Washington Township Health Care District Board of Directors Policy

Washington Township Health Care District

Board of Directors Policy

Title: TRAVEL AND REIMBURSEMENT POLICY

Category: Governance and General Administration

Policy No: A-007

Original Adoption Date: 05/06/60

Last Reviewed/Revised Date: 04/18/22

Last Approval Date: 05/11/22

PURPOSE:

The purpose of this policy is to set out guidelines and procedures concerning reimbursement of

reasonable travel and related expenses incurred by Directors while on District business.

POLICY:

Directors will be reimbursed for appropriate and reasonable travel and hospitality expenses

incurred in connection with District business. Each Board Member shall be allowed his/her

actual necessary traveling and incidental expenses incurred in the performance of official

business of the District. This includes travel in connection with attending meetings related to the

business of the District, which includes, but is not limited to, attending meetings of organizations

and associations of which the District is a member.

Each Board Member is authorized and encouraged to attend conferences sponsored by such

organizations as the Institute for Healthcare Improvement (IHI) and Estes Park Institute. These

organizations (and organizations like them) are key resources for Board Member education as

required by the Joint Commission and good governance practices.

Board members are expected to exercise due diligence when making travel arrangements and

incurring expenses for travel and meals in connection with their activities relating to the District.

Expenses should enable the Director to complete District business with reasonable cost to the

District, consistent with the least amount of interruption to the Director’s regular business and

personal schedules.

Costs related to others traveling with the Director (e.g. spouse, child) are not eligible for

reimbursement by the District.

The foregoing described travel is hereby referred to as “Authorized Travel.”

All reasonable travel, meals, lodging and other actual and necessary expenses incurred in

connection with Authorized Travel as further specified below is hereby approved.

Mode of Transportation

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The mode of transportation chosen (air, train, or car) should be that which enables the Director to

attend to District business with the least cost to the District and the least disruption to the

Director’s regular business and personal schedule, including consideration of time away from

workplace.

1. Air Travel. Air travel will be reimbursed/paid at coach or economy class. If reasonably

possible, reservations should be made early to obtain the lowest rate available. The

ticket/eTicket for each segment of travel shall be attached to the expense claim form.

2. Rental Cars. The standard car rental for members is a “mid-sized” car. A larger vehicle is

approved if more than two members share a single vehicle. Generally, rental car agencies

provide insurance coverage at a premium. The District recommends electing such coverage.

However, credit card companies (i.e., “gold cards”) may offer the same coverage at no extra

cost under the credit card’s policy. Before accepting or declining the rental car agency’s

coverage, determine whether the credit card company provides the same coverage at no extra

cost. The receipt for car rental shall be attached to the expense claim form.

3. Private Auto/Mileage allowance. For trips up to 300 miles, private vehicle usage will be

reimbursed at a rate equal to the then current rate set by the Internal Revenue Service for

mileage. For trips which require travel beyond 300 miles, the Board Member will be

reimbursed at the “economy” airfare to/from the location. Mileage will be calculated based

on a round-trip to and from the main Hospital campus. Private autos must be insured at the

minimum California requirement or greater. Parking and bridge tolls will be reimbursed.

The District assumes no financial responsibility for damage or other claims as a result of

using a personal vehicle for District business. Receipts for parking charges and applicable

bridge or highway tolls shall be attached to the expense claim form.

4. Taxi and other transportation services. Taxis, shuttles, airport transfers and other such

services will be reimbursed including reasonable and customary tips for services. Receipts

shall be attached to the expense claim form.

Meals

Meals will be reimbursed at a per diem rate of $60.00 (including taxes and tips), provided

however, that the per diem rate may be adjusted as needed to account for participation at group

meals at conferences and other events. Original, itemized receipts (including taxes and

gratuities) shall be attached to the expense claim form.

Expense claims for the consumption of alcohol while on District business will not be reimbursed.

Other Business Related Expenses

Business related expense such as faxes, internet service, Federal Express charges and mail

service will be reimbursed.

Accommodations

While traveling on District business, Board Members are encouraged to stay at reasonably priced

hotels. In addition, when attending conferences such as IHI and Estes Park, Board Members are

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encouraged to stay at the same hotel as the conference location to allow for full participation.

Premium accommodations should be avoided unless no other suitable arrangements can be made

or if the conference/meeting being attended is held in such a setting; provided, however, that the

lodging costs shall not exceed the maximum group rate published by the conference or activity

sponsor. Hotel arrangements will be reimbursed only when staying overnight and the hotel is

outside of a 75 mile radius of the District unless otherwise approved by the Board President or

Chief Executive Officer.

Personal and Other Expenses

Items of a personal nature are not reimbursable, including but not limited to movies, premium

television services, dry cleaning, spa treatments, and fines or traffic violations. Any questions

regarding what constitutes either a personal item which is not reimbursable or an item which is

outside of the scope of this policy should be resolved prior to expenditure by seeking approval of

the Board President or Chief Executive Officer.

Claims for Travel Reimbursement

Expense report forms for reimbursable expenses should be submitted within 30 days after

completion of travel on appropriate forms with receipts documenting compliance with this

policy.

Report on Meetings Attended

Board Members will provide a brief report on any meeting attended at the expense of the District

at the next regular meeting of the Board.

Approved:

___________________________ ___________________________

Jeannie Yee William Nicholson, M.D.

President Secretary

Reference:

Cal Government Code Section 53232

Cal Government Code Section 53232.1

Cal Government Code Section 53232.2

Cal Government Code Section 53232.3

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