Conference speakers, CAMSS Board of Directors, Conference Committee members, award recipients and exhibitors receive certain courtesies and fees for their participation in educational conferences. PROCEDURE: Courtesies and fees will be extended as detailed in the following chart. As a general rule, if an entity is not listed on this chart, no courtesies are extended. The CAMSS Board reserves the right to make exceptions for special events. Entity Stipend Travel * Hotel** Meals Incidentals (i.e. taxi, tips, etc.) Registration NAMSS Annual Conference CAMSS Board of Directors N/A CAMSS President (or in the event the President is unable to attend) (Coach class only) CAMSS President (single rate only) CAMSS President (Not to exceed $50/day) CAMSS President CAMSS President NAMSS Annual Leadership Conference CAMSS Board of Directors N/A CAMSS President & President Elect or their alternates (Coach class only) CAMSS President & President Elect or their alternate (single rate only) CAMSS President & President Elect or their alternates (Not to exceed $50/day) CAMSS President & President Elect or their alternate N/A - Registration fee waived by NAMSS for President & President elect or their alternate Entity Stipend Travel * Hotel** Meals Incidentals (i.e. taxi, tips, etc.) CAMSS Educational Conferences CAMSS Board of Directors No stipend for speaking Yes (coach class only or mileage reimbursed at current IRS rate) President Chair only (single rate only) President Chair only (Not to exceed $50/day) President Chair only (Not to exceed $50/day) Yes
Conference Committee Members N/A No No No No Yes N/A N/A N/A N/A N/A No Speaker: Primary or keynote Board approval required (may not exceed $2,500 and must negotiate no risk cancellation if minimum registration is not met) Yes (coach class only or mileage reimbursed at current IRS rate) Single rate only applies to the night(s) prior to speaking engagement Yes (Not to exceed $50/day) Yes Yes Speaker: Special interest topics $100 gift card Mileage reimbursed at current IRS rate Night before speaking engagement only Yes (Not to exceed $50/day) Yes Yes Door Prize Winners N/A No No No No Yes Conference Scholarship Recipients N/A No No No No Yes Certification Scholarship Recipients N/A No No No No Yes Exam Fee at NAMSS member rate *Airline tickets should be purchased as soon as possible to ensure best price. Rental car authorized only for primary speakers from out-of-state. ** Single rate lodging and hotel tax covered by CAMSS. Incidental room fees are the responsibility of the attendee. POLICY/PROCEDURE Subject: Conference Registration Date Implemented: 4/19/2013
Date Revised: 2/5/2010 PURPOSE: To provide reimbursement guidelines for Leadership for expenses incurred while traveling on behalf of CAMSS for both business and educational requirements. This policy applies to travel outside the state of Colorado or for distances traveled within the state more than 50 miles one direction. POLICY: Members of the Association who have been approved by the Board of Directors to attend a business meeting, board meeting, conference, or workshop shall be entitled to reimbursement as outlined in this policy. Any exception to this policy needs to be approved by the Board prior to expenditure. It should be noted that the member is expected to fully participate in each activity and appropriately represent the Association. Travel that has already been approved by the Board is as follows: NAMSS Conference – President or designee Leadership Council Meeting – President–Elect or designee Mileage over 50 miles one direction to Board meeting – Eligible Board members Waive conference fee for members actively participating in the planning, and implementation of the Fall and Spring Conferences. Items under this policy shall include: Vendor registration Sign-in table Packet preparation After conference clean-up Other functions as determined or approved by the Board Member At-large/Outreach Coordinator related to outreach functions Reimbursement Guidelines Registration Fees: Paid. (NAMSS annual conference will not include fees for any bonus day sessions). Hotel: Paid. Nights of the conference will be covered at a single-standard room rate. Hotel reservations shall accommodate the need for a possible travel day. If flights are available, it is the expectation that the board member fly out the last day of the conference. Mileage: Mileage will be reimbursed at the federal rate. Additional Expenses: Paid. A per diem of $50 for each day of travel will be allocated. The per diem is intended to cover such expenses as meals, phone calls, car rental, gratuities, tokens of appreciation for outreach functions, etc. Advances: With appropriate documentation, the traveler may request advance payment for airline tickets, hotel room charges and the daily per diems. In order to receive reimbursement for expenses incurred, a written request must be submitted to the Treasurer within 14 days. The member shall receive reimbursement within 14 days of the request being received . POLICY/PROCEDURE