Travel

Travel 

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 Operations Director, in direct consultation with the Executive Director, to oversee the application of procedures for travel.  It is the responsibility of the Accounts Payable Clerk, in direct consultation with the Executive Director to oversee travel reimbursement. 

PROCEDURES 

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 and driver’s license 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. 

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. 

Employees 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. 

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 accidents 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 transporting clients shall be equipment with a kit containing 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. 

MOPS only transports children who are at least five years of age and able to safely ride with a booster seat, and who are clients of the agency.  MOPS will utilize backless booster seats such that the child’s head and neck must have support from the vehicle’s seat back.  Backless booster seats shall be placed in the back seat of the vehicle, utilizing the shoulder belt and lap belt. The shoulder belt should cross the chest, not the neck. The lap belt should rest on the hip or pelvis, and never on the stomach. Children should always be secured with a seatbelt while in the vehicle.  Ohio law requires that children ride in a booster seat until they are at least 4’9” tall or 8 years old, and the seat belt lays naturally across the chest and hip.  Children will ride in the back seat until they are at least 13 years of age. All vehicle passengers will be properly secured with a seatbelt while in the vehicle. 

 

Driving Records 

Employees driving records will be reviewed annually using the court websites for the county the employee resides in whenever possible.  An employee who is involved in a traffic violation other than a minor misdemeanor 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. 

Reimbursement 

An employee may be reimbursed (if approved by the Executive Director or supervisor) for work related travel at the rate assigned by the Executive Director for that period.  This includes travel for things such as going to a meeting, working at one of the other sites, or attending an agency sponsored training.

a. Allowable Mileage 

If you drive from your home to a temporary work site, you may claim actual miles traveled.  If you stop at the primary work site prior to going to a temporary 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.  See image below for further clarification according to the IRS website. 

  1. Temporary Assignments

Employees assigned to work at an alternate work site on a temporary basis (ie. filling in for another staff for a few days) may claim reimbursement for their travel as noted in the picture below. 

  1. 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. 

  1. Rental Cars

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

  1. 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. 

  1. 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. 

Advances 

Cash advances are not given for transportation or meal expenses. 

Claiming Reimbursement 

Local travel expenses are reimbursed on a mileage 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 mileage log must be signed by the employee and his/her immediate supervisor. 

Current Rev. 9/19/18 Previous Rev.4/3/2014