Travel and Business-Related Expenses Reimbursements Policy

Policy #: 
FIN 404.002
Executive Owner: 
Senior Vice President Chief Financial Officer

This policy applies to all AdventHealth University employees who incur business related expenses on behalf of AdventHealth University.


The purpose of this policy is to define appropriate travel and other business-related expenses that AdventHealth University employees may incur on behalf of AdventHealth University, and to describe the system for reporting and reimbursement of such business expenses by AdventHealth University.


AdventHealth University recognizes that AdventHealth University Personnel may be required to travel or incur other expenses in order to conduct company business and further the mission of AdventHealth University. It is the policy of AdventHealth University to reimburse reasonable and necessary business-related expenses actually incurred by AdventHealth University Personnel. AdventHealth University Personnel are expected to exercise discretion and good business judgment and be cost conscious when incurring business expenses on behalf of AdventHealth University. Business-related expenses will be reimbursed to AdventHealth University Personnel through a uniform and consistent expense reporting procedure, supported by all required and complete documentation.

The general types of business-related expenses that may be incurred by AdventHealth University Personnel that potentially qualify as eligible for reimbursement include the following general categories:

  • Travel expenses .
  • Transportation costs.
  • Business meals and entertainment.
  • Gifts of cash/cash equivalents or other items of tangible personal property purchased by an AdventHealth University employee for distribution. to other AdventHealth University Personnel. 
  • Professional dues and fees, including dues to industry associations and fees paid to retain business-related certificates and professional memberships.

EXPENSE REPORTING PLAN - SUBMISSION - AdventHealth University will maintain an “accountable plan” as described in Treasury Regulations under Internal Revenue Code §62 for the provision of reimbursements of business expenses to its Personnel. An expense reporting plan requires that accountable expenses be submitted for reimbursement have a business connection, that expenses be adequately accounted for within a reasonable period of time, and that any excess reimbursements be returned to AdventHealth University within a reasonable time. All reimbursements of business-related expenses to  AdventHealth University Personnel shall be processed through the expense reporting system. In general, reimbursements of documented business expenses paid to an employee will not be included in the employee’s taxable wages or reported in Box 1 of the employee’s Form W-2.

  • AdventHealth University Personnel shall use the approved AdventHealth University expense reporting form to submit business-related expenditures for reimbursement. This form can be found on the read online drive – forms – financial forms – expense report
  • Business-related expenses shall be submitted for reimbursement within 30 days of paying or incurring the expense. At least a monthly submission of an expense report is encouraged. If older than 30 days, CFO approval is required.
  • Business expenses shall be separately identified, explained and supported by original receipts. Original receipts may be submitted on paper or by facsimile or scan. Further information regarding the specific documentation required to support various types of business expenditures can be found in the relevant policy on that topic.
  • Expense reports must contain the original/electronic signature of the individual submitting the expense report and the original/electronic signature of the supervisor(s) who approves the expense report.
  • Every AdventHealth University employee should pay for his or her own business-related expenses and be reimbursed through his or her own expense report. If there is an occasion when it is necessary for an employee to pay the business expenses for another employee, the expenses for the other employee should be submitted on a separate expense report.  An explanation with respect to the reason for the expenditure should accompany the request for reimbursement.
  • Expense reports must be submitted to the AdventHealth University’s financial services department in order to be reimbursed.

SOP stands for Standard Operating Procedure.


CommitteeDate VotedMinutes Code
President's CouncilMonday, February 21, 202222:25
Approved by: 
Edwin Hernandez
Approval Date: 
Tuesday, January 22, 2019
Effective Date: 
Wednesday, July 1, 2015
Review Date: 
Tuesday, December 1, 2015
Monday, January 14, 2019
Tuesday, January 25, 2022