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Expense Reimbursement

This article outlines HelloHero's policy on reimbursing employees for business expenses.

Updated over 10 months ago

Policy

HelloHero reimburses employees for certain expenses as outlined in this policy and as required by federal, state, or local law. These expenses are processed through our payroll department and are subject to approval by HR, Manager, Credentialing, or designee as assigned in this policy. For Full Policy please reference HR07 Expense Reimbursement Policy in your Employee Handbook.

Business Expense Reimbursement

  1. Employees will be reimbursed for reasonable approved expenses incurred in the course of business. These expenses must be approved by the employee's Supervisor and may include air travel, hotels, motels, meals, cab fare, rental vehicles, or the IRS-recommended mileage rate for personal vehicles.

    1. Employees are expected to exercise restraint and good judgment when incurring expenses. If they have any questions about whether an expense will be reimbursed, they should contact their supervisor in advance.

    2. Employee / Contractor enters into the Business Expense Reimbursement Request form and includes the following:

      1. Mileage

        1. Addresses of start and end location or mileage and purpose

        2. If the mileage is related to providing services to a student, please include the HH platform event number

        3. Approved by HR who consults with Manager

      2. Business Expense Reimbursement (Misc < $1,000)

        1. Describe the expense and its purpose

        2. Approved by HR who consults with the CEO

      3. Business Expense Reimbursement (Misc > $1,000)

        1. Describe the expense and its purpose.

        2. Approved by HR who consults with CEO or COO

  2. Credentialing

  3. Credentialing for New Hires

    1. Incoming employees will be reimbursed for background checks or other steps required for employment if submitted to Jen Robbins, the Credentialing specialist, within 7 days of their Welcome email which outlines the required documents and background checks.

    2. Once the employee starts with HelloHero they will be able to enter their expenses with receipts into the Credentialing Expense Reimbursement Request Form

      1. Expenses must be submitted within 30 days of their start date.

2. Credentialing for Existing Professionals - Existing States beyond ‘hired in’ state

  1. Providers who are asked to complete licensure and/or credentialing in order to meet company or customer demand will be reimbursed for related expenses including filing fees, Department of Education certification fees, background checks, and transcript fees.

  2. Employee / Contractor enters into the Credentialing Expense Reimbursement Request Form and includes the following:

    1. Approved by Jen Robbins, Related Service Provider Coordinator for Student Services, or Stephanie Allen, Compliance and Community Services Payer Manager

    2. Name of State excluding Primary, Type of License required

3. Credentialing for Existing Professionals - New States or requirements

  1. Employee / Contractor enters into the Credentialing Expense Reimbursement Request Form and includes the following:

    1. Approved by Taren Credentialing Specialist

    2. Name of State, Type of License required

Continuing Education

CE is the platform to ensure proper licensure and certification. To achieve these objectives while adhering to Internal Revenue Service requirements, HelloHero will facilitate CE expense reimbursement as outlined below.

  1. Eligibility

    1. Continuing Education (CE) reimbursement is provided to full-time W-2 practitioners to encourage providers to maintain high professional standards and to have access to evidence-based treatment and research.

    2. Employees must be eligible at the time of the education completion to be eligible for reimbursement.

  2. Amount of Reimbursement

    1. 0-6 months - $0

    2. 6-12 months = up to $250

    3. 12 months + = up to $500 per anniversary year

    4. Balances will not be carried forward into the following year.

  3. Types of Reimbursable Activity

    1. CE reimbursement is only provided for Courses designed on Evidence-based practices.

    2. Approved courses must be accredited by the provider’s accreditation entity recognized by the entity requiring CE of the provider.

    3. Course registration costs are reimbursed net of any discounts received. Courses will not be reimbursed if canceled for any reason. Expenses not reimbursable as CE per IRS requirements include:

      1. Donations

      2. Political Action Committee contributions

      3. Cancellation fees of any nature

      4. Courses which do not award CE credit

      5. Certification and recertification review courses without CE certification

    4. All CE reimbursement requires initial approval by the appropriate clinical manager prior to attending the course. The employee should get this pre-approval in writing including:

      1. Course name

      2. Course dates

      3. Licensing Organization’s approval for the course:

      4. Evidence supporting course

      5. Statement on how the course will benefit your services at HelloHero

  1. Employee / Contractor enters into the Continuing Continuing Education Reimbursement Form and includes the following:

    1. Proof of CE completion is required for the reimbursement to be processed.

    2. CE courses should result in the provider developing recorded training or other training material for other members of the company to use.

    3. All qualified expenses must be paid by the provider and submitted for reimbursement. Payments will not be made directly to a third party. Course name, Course dates, Licensing Organization, Evidence of completion

    4. Approved by Manager

Physical Fitness

  1. A healthy physical body contributes to a healthy mind. We encourage our employees to engage in regular physical activity that suits their lifestyle and interests. Full-time employees who have completed at least 6 months of full-time service are eligible for gym reimbursement of $125 every 6 months when the form is submitted within 30 days of the last day of the 6 month period being requested. Receipts must be provided. Activities that are eligible for reimbursement include gym memberships, fitness programs, yoga studios, dojos, and monthly subscriptions to other programs geared toward physical well-being.

  2. Employee / Contractor enters into the Physical Fitness Reimbursement Form including an upload of the receipt.

    1. Approved by HR

    2. Sent to Payroll for processing

Definitions

Start Date - The first day of employment is defined as the first day that the employee performs any work for the sole benefit of the company.

Exceptions

Resources

  1. Business Expense Reimbursement Request

  2. Physical Fitness Reimbursement Request

  3. Employee Credentialing Reimbursement Request

  4. Continuing Education Reimbursement Form

  5. HR02 Bring Your Own Device Policy

Revision History

Revised on: 11/13/23

Revised by: April Squillante

Revision summary: Change from Rippling process to Google Forms

  • Policy created 01JAN2023

Created By: April Squillante

Responsible Office

Department: Human Resources

E-Mail: [email protected]

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