ࡱ> PROq` bjbjqPqP 1.::8f84$ BHh*****^^^GGGGGGG$IhLbGB^^BBG**4G***B**G*BG**2C9G*  8JR-E.GH0BH[EtLbtL\9GtL9Gl^"*^^^GG^^^BHBBBB  &$Jb SWE SONORA REGION B TRAVEL FUNDING POLICY Purpose: This document establishes a policy to disperse and record the usage of the Travel line items of the Region budget. Region Funds Distribution Priority: The Region will fund travel per the approved annual region budget for the following individuals to attend National and Region hosted SWE events for the purpose of participating in region business: Colligate Travel line item (listed in order of priority): Region Colligate Representative Region Colligate Representative Alternate (RCNE) Colligate Members on CIC, Colligate Membership Committee Members, Collegiate Leadership Members Region Colligate Representative - Elect Other Travel line item (listed in order of priority): Current COR members Current Region officers, excluding the Region Governor Region members representing the region on a national Committee. COR member Elects Region Officer Elects The Region will fund travel for the Region Governor to attend SWE events for the purpose of participating in SWE business as available per the Region Governor Budget line item. NOTE: It is recommended that a travel request budget be provided to the Region Treasurer in July for region planning purposes. Request Procedure: A written request for funding must be received by the Region Treasurer four weeks prior to the start of the event. Requests must include the following information: Name of Requestor SWE position SWE Event and Date of the event Line item of all of the expenses required to attend the event Amount of funding support being requested and what it will be used for (lodging, airfare, etc.) NOTE: Applicants should make a considerable effort to obtain funding from other sources. If requested, applicants shall provide evidence of these efforts. Use of region travel funds are restricted to registration, lodging, meals at the event, transportation, or as approved by the Regional Council in advance. Expenses for outside meals will not be provided when provisions for the same meal are included with event registration. Each applicant who receives funding must submit an expense report to the Region Treasurer within 30 days of the end of the event for which funding was granted. Expense reports must include receipts (originals not required) for all expenses for items over $20.00. If an applicant fails to attend the event for which funding was granted, all funds must be returned to the Region along with a completed Expense Report Form within 30 days. Disbursements will be made as follows: The Region Treasurer will approve or deny the request based on funding availability for the appropriate line item priority Approval for lower priority applications will be determined after higher priority applications have been approved, applicants have clearly indicated they do not wish to request funding, or the four week deadline has been reached. If funding is not available the additional funding may become available if the Region Council votes to increasing the appropriate budget line item. If a voting member of the Regional Council is an applicant, they will abstain from voting on the budget travel line item at that time. No more than $2,000 may be dispersed for any one individual during the fiscal year. No more than $1,000 may be dispersed for an individual to the national conference or no more than $500 for any other event. Total travel expenses shall not to exceed 20% of total region assets at the start of the fiscal year. Expenses payable to SWE Headquarters may be paid directly by the Regional Treasurer, if requested. Cash advances may be made for any other expenses, if requested. Exceptions to this policy may be made when approved by a 2/3 vote of the Regional Council.     REGION B Travel Fund Policy Draft 8.20.06  #)*+4AKWYmr  ? 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