Employee Reimbursements Policy

Policy #: 
FIN 404.001
Executive Owner: 
Senior Vice President Chief Financial Officer

AdventHealth University will reimburse employees for travel related expenses incurred while on approved AdventHealth University business, as well as miscellaneous business expenses and reimbursements. Petty cash, educational and medical allowances are excluded from scope.


This policy describes the reimbursement of employee expenses through the expense report process and outlines general controls and instructions for employee related reimbursements.


The employee reimbursement policy requires employees to submit an expense according to the following procedures:

A. Expense Report Submission

  1. Receipts are to be submitted for reimbursement. Receipts are to be from the organization rendering the service.
  2. Expense reports are to be submitted on the approved expense report form. The report is to be completed and signed by the person submitting the report. Expenses are to be submitted for reimbursement within thirty (30) days of paying or incurring the expense. If older than 30 days, CFO approval is required.
  3. The expense report should be approved by the employee’s supervisor prior to the reimbursement being paid to the employee.
  4. Credit for unused airline tickets is to be reported if the expense for the ticket was reimbursed. Credit for unused airline tickets must be used only for business purposes and must be utilized within the allowed time period before expiration.
  5. Expenses submitted for reimbursement for travel are to conform to AdventHealth University’s approved amounts for mileage and per diem meal and incidental allowances. AdventHealth University’s approved amounts for mileage and per diem meal and incidental allowances do not exceed those approved at corporate level. Corporate amounts are approved by AdventHealth Chief Executive Officer (CEO) and communicated by AdventHealth Human Resources department and will not be more than the mileage or per diem rates as periodically published by the Internal Revenue Service.
  6. Each employee should pay for his own travel expenses and be reimbursed through his own expense report.

B. Expense Report Approval

  1. All employee expense reports are to be approved by the person to whom the employee reports.
  2. Expense reports must be signed by the CFO or CFO designee.
  3. Employees are to receive reimbursement for expenses from only one organization and the reimbursable expenses should be submitted to the principal employer.
  4. Expenses that belong to a separate organization from the employee's principal employer are to be billed to the second organization by the employer.


CommitteeDate VotedMinutes Code
President's CouncilMonday, February 7, 202222:17
Approved by: 
Edwin Hernandez
Approval Date: 
Monday, January 14, 2019
Effective Date: 
Friday, December 12, 2014
Review Date: 
Tuesday, December 1, 2015
Monday, January 14, 2019
Friday, January 14, 2022