Meetings Links:
Calendar | New Board Member Training | Meeting Funding Policy | Travel Policy | Board Member Training Policy | Travel Reimbursement Form

Funding of Delegates to Annual Meeting

INTRODUCTION:

To ensure the most complete participation possible, one delegate from each member board will be able to attend the Annual Meeting with certain of the costs borne by the association. These costs will be paid only if the jurisdiction has its dues paid and examination fees up to date by October 1 of that year.

POLICY:

1. Reasonable costs of transportation, lodging and food will be paid by ASWB for one delegate from each jurisdiction to attend the Annual Meeting. In order to qualify for funding, member boards must notify the ASWB national office of intent to send a delegate no less than 45 days before the Annual Meeting.
2. The Annual Meeting will be held pursuant to the ASWB Bylaws. The exact scheduling will be determined on the basis of availability of space and other considerations, again with the goal of minimizing costs.
3. The Annual Meeting will begin in the afternoon on Friday, to allow travel time on Friday morning. In cases where the distance will not allow for Friday morning travel, Thursday night accommodations will be provided. Decisions in these instances are to be made by the association on a case by case basis.
4. The Annual Meeting will be held from Friday noon through Sunday morning. Rooms will be paid for by the association for Friday and Saturday nights only, except in cases as described in policy 3 above.
5. All travel arrangements should be booked with the designated travel agency 30 days prior to the trip, to take advantage of the lowest rates. To be sure arrangements are properly made and to keep track of costs, air travel is to be booked through a travel agency designated by ASWB. Charges are to be made to a corporate account in the name of ASWB. Options are air or rail travel at the lowest available cost, or reimbursement of automobile travel at the latest government rate for mileage, up to the cost of the lowest round trip airfare. Automobile travel must be cleared through the association 30 days before the meeting in order to be reimbursable.
6. If ground transportation is furnished through the hotel, it must be used, since it does not add to costs. Otherwise, ground transportation to and from the hotel will be reimbursed for the least expensive form of transportation.
7. The hotel will furnish three meals and breaks each day. Mini bar and bar charges and other incidentals, including telephone charges, must be paid for by the individual. These charges are not billable to the association. In those instances where the hotel does not provide three meals a day, delegates will be reimbursed up to $10 for breakfast, $15 for lunch, and $25 for dinner. Receipts must accompany all requests for reimbursement.
8. Gratuities, except for luggage handling at the hotel, will be the responsibility of the delegate.
9. Additional persons sharing the delegate's room are the responsibility of the delegate.
10. Meals purchased during travel to and from the Annual Meeting will be reimbursed by ASWB up to $10 for breakfast, $15 for lunch, and $25 for dinner. Receipts must accompany all requests for reimbursement.
11. All requests for reimbursement must be submitted within 30 days after the closing date of the Annual Meeting.