Title of Policy: Expense Reimbursement

Approved By: EWVRHEC Board

Approval Date: 10/19/99

Effective Date: 10/19/99

Party Responsible for Implementation: EWVRHEC Field Professors/ Preceptors/Others

Party Responsible for Oversight: Site Coordinators and Board

Party Responsible for Revision and Review: EWVRHEC Board

STATEMENT OF POLICY:

Individuals may be reimbursed for expenses related to activities they attend on behalf of the EWVRHEC program. Individuals may be board members, students, preceptors, field professors, or others associated with the program. The following guidelines clarify the procedure that must be followed in order to receive reimbursement for expenses:

• The attached Request form for Reimbursement of Expenses must be submitted in advance to the Site Coordinator.
• Original receipts must be submitted to the Site Coordinator for reimbursement of expenses.
• Expenses include milage, lodging, and meals. Mileage will be reimbursed at the Lead Agency, Grant Memorial Hospital, reimbursement rate. Registration fees are a separate expense and must be disclosed on the request form.
• Board members will be reimbursed a standard rate for travel to EWVRHEC Board meetings.
• Reimbursement of an individual's time to prepare or attend an activity on behalf of the EWVRHEC program may be reimbursed and will be determined by the EWVRHEC Board. Advance approval from the EWVRHEC Board is required.
• The Site Coordinator may approve reimbursement of expenses for the following activities: WVRHEP Faculty Development Day, WV Rural Health Conference, WVRHEP Committee meetings, and WVRHEP Legislative Day and Dinner. All other activities must be submitted in advance to the EWVRHEC Board for approval.
• No expense other than those indicated will be reimbursed without prior approval from the EWVRHEC Board.

Revision/Review Dates and Notes: