to limit expenses to reasonable amounts.

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 Amberton University may not be used for personal use without prior approval.

With prior approval, employees on business travel may be accompanied by a family member or friend, when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such non-business travel are the responsibility of the employee.

When travel is completed, employees should submit completed travel expense reports within 10 days. Reports should be accompanied by receipts for all individual expenses.

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, can be grounds for disciplinary action, up to and including termination of employment.

Use of Personal Vehicle(s) for Business Purposes:

Prior to business travel being approved, employees who drive personal vehicles for business are required to provide the University with copies of their valid driver’s license and current proof of insurance. Approved employees who are authorized to drive personal vehicles for business purposes include personnel required to travel as part of his/her job responsibilities plus any employee who may be requested or required to travel occasionally as part of his/her employment position. All employees using personal vehicles for business travel are expected to observe all laws in force and refrain from prohibited and/or unlawful practices while driving, such as but not limited to, drug and alcohol use, use of radar detectors, use of cell phones (as dictated by applicable law), and exceeding the speed limit. Mileage for using a personal vehicle for business travel is reimbursable according to the current rate approved by the IRS as long as the employee received prior authorization for the travel and has the required documentation on file. An employee may be prohibited from using his/her vehicle for business purposes for a violation of this regulation.