To ensure all proper business-related expenses incurred by employees are reimbursed, the following procedure has
been established:
     1.   All expenditures are to be approved in advance by the Program Director unless circumstances prevent
           advance approval.

2.  A receipt or other evidence of expenditure must accompany all expenditures in order to receive reimbursement.  For example, a mileage sheet must accompany claims for mileage.  The mileage sheet must have accurate
starting and ending mileage, destinations, trip purpose and dates.

 3.  Expense reports must be signed and dated by the employee and initialed by the Program Directors. 
Reports are due within 30 days after the expenditure is made.  Reimbursements will be made within 10
working days.

 4.  Program Directors are authorized to approve expenditures up to $100.00 for non-travel-related items without
the approval of the Executive Director.  All out-of-state travel-related expenses must receive prior approval by
the Executive Director.  
      

Mileage Reimbursement   
When an employee uses his/her personal vehicle for company business, the employee will be reimbursed at a rate of
 $.375 per mile.  Use of a personal vehicle is not required by NUIMC unless specifically required as a part
of the employee’s job description.

Travel expenses between home and work are not reimbursable.  If the employee is required to leave home and go
 directly to a place other than work, NUIMC will reimburse the employee for the miles driven.

Prior to transporting any clients or patients in a personal vehicle, the employee must show proof of liability
insurance and a valid driver’s license.  An employee is authorized to transport clients or patients in a personal
vehicle without liability insurance.

Travel Reimbursement
The employee’s supervisor shall approve all travel in advance.  In preparing for travel, the employee shall complete a travel request form detailing the purpose of the trip, mode of travel, lodging and expenses.  Under most circumstances, federal per diem rates will apply.  Under extraordinary circumstances, an employee may be reimbursed for actual costs of travel expenses.  An example would be meals, the cost of which exceeds per diem rates.  Receipts for transportation, lodging, registration fees, parking and other unusual incidentals will be required to support the expense.  Full per diem is granted for travel requiring the employee to be away from home for more than a 24-hour period.  Per diem is pro-rated for periods less than 24 hours.  Per diem is not allowed for in-state travel.