Reimbursements

REIMBURSEMENTS

All expense reimbursements to Representatives are paid in U.S. dollars only.  Any expense reimbursement submitted in a foreign currency is converted on an average of the applicable exchange rates during the time the expenses were incurred.

Representative must be active members in good standing (membership dues paid) at the time they request reimbursement in order to receive their Midyear attendance allotment and/or communication reimbursement.  Also, a currently dated and signed Representative's Contract and Representative/Alternate Update Form must be on file for each representative, even if they are the returning representative serving a two-year term.  Reimbursement to representatives for Midyear travel or communications will be held for any financial report not submitted within thirty (30) days after the end of the report period.  Financial reports not submitted within sixty (60) days after the end of the report period will result in the reimbursement being forfeited.

COMMUNICATIONS FUND

ICES   Representatives   are    expected  to    communicate   on   a  regular   basis   with   their state/area/province/country membership and the Board of Directors.  They are reimbursed by ICES for this communication, up to a certain dollar limit.  Allowable expenses  are postage for and printing of correspondence (including newsletters) with their state/area/province/country membership   and the   Board of Directors.    Also included  in  allowable expenses   are website and/or  Internet costs.    Phone calls are not reimbursable,  unless there are certain emergency circumstances,  such  as having   to cancel  a  Day of Sharing  due to inclement weather.

For   representatives  to  be reimbursed   for  the above   expenses, they must send to the ICES Treasurer a completed and signed Representative   Reimbursement Request Form (Form/B8).  Request must be  accompanied   by  original  receipts.    (In case the original is lost in the mail, always make a copy of your   request and receipts before mailing them.)    All checks are made payable to representatives,  since representatives are   the only  individuals authorized to spend these communication funds.

The amount available for reimbursement is $6 per each member or charter member and $1 per   each   associate   member  on   the  membership  list  on  September 1st  of   each   year.  (Representative   communication reimbursement  was changed to a flat per-member charge, without regard to the number of members,  effective  09/02/2000).  Letters are sent to ICES representatives no later than October 15th of each year, notifying them of their balance for the new year beginning September 1st.

The communications fund allotment for chapters is issued by October 15th of each year, in one lump sum.  Reimbursements for expenses, with receipts, will be issued by the chapter treasurer.

MIDYEAR EXPENSES

Each representative may be reimbursed  up  to $250 for expenses incurred in conjunction with attendance of the Midyear meeting.    Such   expenses  include transportation, hotel room, and meals.  For  representatives   who  travel by  car, reimbursement  is based on the U.S. Internal Revenue Service standard mileage  rate.  The   representative   MUST  submit a completed and signed Travel Expense  Reimbursement  Request Form (Form/B10) with original receipts.  The deadline for requesting reimbursement is September 15th.  Late requests cannot be honored, as the Midyear travel fund is a "use it or lose it" fund. 

Any representative, or acting representative, eligible for travel reimbursement for Midyear will have that allowance reduced proportionately for non-excused absences from meetings.

If the representatives cannot attend the Midyear meeting the $250 allotment may be used by an  acting representative,  if the  representative fills  in and  mails the   Acting   Representatives Form (Form B1)  to  the  Representative's   Liaison.  The  form   must  be   received    by  the Representative's Liaison at least one (1) week before the Midyear meeting.