CME Quick Reference Guide

Multicare Medical Associates CME Quick Reference Guide

Airfare

Reservations: All air travel will be in coach class. Reservations should be made, at a minimum, 14 days prior to travel to avoid unnecessary travel costs.

Class of Service: MultiCare will not pay for air travel upgrades. You may upgrade to a higher-class seat if you use personal frequent flyer awards, otherwise an upgrade will be at your own expense.

Cancellations and Unused Tickets: When a trip is canceled after the ticket has been issued, you should inquire about using the same ticket for future travel. You are responsible for canceling the ticket. Costs associated with personal decisions to cancel or reschedule flights will be reimbursed subject to Vice President or Medical Director approval; otherwise you are responsible for paying any change fees.

Lodging

Reservations: You will be reimbursed for actual and reasonable hotel room costs according to the following guidelines:

·  Original itemized hotel/motel receipts are required for lodging reimbursement.

·  Expenses older than 90 days will not be reimbursed.

Lodging Frequent Guest Programs: Many hotels have frequent guest programs that reward travelers with free accommodations in exchange for a given number of paid room nights at the hotel. Awards from such programs may be retained by providers for personal use. However, participation in these programs will not influence hotel selection that would result in incremental cost beyond a standard hotel rate.

Lodging Cancellation Procedures: You are responsible for canceling hotel rooms. You will be held responsible and will not be reimbursed for “no-show” charges unless there is specific authorization from his/her Vice President or director. Cancellation deadlines are based on the local time of the hotel/motel.

Non-Reimbursable Expenses: Common examples of non-reimbursable expenses include: baby-sitting, personal phone calls, movies, personal toiletries. This list is not all-inclusive, but rather some general examples. For additional examples, see Appendix B– Other Non-Reimbursable Expenses in the MHS Travel Policy.

Transportation

Ground Transportation To/From Transportation Terminals and Airport Parking: Employees traveling to the same location are expected to share ground transportation to and from the airport whenever possible. MultiCare will reimburse for transportation to/from the airport and airport parking. You may choose to take a shuttle, taxi, or use your personal car. You will be reimbursed for business usage of personal cars per the standard mileage rate guidelines based on the IRS allowable per mile. For information on current rate, check the Accounts Payable MHS Intranet website.

Transportation while Traveling: MultiCare will reimburse for taxis and hotel and shuttle services while traveling for CME business. A guideline for tipping taxi drivers is generally 10% of the total fare.

Rental Car Guidelines: Providers may rent a car as long as there are sufficient funds in their CME account to cover the expense. The cost for rental options, such as a cellular phone, will be considered personal and will not be reimbursed. The MultiCare employee who rents the car is the only authorized driver. Under no circumstances will anyone other than the MultiCare employee who rents the car drive the car. Spouses are not permitted to drive the car.

If you rent a car when traveling on MHS business, please print and bring a copy of the Liability Car Insurance Certificate with you as proof of insurance. This is downloadable from the MMA intranet. Upgrade costs or rental charges for time not considered for business purposes are your responsibility. Amount will be prorated based on event dates. You do not need to purchase supplemental car insurance because MultiCare’s umbrella insurance policy provides adequate coverage. If you do opt for the LDW coverage, it will be considered a personal expense and will not be reimbursed. You are also responsible for canceling rental car reservations and are expected to request and record the cancellation number in case of billing disputes.

Physician Meals paid for with CME allowance

Employed physicians may be reimbursed for actual meal expenses incurred at a Continuing Medical Education event, however you must provide “original/itemized” receipts. If you are unable to provide the receipts you will be offered the per diem rate that is based on the state/city of the event. No receipts are necessary in the this case. Expenses older than 90 days will not be reimbursed.

Spouse/Companion Travel

A spouse or other individual may accompany you on a business trip. MultiCare will not reimburse travel and business expenses incurred by a spouse or companion accompanying you on business.

Approval Process

You are required to provide the following on original receipts in order to be reimbursed for expenditures:

·  Hotel¾ original hotel bill plus charge/credit card receipt or other proof of payment if hotel bill does not indicate method of payment.

·  Car Rental¾ original rental car agreement plus charge/credit card receipt or other proof of payment

·  Original receipts for parking fee and tolls

·  Original receipts for other modes of transportation (i.e., taxi, airport shuttles).

·  Original receipts for other expenses (such as books, conference registrations…..)

·  You will not be reimbursed for any expense item for which a receipt has not been attached to the expense report.

·  Expenses over 90 days old will not be reimbursed.

Other Reimbursable Expenses

You will be reimbursed for the following miscellaneous travel expenses when proper and original receipts are submitted:

·  Air freight for business purposes

·  Business office expenses (fax, copy services, etc.)

·  Business phone calls

·  Books

·  Gasoline for rental car only

·  Ground transportation

·  Overnight delivery/postage

·  Palm Pilot/ PDA (Personal Digital Assistants) equipment for professional use only.

·  Parking (while traveling)

·  Seminar fees

·  Training classes

Non-Reimbursable Expenses

Common examples of non-reimbursable expenses include:

·  Airline club fees

·  Any repairs on your personal car even if these costs result from business travel

·  Any monthly fees associated with Palm Pilot/PDA (Personal Digital Assistant) equipment

·  Babysitting or day care charges

·  Corporate credit card delinquency fees/finance charges

·  Daily health club fee

·  Dry-cleaning

·  Excess baggage charges

·  Loss/theft of cash advance money or company-paid airline tickets

·  Loss/theft of personal funds or property

·  Lost baggage

·  Magazines, personal books, newspapers, while traveling

·  Movies

·  “No show” charges for hotel or car service, if the result of your conduct

·  Optional travel or baggage insurance

·  Parking or traffic tickets

·  Personal accident insurance

·  Personal phone calls

·  Personal telephone calls

·  Pet care

·  Premium program fees for credit cards

·  Spouse/companion travel

Disclaimer: The above was taken from the MHS travel policy. This CME Quick Reference Guide is not an all-inclusive list. At the discretion of MHS leadership, items submitted for reimbursement may be denied based on the intent of these guidelines and/or other extenuating circumstances.

Effective January 2008 - Page 4