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Reimbursing Travel and Hosting

This policy statement is a guide and means to achieve consistency in travel 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.
Alliance staff travel requests are submitted to the Executive Director for approval and funding decisions. In general, the Alliance provides full funding for reasonable expenses when the travel requested is a requirement of the position.

Member Institution Staff

A. Consortium-sponsored Committee and Task Force meetings
As appropriate, Orbis Cascade Alliance arranges and pays for

No reimbursement is provided for transportation, housing, or meals not directly associated with the meeting agenda.

B. Executive Committee meetings
As part of the annual budget process Council allocates an amount to support travel by Executive Committee. At the beginning of each fiscal year, this travel pool is distributed to EC member institutions according to a formula in which

This formula was developed to support EC travel, provide funding early in the fiscal year, and streamline the process by eliminating the paperwork associated with reimbursing individual trips.

C. Council Meetings and Retreats
Orbis Cascade Alliance provides full funding for meals during scheduled meetings (typically Thursday lunch through Friday lunch)

No reimbursement is provided for transportation, lodging, or for meals before or after meetings.

Member Institution Travel 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.

What: All announced meetings of committees and task forces (except Executive Committee).

Example: 10 libraries sharing a $5,000 pool of travel funds.

Library Miles traveled Miles minus average* Miles over average* % of miles over average* Pro rata 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
* average = 2,000 miles
last updated August 14, 2007