Travel and Business-Related Expenses - Professional Dues, Certifications, Publications Policy

Policy #: 
FIN 404.006
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 related to professional dues, certifications and publications.


This policy defines the processes for submission for reimbursement of professional dues, memberships and publications that are connected with the jobs they perform when it is considered necessary and/or supportive of the employees’ ability to perform his or her job.


AdventHealth University employees may submit for reimbursement the costs of professional dues, memberships, and publications that are connected with the jobs they perform. In order to meet the criteria for reimbursement, the expense incurred must be considered necessary and/or supportive of the employee’s ability to perform his or her job.


  1. Employees must seek approval from their Director to confirm the expense will be reimbursed prior to incurring the expense.
  2. Expenses that qualify for reimbursement may include costs such as the following:
    • Fees paid to gain or retain certain licenses, professional certifications, or accreditations (i.e. CPA certification, medical license fees)
    • Dues and/or fees paid to retain membership in professional organizations and trade associations (i.e. American Hospital Association, Healthcare Financial Management, NACUBO)
    • The costs of attending professional meetings or training sessions (i.e. conferences, membership meetings); and Publications related to the technical or professional area in which the employee is engaged
  3. Any voluntary contributions to “welfare” funds or political action funds (PAC’s) in connection with membership in a trade association or professional association are not eligible for reimbursement


The following elements are examples that must be submitted with the Expense Reporting Form in order to substantiate the business nature of the expenses incurred:

  1. Expenses should be submitted for an annual amount, unless the particular organization does not allow for single year renewals
  2. Seminar registration and documentation of purchase, including employee name, amount etc.
  3. Membership renewal notification and purchase documentation showing name, amount etc.
  4. Literature subscription form/invoice and purchase documentation showing name, amount etc.

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: 
Monday, January 14, 2019
Friday, January 14, 2022