A: Based on low usage at previous events, Sutter will not be providing shuttle buses for the Jan. 22 Management Team Kickoff Meeting. There is parking available onsite, but we encourage attendees to explore alternative transportation options, such as carpooling with colleagues, using public transit or opting for rideshare services. Amtrak services the San Jose McEnery Convention Center. Please exit at the San Jose Diridon Station. Please refer to the Amtrak website for train schedules.

A: In our Reimbursement of Business Expenses Policy it states: “In general, hotel/lodging is not provided for a same-day event”—an event that begins and ends on the same day. However, if you are traveling a long distance (at least 50 miles one way), including from out of state, and it is reasonable to need to travel the day before or after the event, please ask your manager about staying in San Jose on Jan. 21 or 22. With your manager’s approval, you can be reimbursed for overnight lodging, if you get approval before you incur the expense.

A: Yes, please visit this Sutter Business Travel page on the MySutter intranet. (You must be connected to the Sutter server to view this page.) Open either the Quick Reference Guide or the Business Travel Guide Slide Presentation and follow the steps listed to book travel for airfare, hotel and/or car rental. If you need help accessing the travel site or setting up your travel profile, please send an email to travel@sutterhealth.org for assistance. Pre-approval from your manager is required.

When booking through this site, your airfare is paid through Sutter’s corporate account, but hotel lodging or car rental will require you to put a personal credit card on file. For reimbursement for expenses paid out of pocket, please follow the Reimbursement of Business Expenses Policy, and submit an expense report in Workday.

A: Yes, if your manager approves you to take a flight or stay overnight in a hotel, Sutter would reimburse you for the cost of your ground transportation to and from the airport or hotel, according to our Reimbursement of Business Expenses Policy. You would need to submit an expense report that includes this out-of-pocket expense.

A: In most cases, no. Sutter will provide breakfast, lunch and snacks at the Management Team Kickoff Meeting. The exception is if you live far enough away that you must begin traveling the day before the event. In this case, Sutter will reimburse meals consistent with our Reimbursement of Business Expenses Policy: up to $15 for breakfast, $25 for lunch and $35 for dinner while traveling. Actual expense amounts for each meal must be reported in your expense reimbursement request. Pre-approval from your manager is required.