National Council Meeting Logistics and Reimbursements

From AFSWiki

1. Meeting Calendars:
   1. A calendar of in-person and conference call meetings for the upcoming year will be agreed upon by the National Council in April each year for the upcoming year once new members for that year are elected.
   2. In the event, you are unable to attend any scheduled in-person meetings or participate in any scheduled conference calls, please notify the chair immediately so that s/he can determine whether or not a quorum will be present. If requested or desired, you may submit written comments for consideration in the discussions and decision making.
   3. Occasionally “emergency” meetings of the National Council may be called by the Chair. We recognize that given the “last minute” timing of these meetings, some members may not be able to attend. Please let the Chair know as soon as possible upon receiving the notice of the meeting whether or not you will be able to attend so that s/he can determine whether or not a quorum will be present. If requested or desired, you may submit written comments for consideration in the discussions and decision making.
2. Lodging for In-person meetings:
   1. AFS-USA has a room sharing policy. Employees or volunteers have the option of sharing rooms when traveling with individuals of the same gender or paying a share equal to one half the cost of a single room if they wish to room alone. Exceptions to the room sharing policy will only be considered upon presentation of documentation from a qualified medical provider stating that due to a medical condition you cannot or should not share a room. Lodging receipts must show the breakdown of all charges. When the lodging receipt indicates that there were two people in the room, a notation should be made on the expense report including the names, departments, and financial codes for each employee. You are required to pay all entertainment charges and incidentals charged to hotel bills.
   2. A registration form will be sent to all members several weeks in advance. Please do your best to complete this form and return it noting your requests for a single room, for a specific roommate or any other special needs.
3. Booking flights
   1. Domestic airfare is covered by AFS and can be booked through AFS-USA Travel. To book your travel through AFS Travel please call the NY office at 1-800-876-2376 and speak with either Rosabella Ste. Marthe (ext 1160) or Terry Jimenez (ext 1189).
   2. If AFS-USA Travel is not used, please do your best to book your flight at the most economical fare possible.
4. Using your personal automobile
   1. You will only be reimbursed up to the cost of the cheapest alternative when traveling. For example, it might be cheaper to fly or to take the train than to drive. If driving, you must submit a map (such as one created using mapquest) and mileage calculation for distances traveled over 167 miles in accordance with the IRS regulations as the reimbursement would be over $75.00. AFS-USA reserves the right to refuse reimbursement for unauthorized use of personal vehicles.
   2. If the you wish to drive your personal vehicle to a National Council meeting or other AFS-USA event please be aware of the following: AFS-USA carries liability coverage for employees and volunteers who are involved in automobile accidents in the event that a third party sues the AFS-USA employee or volunteer for damages or personal injury. This coverage is secondary meaning that in the case of a liability claim, the AFS-USA insurance would only cover claims above and beyond the amount covered by the your personal auto insurance. AFS-USA does not have insurance coverage for damages which might occur to your personal vehicle being used on AFS-USA business.
   3. Mileage: You may be reimbursed 45 cents per mile and for all toll charges and business parking. The mileage allowance covers all auto costs (fuel, repairs, insurance) other than parking and tolls. Requests for mileage reimbursement should include the travel date, purpose, starting and ending destination, # of miles and a map from a program like “mapquest” for trips over 167 miles..
5. Meals and other expenses
   1. Meals during National Council meetings are covered by AFS and are either provided for you or reimbursed using the AFS USA Expense Form.
      1. Alcohol: You may be reimbursed for one beer, one glass of wine, or one mixed drink per day while traveling on business and/or attending an AFS-USA or Non AFS-USA sponsored event or conference. Alcoholic beverages cannot be outside of the spending guideline. Employees waive the right to hold AFS-USA liable for any incidents that occur after consumption of alcohol while on travel.
      2. Expensing Meals: Compliance with IRS regulations requires the following information be included on all expense reports as support for all business meal expenses: Name, title, list of all attendees, Name and location of the establishment where the event took place, amount and date of the expense, and specific business topic discussed. Failure to comply with IRS reporting requirements can result in a loss of expense deductibility to the company and/or individual tax liability
   2. You may also request reimbursement for other expenses you incur due to your travel such as meals you need to take on the road or local transportation (shuttles, public transport, taxis). As with air travel we ask that you do your best to find the most economical methods of local transport.
   3. The AFS Expense form must be accompanied by receipts. Each form must have the following “codes”:
      1. Acct Code – 8703 for all meals and local transport. If you have other expenses leave this blank and it will be filled in by AFS staff depending on the expense.
      2. Cost Center – Always NA51 for National Council expenses. (Please note if you are traveling to non-National Council events as a representative of the National Council, your expenses should still be charged to the National Council cost center NA 51)
      3. Activity – VN1 for the Feb meeting, VN2 for the June meeting, VN3 for the Oct meeting, VNV for the meeting that takes place at the NVA.
6. Tips : Where receipts are provided, a gratuity at reasonable and customary rates should be included in the cost of service (i.e., meals, taxis, etc.) and are reimbursable. Incidental tipping (e.g., porter, bellman, and chamber person) should be limited and are also reimbursable. The following guidelines have been established for tips:
   1. You will be reimbursed for up to $5 per day for hotels
   2. You will be reimbursed for up to 10% for cabs with a minimum of $2.00
   3. You will be reimbursed for up to 20% for meals