Number:
263
Subject: BUSINESS TRAVEL EXPENSES AND USE OF PERSONAL
VEHICLE
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
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.