1 Printed copies are for temporary reference onlyHospital-wide PolicyTitle:Reimbursement to Employees for Travel and Other Business Expenses Issuing Department:FinanceEffective Date:May 2017 I. Purpose The purpose of the Reimbursement of Travel and Other Business Expenses Policy of Tufts Medical Center and named Affiliates (Tufts MC) is: To make certain that employees are reimbursed promptly for any legitimate, necessary and reasonable business expenses. To provide employees with clear, consistent guidelines relating to the reimbursement of travel and other business expenses. To ensure proper documentation is obtained in accordance with internal and external guidelines, e.g., Internal Revenue Service, Granting Agencies, etc. To ensure that Tufts MC receives the greatest value for its travel-related and other expenditures. To set standards for employees to make provisions for accommodation, transportation and related expenditures efficiently and in a cost-effective manner. To make certain that employees travel comfortably and safely. II. Scope This policy applies to all employees, staff members, residents, students, volunteers, researchers and physicians of Tufts MC. III. Policy It is the policy of Tufts Medical Center and named Affiliates that eligible persons authorized to expend monies on Tufts MC business, including travel, do so under the guidelines given below. Persons who are responsible for approving business and travel-related expenses of others should also follow the guidelines given below. IV. Procedure Employees are responsible for complying with the Tufts MC policies and applicable laws and regulations governing business and travel expenses and their reimbursement.When in doubt, employees should consult this policy, their supervisor or the Director of Internal Audit.
2 Printed copies are for temporary reference onlyA.Management Responsibility Department Heads/Approvers are responsible for ensuring that expenses are valid, justified and reasonable and are covered by their annual departmental budgets. Signatory guidelines are as follows: For all requests, the preparer's manager must sign off onthe request regardless of dollar value. For all requests exceeding $24,999.99, the preparer's VP must provide a second signature on the request. The approval of each successive level is required as the total requested reimbursement of the Expense Reimbursement Report increases, e.g., the approval of the manager would be required before presentation for approval to the Director, and the approval of the Director would be required before presentation for approval to the Vice President, etc. In rare instances of advance payments, reservations, etc. being reimbursed before completion of travel, it is expected that the Manager/Director/VP approving the travel monitors that the employee completes travel as it was approved.Neither the organization nor the employee should gain or lose money as a result of business travel. B.Reporting Expenses The expenses of business and travel will be reimbursed to the employee on presentation of a completed Employee Expense Reimbursement form duly approved by the appropriate managerial level.(The form is available on the intranet-Finance- Accounts Payable tab-under "Forms".)Original receipts/documentation should be attached to the form as supporting evidence of valid expense and payment.If any original receipts required by this policy cannot be produced when filing the claim, the traveler must sign an attestation explaining the circumstances why the receipts cannot be provided.Completed forms and documentation should be submitted within 30 days of incurring the expenses.
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