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Pharmacy Staff Professional Meeting and Travel Policy (1.17)

Pharmacy Staff Professional Meeting and Travel Policy (1.17) - Policies, Administrative, UWHC, Department Specific, Pharmacy, Administration

1.17

POLICY & PROCEDURE





Effective Date:
July 1, 2009


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.17

Original
Revision 6/16

Page 1
of 4

Title: Travel and Professional Meeting
Request Procedure


I. PURPOSE:
A. To establish criteria for approving employee travel and meeting requests; to
encourage attendance at external continuing education (CE) programs and
professional meetings based on department needs and individual interest
B. To outline travel record keeping requirements for budgetary purposes

II. POLICY:
A. Departmental funding for travel and meetings will be approved by the
manager who oversees the travel budget and input from the employee's
supervisor if necessary (with input from the scheduling coordinator, if
applicable) based upon established criteria and timely completion of the
required documentation.
B. Scheduling needs, whether other staff members are attending, professional
engagement and budgeted travel funds available are considered when
determining approval for attendance at a meeting or program.
C. The Pharmacy Department Professional Meeting & Travel Request Form
(1.17a) must be filled out and approved by the manager who oversees the
travel budget prior to the employee receiving meeting day(s) on the schedule.

III. FORMS:
A. Pharmacy Department Professional Meeting & Travel Request Form (1.17a)

IV. DEFINITIONS

V. PROCEDURE
A. Criteria for Travel or Meeting Attendance
1. Acceptance of a paper and/or participation in the program as a
presenter, officer, or committee member of the organization.
2. Relevance of the meeting/program to an employee's area of
practice.
3. Employee's job performance and attendance at departmental
meetings.
4. Benefit to the individual and department by attendance at the
program.
5. Ability to meet staffing needs with respect to the number of
pharmacists per work unit who request attendance and/or time off.
6. Number of meetings previously attended by the requester.

POLICY & PROCEDURE





Effective Date:
July 1, 2009


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.17

Original
Revision 6/16

Page 1
of 4

Title: Travel and Professional Meeting
Request Procedure


7. Employee's willingness to use own funds for travel or meeting
expenses.
8. Employee job title
B. Funding
1. Funding will be based on travel funds budgeted and/or available at
the time of request and the discretion of the director of pharmacy,
the manager who oversees the travel budget and the employee's
supervisor if necessary.
a. Expenses eligible for funding include: meeting registration
fees, meeting days and travel related expenses such as
transportation and lodging.
b. Funding for meeting registration is paid at the sponsoring
organization member rate; nonmembers must supplement
the difference in cost.
c. Pharmacists must be a Practice Advancement and
Recognition Program level two or above to receive travel
funding. Pharmacists within one year of their hire date and
residents are excluded from this criterion and are eligible to
receive funding.
d. If the early registration deadline is missed due to lack of
planning, the requestor must supplement the difference in
cost. Registration will not be processed until payment is
received.
e. Out-of-state hotel expenses reimbursement amount will be
determined by the manager who oversees the travel budget
i. Employees attending meetings at the request of the
department (including recruiting, UW Health or
departmental representation, new information or
technology needed, etc.).
ii. Employees presenting platform information at a
professional organization meeting. Note: Posters are
not included in this criterion.
iii. Employees serving as an officer/committee member
at a professional organization meeting.
2. Meals and local transportation generally are not funded.
3. Hospital Administrative Policy & Procedure #1.14 may be
referenced for organizational limits; however, the Pharmacy

POLICY & PROCEDURE





Effective Date:
July 1, 2009


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.17

Original
Revision 6/16

Page 1
of 4

Title: Travel and Professional Meeting
Request Procedure


Department does not necessarily fund travel at this level (allowing
more employees to take advantage of the travel benefit).
C. Request Form
1. A “Travel or Meeting Request form” is located on Workspaces.
All requests must be submitted on this form. Requests submitted
on non-approved forms will be denied.
2. In conjunction with the annual pharmacy budget process and as
early as possible prior to the meeting date, the employee completes
the “Travel or Meeting Request form” and submits it to the
manager of the travel budget.
3. The manager of the travel budget will review the request to
determine if travel funds will be budgeted.
a. If so, amounts budgeted will be recorded, and the form will
be signed and returned to the employee.
b. If not, the manager of the travel budget will consult with
the Director of Pharmacy to determine whether alternative
funds should be used to permit the employee to attend.
4. After completing the “Travel or Meeting Request form” and
attaching a copy of the meeting brochure and complete registration
form the employee will submit the form to manager of the travel
budget for approval.
5. When required, the scheduling coordinator/manager will determine
whether staffing levels are adequate to permit the employee to
attend and the employee’s manager will be consulted to verify
department need and employee’s job performance
6. The manager of the travel budget will review the information
above and do a final assessment of whether support is available
and justified.
a. If travel is approved, the form is forwarded to the pharmacy
office for coordination of travel.
i. Office personnel will place a copy of the form in the
employee's mailbox.
ii. Registration fees are paid and arrangements for
travel by plane are made by pharmacy office staff.
All air travel (paid by the department) must be
booked using the hospital's travel agency.
iii. Travelers are responsible for making their own
lodging arrangements.

POLICY & PROCEDURE





Effective Date:
July 1, 2009


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.17

Original
Revision 6/16

Page 1
of 4

Title: Travel and Professional Meeting
Request Procedure


b. If travel is not approved, the manager of the travel budget
will follow up with the employee and the employee's
manager to discuss the reasons for denial of the request.
7. The pharmacy office staff will enter the final travel dollar amounts
in the travel budget spreadsheet located on the pharmacy shared
drive.
8. Program attendees must share information obtained and knowledge
gained at meetings/programs with other staff members by:
a. providing an departmental inservice
b. presenting the information at a department staff meeting
c. developing a meeting summary for distribution
d. sharing information in the department newsletter or via e-
mail
e. presenting the information at a team meeting

VI. REFERENCES AND RELATED POLICIES, PROCEDURES














Approved By: ____________________________
Director of Pharmacy Services

Date: ____________