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Mu Beta Psi, National Honorary Musical Fraternity

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policies:inter-chapter-travel

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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 Kappa Nu Pi Rho Tau Upsilon
Alpha 0 1207 211 663 481 1111 281 564
Zeta 1207 0 1129 909 1149 98 1051 1558
Kappa 221 1129 0 805 649 1098 455 471
Nu 663 909 805 0 279 813 386 1221
Pi 481 1149 649 279 0 1044 199 1013
Rho 1111 98 1098 813 1044 0 955 1524
Tau 281 1051 455 386 199 955 0 816
Upsilon 564 1558 471 1221 1013 1524 816 0
Average Distance 645 miles 1014 miles 688 miles 725 miles 688 miles 949 miles 592 miles 1024 miles

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

FIXME

:!: 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.1594344904.txt.gz · Last modified: 2020/07/10 01:35 by nickrosencrans