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Lakeland Library Cooperative Employee Handbook
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Business Travel Expenses
Lakeland will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. In general, costs for meals while on assignment within the local area will not be reimbursed, unless the meal is part of a business function.
All business travel outside of the Lakeland service area must be approved, in advance, by the Cooperative Director. Employees whose travel plans have been approved are responsible for making their own travel arrangements.
When such business travel has been approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Lakeland. Employees are expected to limit expenses to reasonable amounts. No reimbursement shall be made for alcoholic beverages.
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by Lakeland may not be used for personal use without prior approval.
Cash advances to cover reasonable anticipated expenses may be made to employees, after the business travel has been approved. Employees should submit a written request to their supervisor when travel advances are needed.
When business travel is completed, employees should submit completed travel expense reports within 60 days to the Administrative Services Manager. Reports should be accompanied by receipts for all individual expenses of 10 dollars or more.
Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including but not limited to falsifying expense reports to reflect costs not incurred by the employee, are grounds for disciplinary action, up to and including termination of employment.
Employees who are required to use their personal vehicle on Cooperative business will be compensated for mileage at the current rate authorized by the Internal Revenue Service.
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