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Employee Incurred Expenses & Reimbursements
APUS will pay all actual and reasonable business-related expenses incurred by employees in the
performance of their job responsibilities. All such expenses incurred by an employee must be approved
by their manager before payment will be made.

Expense reports are to be submitted promptly and supported by evidence of proofs of purchase (e.g.,
receipts) on individual items costing more than $25.00 each. If expense reimbursements are submitted
more than 30 days past the date the expense was incurred, they may not be reimbursed. When
possible, invoices should be submitted to Accounts Payable for direct payment.

APUS may elect to pay an employee a per diem rate for meals and lodging if an employee is out of town
for work-related purposes rather than reimbursing actual costs.

A standard mileage rate has been computed for work-related travel between Virginia and West Virginia
locations of the American Public University System. APUS will not reimburse mileage beyond 123 miles
round-trip between the two offices.

Rental Car
Renting Vehicles in the USA
When renting vehicles for company business, do not purchase the Deductible Waiver Option offered by
the rental car companies. The Business Auto Insurance Policy maintained by APEI provides this coverage
subject to deductibles of $500 for Comprehensive and $500 for Collision. The rental car companies are
responsible for providing liability coverage. If an employee chooses to purchase any of the optional
personal injury coverage offered by the rental car companies, this will be at the sole discretion of the
employee and any associated cost will be the responsibility of the employee.

In the event of an accident while renting a vehicle, damages must be immediately reported to the
employees’ department head.

Renting Vehicles Internationally
When renting vehicles outside of the United States of America, employees must purchase both
liability and physical damage coverage offered by the rental car company. Each foreign country
has their own specific automobile insurance laws and APEI does not carry insurance that meets all of
these requirements.

Travel Reimbursement
APUS will provide reimbursement for all official travel associated with performance of official APUS
duties in accordance with the Corporate Travel Policy available here. However, only official travel in
excess of an employee’s regular daily commute will be considered a “reimbursable expense”. Travel
expenses between home and the office are not reimbursable. Additionally, any full or part-time
employees who telecommute, and who are not full-time remote employees, will not be reimbursed for
travel to and from their primary work location (Charles Town or Manassas) during in-office days. Full-
time remote employees whose primary responsibility is outreach will be reimbursed for mileage after 15
miles travel to/from home office, satellite offices, education centers, and/or approved military
related/outreach events.

Travel related expenses are to be detailed in writing on the appropriate form, detailing the event
attended and the purpose for the travel. Employees who use their personal vehicle for company
2019 Employee Handbook, Revised January 2019 54