Atikokan General Hospital

Public Reporting

Personal Business Expenses

Business Travel Expense Policy

Business Travel Expense Procedure
 

Reimbursable business expenses should:

  • Be work related
  • Be modest, appropriate and reasonable
  • Strike a balance among economy, health and safety, and efficiency of operations; and
  • Be submitted in a timely fashion using the Travel Expense Statement form.

Generally, expenses of a personal nature should not be reimbursed. Such expenses include but are not limited to expenses for:

  • Expenses resulting from unlawful conduct
  • Traffic and parking violations incurred while driving on hospital business
  • Recreational purposes (e.g. video rentals, mini-bars, special facilities charges, entertainment not directly related to hospital business, etc.)
  • Personal items not required to conduct hospital business
  • Memberships to reward programs or clubs (e.g., airline clubs)
  • Social events that do not constitute hospitality as described in 2.0
  • Alcoholic drinks, unless part of hospitality as described in Policy 03-93
  • Expenses incurred due to the presence of friends or family members
  • Hotel expenses incurred because of failure to cancel reservation
  • Credit card fees and late payment charges
  • Additional ancillary charges such as premiums for failure to refill fuel in a rental car

Expense Reimbursement:

  • A hard copy of the Travel Expense Statement form shall be accompanied with original, itemized receipts.
  • The claim should clearly state to whom the payment should be made.
  • The claim should state the business purpose for the expenditure on the purpose of travel line.
  • If the individual seeking reimbursement incurred costs on behalf of other individuals (e.g. meals purchased on behalf of clients), the names and titles of those other individuals should be included.
  • Any travel advance should be deducted from the claim.
  • The form should be signed by the member of staff requesting reimbursement and the member of staff’s immediate supervisor. It should include a valid accounting unit and expense account code.
  • The Travel Expense Statement should not be used for expenses under $50.00; the petty cash system should be used instead. The purpose of petty cash is to facilitate reimbursements for small departmental purchases. These purchases are commonly up to and including $50.00. Petty cash reimbursements require receipts for all purchases. In the event that a receipt is not available, a detailed description of the costs incurred must be submitted. Reimbursement is done through the Business office. Petty cash is balanced at least twice a month and any discrepancies reported to the AED-Finance.

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