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policies:inter-chapter-travel
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Table of Contents
Inter-Chapter Travel Incentive Program
Goal
To foster greater interaction between Chapters of Mu Beta Psi by providing reimbursements to Brothers who travel to other Chapters outside of National Convention.
Scope
This program will be limited to travel over 120 miles to initiations ceremonies by Brothers from collegiate Chapters in good standing.
Funding
Maximum funding will be as stated in the National Budget. Reimbursements will be disbursed from the General Fund. The maximum reimbursement for each Chapter will be based on the average driving mileage from each Chapter to all other Chapters.
Calculation of Funding
The calculation of the maximum reimbursement for each Chapter is based on several figures. First, the number of driving miles from each Chapter to all other Chapters is calculated.
Table 1: Distance Between Chapters based on Road Mileage
| Alpha | Zeta | Nu | Omicron | Pi | Rho | Tau | |
|---|---|---|---|---|---|---|---|
| Alpha | 0 | 1207 | 663 | 165 | 481 | 1111 | 281 |
| Zeta | 1207 | 0 | 909 | 1063 | 1149 | 98 | 1051 |
| Nu | 663 | 909 | 0 | 574 | 279 | 813 | 386 |
| Omicron | 165 | 1063 | 577 | 0 | 435 | 967 | 241 |
| Pi | 481 | 1149 | 279 | 435 | 0 | 1044 | 199 |
| Rho | 1111 | 98 | 813 | 967 | 1044 | 0 | 955 |
| Tau | 281 | 1051 | 386 | 241 | 199 | 955 | 0 |
| Average Distance | 651 | 913 | 604 | 574 | 598 | 831 | 519 |
Next, a pro-rated ratio is determined by taking each Chapter's average distance and dividing it by the average distance from the furthest Chapter.
Table 2: Average Distance Between Chapters, Ratio, and Maximum Reimbursement
Tuesday, May 09, 2017: Table 2 is pending updates from National Treasurer Jensen. - Nick Rosencrans
Approvals
Because funding and reimbursements are made on a Chapter basis, the Chapter president must approve any trips receiving travel reimbursement. Proof of this approval, in the form of an authorizing letter or email to the National Treasurer, will be required for reimbursement and should include a list of the traveling Brothers, the destination, and the dates of travel. The National Treasurer can be reacted via email.
Reimbursable Expenses
Expenses that are eligible for reimbursement include:
- Gasoline
- Rental vehicles
- Passage tickets (e.g. bus, train, airline)
- Road and ferry tolls
In order to be reimbursed for their travel to initiations, Chapters must keep all original receipts, and submit them along with a reimbursement form and proof of Chapter trip approval to the National Treasurer. Expenses that are not eligible for reimbursement include, but are not limited to:
- Meals
- Speeding or parking tickets
- Souvenirs
Additional Considerations
Chapters are allowed (and encouraged) to attend multiple initiation ceremonies. However, they will not receive more than the pro-rated reimbursement amount, regardless of how many initiations they attend.
Approved March 13, 2009
Jennifer Staten
National Treasurer
policies/inter-chapter-travel.1494988145.txt.gz · Last modified: 2018/04/12 23:50 (external edit)
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