Section 22-B8706. TRAVEL/PROFESSIONAL MEETINGS

 

8706.1Policy: The PBC shall encourage its employees to attend professional business meetings, seminars and workshops that shall aid in the development of professionalism and growth and excellence in patient care standards. The following guidelines are as follows:

 

(a)As specified by the guidelines of this policy, the PBC may reimburse reasonable expenses incurred by an employee as a result of participation in approved business trips directly related to the PBC business. Expenses must be necessary and related to the performance of the PBC-related business involved;

 

(b)The Executive Vice President and the Chief Executive Officer must approve all requests. Accessibility of pertinent meetings and seminars shall be considered in obtaining approval for a particular location (i.e., travel to a seminar in a distant location shall be disapproved when a similar conference is available in a closer location to the PBC);

 

(c)Expenses for a meeting or conference, where an employee is scheduled to make a presentation, shall not be authorized except when the meeting has a direct impact on the PBC. Other considerations shall include associated expenses, time required, location, institutional benefit and clinical service; and

 

(d)Funds must be available within departmental budgets for travel requests.

 

8706.2Procedures which apply are as follows:

 

(a)Requests in writing must be made in advance and include the purpose and description of the travel, personnel involved, and details of travel and hotel arrangements. The employee must attach literature, i.e., brochures, relevant to the trip and meeting;

 

(b)Approval for all travel must be obtained from the designated person at least four (4) weeks in advance;

 

(c)Expenses must be submitted within five (5) days of completion of travel. Reasonable expenses incurred by the employee shall be reimbursed by the PBC provided the employee submits receipts for: room, rental car, air, rail, taxi, meals, etc. Cash advancement shall not be permitted;

 

(d)Where an automobile is selected for long trips normally traveled by air or rail, the PBC shall reimburse automobile travel cost only up to the currently accepted IRS mileage reimbursement rate up to an amount not to exceed the cost of air or rail travel; and

 

(e)Employees shall be responsible for presenting information to colleagues, as appropriate, whenever the knowledge gained or accomplishments achieved on a trip would be of interest or significant value to other PBC staff.

 

8706.3Travel expenses allowable are as follows:

 

(a)Automobile - current IRS reimbursement per mile shall be given when a personal automobile is used. Tolls and parking directly associated with a business trips shall be reimbursable. The use of a rental car must be approved in advance and shall be reimbursable only if the location of the trip requires self-provided transportation;

 

(b)Taxi - fares for taxi and subway between hotels, airports, and business sites shall be reimbursable. Hotel limousine services shall be used whenever possible;

 

(c)Meal allowance - meal expense shall be reimbursed up to $50 per day;

 

(d)Hotel - hotel accommodations shall be reimbursed up to $150 per day;

 

(e)Communications - business calls and reasonable personal calls shall be reimbursed;

 

(f)Entertainment - expenses for entertaining individuals not employed by PBC who have significant business with the PBC shall be reimbursed, although diligence should be exercised. The names of guest, business affiliation and PBC personnel included in the entertainment must be submitted with the expenses;

 

(g)Travel with spouse - Expenses attributed to travel by the spouse/significant other shall not be reimbursed;

 

(h)Conference and registration fees - the PBC shall reimburse fees associated with pre-approved business trips; and

 

(i)Miscellaneous allowance - registration, luncheon meetings shall be reimbursed. A reasonable amount for tips for all other purposes shall also be reimbursed.

 

source

Final Rulemaking published at 45 DCR 7353, 7400 (October 9, 1998).