Company Guidelines for Vehicle Travel
Company vehicles are specifically provided and available to use in traveling to conferences, seminars or meetings (referred to as events) as well as run errands.
Please make arrangements through the Receptionist for the dates and times needed. A “sign out” sheet needs to be completed before the vehicles leave the premises.
The employee making the request will be informed as to which vehicle will be used and what the arrangements are for picking the vehicle up for the trip.
Employees are encouraged to car pool whenever possible when attending the same event.
If a company vehicle is not available, the company will make arrangements for a rental.
- An
occasional exception may take place where employees will use their own vehicles
for driving to events.
- Proof
of liability insurance coverage on the vehicle must be submitted to the Finance
Assistant for the Company’s Accounting Office.
- Approval by executive management must be obtained before the event. Arrangements made after the event, and requests for reimbursement may not be processed.
- “Mileage Log and Reimbursement Form” on page 2 needs to be completed with the appropriate information and supervisor’s approval required for reimbursement to be made.
- Running Errands in a personal vehicle is discouraged.
- Proof
of liability insurance coverage on the vehicle must be submitted to the Finance
Assistant for the Company’s Accounting Office.
- A
“Mileage Log and Reimbursement Form” for use of personal vehicle for business
travel to conferences, seminars or meetings must be completed.
- A “Mileage Log and Reimbursement Form” must be filled out and submitted before the last business day of a calendar month.
- Reimbursement
will be dependent on the reason the employee is using a personal vehicle.
- If the employee requested to use a personal
vehicle, reimbursement will be at the IRS listed rates less their depreciation
allowance; i.e. the IRS operating rate.
- Or the employee may be given a card to pay for gas as he/she travels.
- If WPG requested a personal vehicle be used, reimbursement will be made at IRS listed rates including the depreciation allowance.
- If the employee requested to use a personal
vehicle, reimbursement will be at the IRS listed rates less their depreciation
allowance; i.e. the IRS operating rate.
- The reimbursement will not be considered for any travel less than 10 miles one-way.
- All reimbursement Checks will be made no more than once per month; normally within the first two weeks of the month following travel.