090 REIMBURSEMENT OF EXPENSES
090-001 President
Purpose
The Board of Directors explicitly directs the Association to reimburse the President for all travel and accommodations expenses incurred while conducting Association business.
Items Authorized
When the President provides receipts, the Association reimburses him/her for:
1. Economy class airfare.
2. Actual accommodation expenses.
3. Expenses for food up to the amount specified by U.S. General Services Administration (GSA) guidelines.
4. Taxi fares to and from airports, airport parking, and miscellaneous expenses.
5. Actual and reasonable entertainment expenses incurred while conducting Association business.
090-002 Executive Director
Purpose
The Board of Directors explicitly directs the Association to reimburse the Executive Director for all travel and accommodations expenses incurred while conducting Association business.
Items Authorized
When receipts are provided, the Association reimburses the Executive Director for:
1. Economy class airfare.
2. Actual accommodation expenses.
3. Expenses for food up to the amount specified by U.S. General Services Administration (GSA) guidelines.
4. Taxi fares to and from airports, airport parking, and miscellaneous expenses.
5. Actual and reasonable entertainment expenses incurred while conducting Association business.
090-003 Executive Committee Meetings
Purpose
The Board of Directors explicitly directs the Association to reimburse the Executive Committee for all travel and accommodations expenses incurred while conducting Association business.
Items Authorized
When receipts are provided, the Association reimburses the Executive Committee members for:
1. Economy class airfare.
2. Actual accommodation expenses.
3. Expenses for food up to the amount specified by U.S. General Services Administration (GSA) guidelines.
4. Taxi fares to and from airports, airport parking, and miscellaneous expenses.
090-004 Editors
Travel Purpose
The Board of Directors explicitly directs the Association to reimburse the Journal Editors for eligible travel and accommodations expenses incurred while conducting Association business through promoting their respective journals and networking with potential authors. Journal Editors should contact Program Chairs well in advance of the conferences and request guidance about how they may promote the Association’s journals.
Items Authorized
The Editors of the Journal and the Quarterly each are eligible for half the amount allotted for editors’ travel in the Budget approved by the Board of Directors. When editors provide receipts, the Association reimburses the editors for:
1. Economy class airfare.
2. Actual accommodation expenses.
3. Expenses for food up to the amount specified by U.S. General Services Administration (GSA) guidelines.
4. Taxi fares to and from airports, airport parking, and miscellaneous expenses.
The editors of the Journal and the Quarterly each are eligible to apply for clerical and editorial support relevant to their institutional circumstances out of funds provided in the Budget approved by the Board of Directors. Prior to an Editor’s appointment, and periodically during his or her tenure, the Publications Board determines if the support is adequate for the institutional circumstances of the Editor and appropriate for the ABC Budget. If not, the Publications Board recommends changes in support for approval by the Board of Directors.
Expenses Purpose
The Board of Directors explicitly directs the Association to reimburse the Editors for budgeted clerical and editorial assistance, supplies, and released time from teaching.
Items Authorized – Technology Coordinator & Proceedings Editor
The Technology Coordinator is eligible for reimbursement of travel expenses to the annual conference and budgeted clerical expenses. The Proceedings Editor is also eligible for reimbursement of travel expenses to the annual conference and for budgeted clerical expenses. The Board of Directors will consider the Technology Coordinator’s and Proceedings Editor’s requests for additional assistance.
090-005 Regional Vice Presidents and Ambassadors
Regional Newsletter
With receipts provided, the Association reimburses each Regional Vice President (RVP) up to $100 a year to defray the cost of regional newsletters or other activities designed to increase membership.
Travel Expenses
When the annual conference is held in North America, RVPs from North America may be reimbursed up to $750 for travel, and RVPs from outside of North America may be reimbursed up to $1,250 for travel. On years when the annual conference is held outside of North America, all RVPs may be reimbursed up to $1,250 for travel.
Up to $750 for RVPs from North America or up to $1250 for RVPS from outside of North America of the following specific expenses are eligible for reimbursement under this policy:
1. The least expensive airline fare, automobile mileage, or train fare for round-trip travel between the RVP’s home and the conference city. Documentation is required as specified by Executive Director.
2. Lodging at the conference hotel, single room rate, from the night before the board meeting through the night after the conference activities end. Documentation is required as specified by Executive Director.
3. For RVPs and Regional Ambassadors up to $750 of the same expenses for travel to the Region’s Regional Conference are eligible for reimbursement under the same policy.
090-006 Committee Chairs
Purpose
Committee Chairs normally ask their schools or employers to defray the cost of photocopying, mailing, telephone, and any other activities needed to conduct the committee’s business.
However, if fulfilling a committee’s charge requires extensive copying and mailing (e.g., the Research and Teaching Committees), and if the Committee Chair’s school or employer refuses to defray the cost, the Committee Chair asks the Executive Director to do the copying and mailing necessary to conduct the committee’s business, or to reimburse the Chair for out-of-pocket expenses in having the work done.
090-007 Board of Directors
Purpose
Each member of the ABC Board of Directors is eligible to apply to the Executive Director to receive a waiver of the registration fee to attend the annual conference.