5.6.6 Business Expense ReimbursementsEmployees will be paid for classes or workshops and
conferences that are required for their employment and that have been approved
in advance by the person in charge. They will be reimbursed for reasonable
business expenses, in accordance with their position and duties. Employees will
also be paid for personal or professional memberships or subscriptions required
by the employer. All other personal or professional fees are paid by the
employee. To receive reimbursement, employees must submit appropriate receipts
and documentation in compliance with Internal Revenue Service and archdiocesan requirements.184.108.40.206
Guidelines for Travel ExpensesStaff will be reimbursed for all reasonable travel
expenses in connection with authorized, legitimate archdiocesan business. Only
actual expenses will be reimbursed. Original receipts must be provided. Staff
should travel by the most economical means, obtaining the lowest reasonable
cost in selecting class of travel, lodging, car rental, etc.220.127.116.11
Air TravelThe traveler should make travel arrangements at the
earliest possible date to take advantage of available discount fares. The
traveler is responsible for complying with airlines’ regulations concerning
cancellations and should avoid the associated penalties whenever possible.18.104.22.168
Mileage ReimbursementStaff may be reimbursed for job-related use of their
personal vehicles at the current rate per mile as established by archdiocese. Mileage
from home to work and back is never reimbursable, even if the staff member
makes more than one trip in the same day. If a staff member is required to use
his or her car during the course of the workday, the staff member should be
reimbursed based on the mileage from the work location. Appropriate logs or
other documentation must be provided to receive reimbursement. Staff members
who use a personal automobile for business are required to have on file at
their work location the name of their insurance company, the policy number and
expiration date, as well as a copy of a current valid California driver
Rental Car or TaxisThe cost incurred for a rental car is reimbursable
only if the nature of the trip or location of the place of business warrants
it. The costs of taxis and other transportation to and from places of business,
hotels, and destination airports are reimbursable.22.214.171.124
LodgingHotel reservations should be made in advance so the
most economical rates can be obtained. All lodging expenses must be supported
by hotel receipts, regardless of the amount. Lodging will be reimbursed at the
single-occupancy rate. The cost of lodging does not include the cost of room
service, health clubs, in-room movies, in-room mini-bar services, etc. These
costs are not reimbursable.126.96.36.199
Meals and EntertainmentStaff will be reimbursed for the reasonable
out-of-pocket costs of meals consumed while on work-related travel and for
reasonable preapproved work-related entertainment on a per diem rate or actual
cost, whichever is less.188.8.131.52 Cell Phone and Communication Services ReimbursementEmployees who are required by their location to use a personal telephone or cell phone to conduct archdiocesan business are entitled to be reimbursed by the location for the cost of that business use. The person in charge should instruct employees to use the landline provided to them to conduct business and avoid using their personal communication devices because it is easier or more convenient. Locations may choose one of two methods of reimbursement:
Reimburse the employee at a "reasonable percentage" of the overall cost for the service if an employee cannot accurately determine the cost of actual employer-mandated use (as in the case of an unlimited calling or data plan for a cell phone). The percentage should be set and made known to employees before requiring them to use their personal devices and services for business purposes.
Provide devices and communication services to employees who are required to use electronic communications in the course of performing their job. This option is preferred, especially in situations where the Acceptable Use and Responsibility Policy for Electronic Communications (“Archdiocesan AUP”) requires communications to take place over archdiocesan-managed communications channels. Employer-provided devices also provide more control and reduce the risk of fraud. Use of Electronic Communication Devices Policy for Schools (sample) is available as a resource.
When a location provides devices and services, the following principles apply:
The primary purpose of a location-issued device is to support an employee in carrying out a job. Personal use of issued devices is allowed but is subject to the Archdiocesan AUP. Abuse of this benefit may result in a written warning, a termination of privilege, or other actions as deemed appropriate by the location.
Installation of software, apps, or other digital content for personal use is done at the employee's own risk, must comply with the Archdiocesan AUP, and will not be supported by technical staff. Only approved software and content will be supported.
The location reserves the right to remotely disable, reset, and delete all content on location-owned devices.
Employees do not have a reasonable expectation of privacy in their use of a location-owned device.
State law requires drivers to use hands-free equipment while talking on their cell phone. State law prohibits drivers from texting, emailing, or instant messaging while driving (defined as the engine of the car is turned on).
Upon separation, the employee is to return to the location, in working order, the device and all original accessories.