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” (see Finance Director) 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.
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.
- 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.
