SWSD 2013 Program Handbook November 2013 | Page 120

D.

E.

F.

X.

traveling by car etc.), as the Chapter determines is
necessary and most fair to the travelers involved. The
Chapter shall budget for gas to and from the meeting site.
The Chapter will reimburse no more than the standard
mileage rate for the business use of a car as established
by the IRS.
Lodging expenses shall be paid from the budgeted funds of the
Chapter. Chapter delegates/representatives will use economyclass rates for lodging when traveling on Jack and Jill business. The
Chapter shall provide for one (1) room for every two (2)
representatives. Costs should be budgeted based on the Chapter’s
best projections using the ”actual” budget/numbers from most recent
conference of similar magnitude, and research of current market
examples. Lodging shall be booked by the Traveler(s), who shall be
reimbursed by the Chapter within 30 days of presentation of the
required voucher(s) and supporting receipts.
Meals: The Chapter will reimburse meal expenses incurred in
direct connection with the relevant convention/conference at a rate
of $12 per day. Additional amounts, if necessary, may be approved
by the membership at the time that the delegates are selected or
discussed (if no election is necessary). The Chapter may review the
agenda for the Convention/Conference and may approve increased
or decreased amounts as the Chapter determines are necessary. Any
additional costs beyond those approved shall be borne by the
traveler. In order to receive reimbursement for the pre-approved
rate, the traveler(s), must submit the appropriate voucher and
supporting receipts for any reimbursable meal cost. The Chapter will
reimburse travelers within 30 days of presentation of the required
voucher(s) with supporting receipts (up to the budgeted/approved
amounts).
Travel
reimbursement
limitations:
for
all
Chapter
delegates/representatives shall be paid at the most economical rate
possible. Any cost beyond that will be borne by the traveler.
Transportation must be made at least 30 days in advance of the
date of travel. The Chapter will only reimburse the traveler for
transportation if purchased 30 days or more from the date of travel;
If a traveler misses a deadline for booking her lodging (through no
fault of the Chapter), the traveler shall bear the cost of any increased
lodging rates (upgraded room or increased costs of booking an
alternative hotel). Only the Chapter may vote to override this rule.

Purchase and Receipt of Goods
A.
All purchases shall be approved in advance by the Budget and
Finance Committee and should be based on the Chapter budget.
The Treasurer is responsible for reviewing whether the proposed
expenditure is within the budget and guidelines.
B-25

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