ASPE Policies
March 25, 2008
SYMPOSIUM – CONVENTION – BUSINESS MEETINGS
REIMBURSEMENT POLICY
The following serves as travel reimbursement guidelines for the St. Louis Chapter
of ASPE. They are approved by the Board and subject to future modification on
an “as needed” basis through a proper motion and unanimous vote by
the Board. These guidelines are based on the Chapter having sufficient funds
available, and require a mandatory review if the bank balance is below $10,000.00
thirty (30) days prior to any of the scheduled events early registration dates.
At that time if it is determined the stated travel reimbursement amounts are
excessive in relation to funds available, the board will determine any partial/full
reimbursements on a case by case basis.
SYMPOSIUMS – It is highly encouraged by ASPE National that the Chapter President and V.P. Technical attend this event. Our policy is to reimburse these individuals for certain cost associated with attending the Symposium as scheduled below. In the event the President or V.P. Tech cannot attend, other Officers & Directors will be offered “first right of refusal” to attend based on the pecking order of President-VP Tech-VP Legislative-VP Membership-Treasurer-Admin Secretary-Corresponding Secretary. A total of two (2) reimbursable attendees will be policy.
Registration Fee:
100% reimbursed, based on early registration rate.
Transportation:
To be the responsibility of the attendee.
Lodging Cost:
The daily amount allowed for lodging will be the actual billed amount up to
a maximum of $150.00 per night.
It does not include lodging for additional nights notdirectly associated with
the event, incidentals charged to
room, or lodging at other locations than a hotel/motel (i.e. relatives house,
etc.).
Meals: To be
the responsibility of the attendee. (Continental breakfast & lunches are
included w/registration fee)
Tips: To be
the responsibility of the attendee.
Other: Any and all cost not specifically stated above as reimbursable will be the responsibility of the attendee.
CONVENTIONS – ASPE National Bylaws dictate who and how many delegates
are eligible to attend, based on total membership at the time of convention,
to represent and vote on behalf of each local Chapter. Historically our representative
delegates have included the chapter President, V.P. Technical, V.P. Legislative
and/or other eligible members in good standing. Our policy is to reimburse these
individuals for certain cost associated with attending the Convention as scheduled
below. Note that ASPE National has historically contributed a rebate towards
the delegate’s airfare.
Registration Fees:
100% reimbursed, based on early registration rate.
Transportation:
Airfare will be reimbursed based on the rebate offered by ASPE National, which
is based on the average
roundtrip price for a common carrier from the chaptercity to the convention
city. Taxi, bus, subway, or car rental are the responsibility of the attendee.
An individual’s car used for travel to the event will be reimbursed per
the current IRS allowed standard
mileage rate at the time of travel.
Lodging Cost:
The daily amount allowed for lodging will be the actual billed amount up to
a maximum of $150.00 per night.
It does not include lodging for additional nights notdirectly associated with
the event, incidentals charged to room, or lodging at other locations than a
hotel/motel (i.e. relatives house, etc.).
Meals: To be
the responsibility of the attendee. (Some meals are included by ASPE as part
of the registration fee)
Tips: To be
the responsibility of the attendee.
Other: Any and all cost not specifically stated above asreimbursable will be the responsibility of the attendee.
BUSINESS MEETINGS
– From time to time
certain meetings may be called by ASPE National or the Region 5 leadership requiring
travel by the Chapter President and/or other officers & directors. Our policy
is to reimburse these individuals for certain cost associated with attending
business meetings as scheduled below.
Transportation:
Airfare will be reimbursed to a maximum of $350 based on (1) roundtrip coach
ticket. Higher amounts
require board approval. Spouses not eligible. Taxi, bus,subway, or car rental
fees are the responsibility of the
attendee. An individual’s car used for out of town travel to a business
meeting will be reimbursed per the current IRS
allowed standard mileage rate at the time of travel.
Lodging Cost:
The daily amount allowed for lodging will be the actual billed amount up to
a maximum of $150.00 per night.
It does not include lodging for additional nights notdirectly associated with
the event, incidentals charged to room, or lodging at other locations than a
hotel/motel (i.e. relatives house, etc.).
Meals: Are
reimbursable based on a maximum daily Per Diem of $100. Receipts to be submitted.
Tips: Are the responsibility of the attendee, except meals.
Other: Any
and all cost not specifically stated above as
reimbursable will be the responsibility of the attendee.