Reimbursable Expenses for Vendors, Contractors and Consultants

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Purpose:

This is the policy for vendors, contractors, consultants and other third parties (together, “Contractors”) whose contract(s) with Main Line Health, Inc. or one of its subsidiaries or affiliates hospitals (the “System”) permits reimbursement for expenses incurred in connection with services being performed.

Policy:

The applicable contracting entity within the System reimburses its Contractors for certain out-of-pocket costs to the extent that such expenses are contemplated to be reimbursed under the applicable contract, are essential for the performance of the services thereunder, are reasonable in amount, and are properly invoiced. In the case of travel, Contractors must account for the time, place and amount of their expense using invoices acceptable to the System. No travel expenses shall be reimbursed for travel from a Contractor’s site or its employee’s or consultant’s home or office which is located within a 50 miles radius of the applicable contracting MLH entity.

The System will not reimburse the travel expenses for spouses/dependents of any Contractor. Contractors must submit a summary form of all allowable expenses along with itemized original receipts, agenda, and all other pertinent documentation within thirty (30) days following completion of the trip.
Reimbursements for expenses properly incurred and documented in accordance with this policy will be made no less than 45 days after receipt of such documentation and generally when fees or other compensation under the applicable contract are submitted. MLH and its contracting entities shall have no obligation to reimburse Contractors for any expenses which are not submitted to the applicable MLH contracting entity within 60 days after such expense has been incurred.

Procedure:

I. Reimbursable Travel Expenses

A. Reimbursable expenses include:

  1. Lodging — Economical accommodations must be utilized. Reimbursement for lodging will not exceed the normal rate for single occupancy. Room service, mini-fridge, phone calls, entertainment and the like will not be reimbursed. Corporate rates and other discounts must be utilized whenever possible.
  2. Meals - Meals will be reimbursed on the basis of actual and reasonable costs which must be itemized and accompanied by original receipts up to a maximum per day of one hundred and twenty U.S. dollars ($120.00) inclusive of all tips. Tips in excess of 20% shall not be reimbursed. Costs of alcoholic beverages will not be reimbursed. All invoices must show:
    • Business Purpose
    • Attendees
    • Amount
    • Location
    • Date of expenditure
    • Itemized list of specific expenditures (including an itemization of all food and beverages ordered in the case of meals).
  3. Air Transportation / Airport Parking — Coach Accommodations must be used; No MLH contracting entity will reimburse for first class tickets. Business class tickets may only be reimbursed for west-coast or international travel. Per flight baggage fees are reimbursable for one (1) fifty (50) pound bag per flight. Airport parking fees are limited to $50 per day. Travelers should take advantage of advance purchase rates and/or airline discounts whenever possible.
  4. Railway/Train — Rail-Standard Metroliner (including Acela) is allowable (excluding First Class).
  5. Auto Rental and Rideshare — Rental of an automobile is permitted when other transportation is not available or when its use results in cost savings over other modes of ground transportation. Uber / Lyft or any other car service is allowable only using the standard and most economical option. Rental vehicle size should be limited to economy or mid-size. Larger vehicles that may be required for larger groups that are traveling require pre-approval by the corresponding department’s manager. However, where air travel is more appropriate, the amount reimbursed for auto rental/rideshare shall not exceed the costs to the coach airfare and ground transportation costs to the destination had air travel been used. The Contractor must attach to its invoice evidence that the reimbursement requested is the lower of driving versus coach airfare.
  6. Private Automobile — Use of a traveler's automobile will be reimbursed at the current IRS mileage rate. This rate covers all automobile expenses, including gasoline and oil. Reimbursement for two or more persons traveling in the same automobile shall be limited to the mileage reimbursement paid to the driver. Parking and tolls will be reimbursed although receipts are required if the amount is in excess of $5. There will be no reimbursement for violations such as parking tickets, fines for moving violations or vehicle towing charges. Travelers who choose to use their own automobiles will be reimbursed for the actual miles driven. However, where air travel is more appropriate, the amount reimbursed for driving shall not exceed the costs to the coach airfare and ground transportation costs to the destination had air travel been used. The Contractor must attach to its invoice evidence that the reimbursement requested is the lower of driving versus coach airfare.

II. Non-reimbursable Travel Expenses

A. Non-reimbursable expenses include, but are not limited to:

  1. Any first or business class airfare, rail fees or limousine services (business class airfare only reimbursable for west-coast or international travel)
  2. Fees for failure to cancel transportation or hotel reservations
  3. Additional life and/or travel insurance
  4. Fines (parking, traffic violations)
  5. Lost or stolen property or tickets
  6. Overweight luggage
  7. Spouse/Partner travel expenses
  8. Maintenance/repair of personal automobile
  9. Alcoholic beverages
  10. Movie or video rentals
  11. Hotel fitness/spa fees
  12. Personal or room telephone charges cell phone expense
  13. Personal items such as toiletries
  14. Car washes

III. Receipts for Travel Expenses

A. Claims for reimbursement of the expenditures listed below must be documented by the original receipted bill or vendor-certified copy of the receipted bill if the expenditure is greater than $25.

  1. Accommodations for lodging (i.e. itemized hotel statement).
  2. Original detailed receipts and the credit card charge form are required for all meals. There is a maximum established allowance of $120 US dollars per day (including tip). A credit card monthly statement is an acceptable form of payment if the itemized meal documentation is provided.
  3. Transportation by airline, metroliner coach service rental automobile, or taxi/shuttle: acceptable itemized documentation including email confirmations, plane/train ticket stubs, and car rental agreements are to include cost and proof of payment.
  4. Parking
  5. Tolls totaling in excess of $5 on a per day basis
  6. Tips totaling in excess of $5 on a per day basis

V. Miscellaneous

For design and engineering firms, the cost of CAD time and use shall not be reimbursed as expenditure.