WPC 2 ZB 0,!PQXP2"|x  ! !#0,!PQ&P##Xv P7XP#Effective September 21, 1994#0,!PQXP#ъ  SOUTHERN APPALACHIAN MOUNTAINS INITIATIVE  TRAVEL REIMBURSEMENT POLICY I.General Policy The success of SAMI's work is dependent upon the participation of a broad range of interest on its committees. To this end, the Governing Body will authorize up to $50,000 in a calendar year for travel reimbursement to qualifying individuals. It is the policy of SAMI to encourage carpooling and room sharing, to make business meetings accessible and compressed, to provide reasonable lodging and offer meals when possible, and to implement other such measures as to reduce the cost for individuals paying their own way to participate. To maximize the reimbursement budget, states and other capable agencies are encouraged to provide transportation (e.g., state vans and planes) for committee members whenever possible. The travel reimbursement policy applies only to SAMI committee members or special guests of the committee chairs, as approved by the Operations Committee. Oversight of this policy will be by the Operations Committee. II.Reimbursable Expenses and Rates A.` ` ` Round Trip Air Fare ` ` ` Round trip economy air fare to and from meetings is reimbursable for meetings >250 miles distance at a rate of 100% of actual cost up to $500 (actual ticket cost). B.` ` ` Auto Travel ` ` ` Auto travel to and from meetings is reimbursable at a rate of $.26/mile up to the cost of 14 day advance purchase air fare. C.` ` ` Room ` ` ` Lodging costs will be reimbursed at actual cost, not to exceed $50 per day. D.` ` ` Parking ` ` ` In the event that a parking fee is required where the meeting takes place, parking receipts will be reimbursed at actual cost. E.` ` ` Limitations ` ` ` Only "voting" or "official" appointed committee members or special guests of the committee chairs are eligible for reimbursement.  III.Activities Eligible for Reimbursement A.` ` ` SAMI Meetings ` ` ` SAMI meetings are considered to be the annual and semiannual meetings. @--@B.` ` ` Official SAMI Committee Meetings   ` ` ` Official SAMI committee meetings are meetings which are called by the committee chair and for which the Coordinator has received advance notification. IV.Procedural Requirements A.` ` ` Committee Chairs are responsible for submitting a list of committee meeting attendees to the Coordinator within three (3) days after the meeting. Individuals seeking reimbursement for attending such a meeting must be listed as attending to be reimbursed. B.` ` ` Individuals are responsible for making their own travel and hotel reservations. @--@C.` ` ` Individuals shall cover their expenses and attach receipts to reimbursement forms provided by SAMI. D.` ` ` Air reservations must be made at least 14 days in advance to be eligible for reimbursement. This requirement will be waived when meeting notices are issued less than 14 days before a meeting. Individuals should use mobile transportation whenever possible, especially if the distance travelled is under 250 miles. E.` ` ` Individuals are urged to employ Saturday night stay overs whenever they will reduce the total cost of a trip. V.Reimbursement Eligibility A.` ` ` Reimbursement will be provided for individuals who otherwise could not receive reimbursement for travel to meetings for the following categories: ` ` ` 1. State Government Officials and Employees ` ` ` State government officials and employees are eligible ONLY when the meeting is outofstate and there is a statewide freeze on travel. ` ` ` 2. Individuals Representing Local or Other Non State or Non Federal Government Body ` ` ` Local government officials and employees are eligible ONLY if outofcounty travel is restricted. ` ` ` 3. Individuals Representing Non Profit Organizations ` ` ` 4. Individuals Representing University Systems ` ` ` 5. Other Individuals Not Covered by One of the Categories in this Section   B.` ` ` Reimbursement will not be provided for individuals in the following categories: ` ` ` 1. Federal Government Officials and Employees ` ` ` 2. Industry Officials and Employees VI.Emergency Fund $5000 will be set aside for emergency travel. Approval to use these funds will be subject to a special committee who will review any requests. This money is available only in the event the travel budget is expended 100% in a calendar year and more money is needed. VII.Other Each committee chair shall prepare a yearly budget estimate for their committee's travel reimbursement needs for approval by the Operations Committee.