Expense Policy

Standard Operating Procedure

Purpose and Scope

The purpose of this Standard Operating Procedure (SOP) is to define the policy and process by which employed healthcare providers may seek reimbursement for specific professional licensure expenses. This policy applies to all newly hired or existing licensed healthcare providers employed by the Company who are eligible under the terms defined herein.

Policy

It is the policy of EPIC Health System to reimburse 100% of the cost for the following professional licensure expenses incurred by an employed provider, provided all prerequisites and procedures outlined in this policy are met:

• State Medical License (Initial or Renewal)
• Drug Enforcement Administration (DEA) Registration (Initial or Renewal)

Reimbursement for these expenses will be granted only under the following conditions:

• The provider has executed a valid employment agreement with the Company prior to incurring the eligible expense.
• The expense was incurred on or after the employment agreement effective date.
• The provider submits proper documentation as outlined in the Prerequisites and Procedure sections of this policy.

The Company will not reimburse any costs related to the above licensures that were paid prior to the execution date of the employment agreement. No exceptions shall be made. This policy ensures fairness, fiscal responsibility, and alignment with Company employment standards.

Prerequisites

To be eligible for reimbursement, the provider must:

• Have a fully executed employment agreement with the Company at the time the expense is incurred.
• Provide a copy of the newly issued license or DEA registration.
• Provide a receipt showing proof of payment that is date-stamped, confirming that the purchase occurred on or after the employment agreement’s effective date.
• Submit all required documentation to the Human Resources (hr@epicpc.com) and Credentialing Department (credentialing@epicpc.com) within 60 calendar days of incurring the expense.

Procedure

· Provider Reviews Policy:
The provider should review this policy to confirm eligibility and understand the requirements for reimbursement.

· Submit Documentation:
The provider must submit the following to the designated HR and Credentialing contact:

• A copy of the newly issued state license or DEA certificate.
• A date-stamped copy of the receipt showing payment details.

· Verification of Employment Agreement:
HR will verify the effective date of the provider’s employment agreement to ensure the expense occurred after employment commenced.

· Approval and Processing:
Once documentation is reviewed and verified:

• HR or Credentialing will forward the reimbursement request to Finance.
• Finance will process the reimbursement within the next regular payroll cycle or as otherwise established by the Company’s reimbursement procedures.

· Recordkeeping:
All documents related to the reimbursement will be maintained in the provider’s HR file for auditing and compliance purposes.