Business Travel Expenses
MDCBDSN will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the Executive Director. All out-of-state travel must be approved in advance by MDCBDSN.
Employees whose travel plans have been approved are responsible for making their own travel arrangements.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by MDCBDSN at the current rates of reimbursement the State of South Carolina authorizes as determined by the Office of Comptroller General.
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Proper authorities must be notified immediately so that a determination can be made as to the cause of the accident. Adverse driver's insurance information, name and address, and also contact phone number should be acquired so that the Insurance Reserve Fund may contact them in regard to the accident. Vehicles owned, leased, or rented by MDCBDSN may not be used for personal use without prior approval.
With prior approval, employees on business travel may be accompanied by a family member or friend, when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such non-business travel are the responsibility of the employee.
When travel is completed, employees should submit completed travel expense reports within 45 days. Reports should be accompanied by receipts for all individual expenses.
Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.