Policy:

1.         It is the policy of Mid-Ohio Psychological Services to ensure the safe delivery of services and to be fiscally responsible while meeting clients needs.  These policies extend to issues of employee travel and transportation of clients.

2.         It is the responsibility of the Accounts Payable/Payroll Manager, in direct consultation with the Executive Director, to oversee the application of procedures for travel and travel reimbursement.

 

PROCEDURE

I.  Insurance Coverage

MOPS has a responsibility to require the employees to conform to public policy regarding financial responsibility of operating a private automobile.  The minimum prescribed liability insurance coverage is (1) $15,000 for personal injury to, or death of, one person; (2) $30,000 per injury to, or death of two or more persons in one accident, and (3) $5,000 for property damage.

Proof of valid and appropriate insurance must be made before an employee will be reimbursed for mileage.

Reimbursement for repairs may be authorized up to $500 to cover the insurance deductible when an employee's privately-owned automobile is damaged by a client while being used to conduct official MOPS business.  Expenses recovered from insurance coverage are not reimbursable by MOPS.  Receipts are required.

II.  Automobile Operators Responsibility

The traveler is expected to comply with all local rules and regulations regarding the use of a vehicle.  Any violation of the law is the sole responsibility of the vehicle operator.

The vehicle used for transporting clients must be kept in sound and safe mechanical operation.  It is the operator's responsibility to ensure the safety and operability of the vehicle prior to using the vehicle. 

            Employees will attempt maintain personal vehicles that are accessible to the clients they are transporting. 

            Employees will be aware of the safety features that are a part of their personal vehicle, such as air bags and anti-lock brakes.

            Employee’s must be appropriately licensed and must provide proof of a valid license at each renewal period.  In the event that an employee’s license is suspended or revoked, the employee must notify the Executive Director immediately.

III.  Emergencies

            In the event of an emergency such as an automobile accident, the employee should remain at the site of the accident until law enforcement arrive.  While contacting law enforcement the employee should ask for medical attention for themselves, passengers, or others involved in the accident when needed.  At the earliest opportunity, the employee should notify the agency of the accident’s occurrence and the likely outcome of the situation, ie the need to cancel client appointments for the day etc and complete the proper incident documentation.

            All vehicles shall be equipment with a kit containing a fire extinguisher, a first aid kit, and road side hazard equipment.  All of this equipment should be accessed and used as needed in the event of an accident or vehicular breakdown.

IV. Driving Records

            Employees driving records will be reviewed annually using the court websites for Fairfield County and the county the employee resides in whenever possible.  An employee who is involved in a traffic violation greater than a speeding ticket should notify the Executive Director immediately, even if the event occurs on personal time.  An employee accumulating six points on their driver’s license should notify the agency immediately, employees who accumulate eight points shall not be allowed to transport clients until the points assessed on the license are reduced.

V. Reimbursement

The current mileage reimbursement will be consistent with the IRS mileage rate for a privately-owned vehicle for the period in which the travel occurs. 

Allowable Mileage

If the traveler drives directly to/from the temporary work site with no stop at the primary work site, actual miles may be claimed.  If he/she stops at the primary work site, the normal commute mileage must be deducted for either direction the stop was made.  Example: A traveler leaves his/her residence in New Lexington for a one-day meeting in Columbus and drives directly to the meeting but on the return stops at the MOPS office in Lancaster.  This traveler may claim the mileage from the residence to Columbus, and from Columbus to Lancaster, but not from Lancaster to New Lexington.

Temporary Assignments

Employees assigned to work at an alternate work site on a temporary basis may claim reimbursement for their commute mileage in excess of the normal commute mileage between the residence and the primary work site.

Parking and Other Expenses

Reasonable charges for necessary parking, as well as for ferries, bridges, tunnels, or toll roads, while on official business are allowed.  Receipts are required for reimbursement.

Rental Cars

Rental cars may only be used with prior authorization of the Executive Director.

Meals

There is no reimbursement for meal costs for trips 12 hours or less, except that reimbursement may be made for actual cost of meals that are part of official published program of meetings, regardless of the time of travel.

Conference and Meeting Registration Fees

Actual costs of registration fees for meetings and conferences are reimbursed with  prior approval from the Executive Director.  Receipts and other appropriate documentation such as agenda or program are required.

VI.  Advances

Cash advances are not given for transportation or meal expenses.

VII.  Claiming Reimbursement

Local travel expenses are reimbursed on a service activity log with proper documentation and receipts.

Documentation Required

The following documentation must be submitted with the expenses:

1.                  Parking receipts.

2.                  Receipts for registration fees for meetings or conferences.

3.                  Copy of the agenda or program, if these are included.

4.                  Times of departure and return if meal is being claimed.

Signatures

The service activity log must be signed by the employee and his/her immediate supervisor.

 02/2007