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Travel and Hosting Reimbursement
This policy statement is intended as a guide and means to achieve consistency in funding decisions. Reimbursement and hosting are subject to interpretation and oversight by the Executive Director and Council Chair. Expenditures and reimbursements must conform to University of Oregon administrative rules, as they relate to UO's role as fiscal agent for the consortium.
Consortium Staff
Consortium meetings, Retreat, Conferences, Representing the Alliance, etc. Orbis Cascade Alliance provides full funding for all reasonable expenses, including lodging, meals, registration, and transportation.Member Library Staff A. Consortium-sponsored Committe and Task Force meetings other than Executive Committee Orbis Cascade Alliance arranges and pays for - morning refreshments
- lunch
- meeting facilities
- telecommunication charges at central site
No reimbursement is provided for transportation, housing, or meals not directly associated with the meeting agenda.
B. Executive Committee meetings Orbis Cascade Alliance provides full funding for all reasonable expenses, including lodging, meals, registration, and transportation. Beginning in FY07, Executive Committee (EC) travel will be funded via a pool of funds distributed to EC members at the beginning of the fiscal year.
C. Council Retreat Orbis Cascade Alliance provides full funding for meals, during scheduled retreat (typically Wednesday dinner through Friday breakfast)
refreshments
meeting facilities
parking
telecommunication charges at central site
No reimbursement is provided for transportation, lodging, or for meals before or after the retreat.
D. Conferences, Representing the Alliance, etc Orbis Cascade Alliance provides full funding for all reasonable expenses, including lodging, meals, registration, and transportation.Travel Reimbursement Pool As part of the annual budget process Council allocates an amount to support travel by staff at member libraries. At the beginning of each fiscal year, these funds are distributed to member libraries according to a pro-rata share based on miles traveled in excess of the consortium average for the previous year. Consortium staff determine miles traveled based on attendance listed on committee and task force meeting minutes. Qualifying Trips
Who: - Each institution's appointed representative (1) to a committee or task force
- Library staff requested by Council to attend a meeting on official business, such as a presentation.
What: - All announced meetings of committees and task forces.
Example: 10 libraries sharing a $5,000 pool of travel funds.
| Library |
Miles traveled |
Miles minus average* |
Miles over average* |
% of miles over average* |
Prorata share |
| A
|
1,000
|
-1,000
|
0
|
|
-
|
| B
|
2,500
|
500
|
500
|
10.87%
|
543.48
|
| C
|
3,000
|
1,000
|
1,000
|
21.74%
|
1,086.96
|
| D
|
1,500
|
-500
|
0
|
|
-
|
| E
|
1,400
|
-600
|
0
|
|
-
|
| F
|
3,500
|
1,500
|
1,500
|
32.61%
|
1,630.43
|
| G
|
3,300
|
1,300
|
1,300
|
28.26%
|
1,413.04
|
| H
|
2,300
|
300
|
300
|
6.52%
|
326.09
|
| I
|
500
|
-1,500
|
0
|
|
-
|
| J
|
1,000
|
-1,000
|
0
|
|
-
|
| TOTAL
|
20,000
|
|
4,600
|
100.00%
|
$ 5,000.00
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* average = 2,000 miles
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