Mid-Atlantic Regional Archives Conference
Dickinson College
P.O. Box 1773
Carlisle, PA 17013
Phone number 717/ 422-8171
Fax number 717/ 245-1439
E-mail: marac.admin@gmail.com

Reimbursement
Budget Requests

Finance Committee
Retention Schedule

Finance Committee: Guidelines For Reimbursement/
Guidelines For Budget Requests

Reimbursement

1. Receipts (except for mileage and parking meters) and a letter of explanation of the expenses (why they were incurred--i.e., travel to Steering Committee meetings held in the winter and summer quarters) must be submitted to the Treasurer in the quarter in which they occurred. The quarters are October-December, January-March, April-June, July-September.
   
   Send all bills to:
   Jim Gerencser, MARAC Treasurer
   College Archivist, Library and Information Services
   Dickinson College
   P.O. Box 1773
   Carlisle, PA 17013
   
   
2. Costs that are reimbursable:
   1. Reimbursements for the committee members to attend non-conference meetings.
      • Travel to non-conference committee meetings [NOTE: travel expenses to attend the two non-conference Steering Committee meetings are reimbursed from the Steering Committee expense budget]
      • Meals when applicable
      • Lodging when applicable
   2. Postage
   3. Copying services
   4. Printing costs
   5. Supplies -- paper & envelope only
   6. Scholarships for conferences:
      • Registration fees
      • Workshop fees
      • Conference meals
      • Hotel room (does not include telephone calls)
      • Meals while attending the conference (not offered by the Conference)
      • Direct travel to and from the conference
   
   
   
3. The current mileage reimbursement is tied with the Federal reimbursement set by the IRS. Since the IRS does this at tax time, at the spring Steering Committee meeting each year the new mileage reimbursement will be announced if it has changed. Any requests for reimbursements may after the spring meeting will be reimbursed at the new amount. The current amount is $0.55 (mileage amount last updated January 1, 2009)
   
   
4. MARAC does not pay a per diem like the Federal Government does. MARAC will reimburse for hotel bills and meals if the cost of such is in the interest of MARAC business being conducted and not for the convenience of the committee member.
   
   Examples:
   • If a member of the Steering Committee and another committee met in the same area within 24 hours of each other, then MARAC would pay for the hotel and meals.
     
     
   • If the committee member comes from a far distance and the cost of a flight would be cheaper if the member stayed over night, then MARAC would pay for the cost of the flight, the hotel, and meals.
     
     
   
   
   
5. Costs incurred are expected to be reasonable. Committee Chairs should take in consideration the costs of meals, lodging, and travel when they select a location for their meetings conducted at non-conference times.
   
   Definition of reasonable: practicable and moderate, not expensive. When in doubt confer with the Finance Committee before incurring any expenses.
   
   
6. Reimbursements will based on the amount the Committee Chair, Caucus Representative, or the Administrator has budgeted. Once the budgeted amount has been spent, reimbursements will cease. The committee chair can request additional funds to be budgeted when unforeseen expenditures occur. The request will be given to the Finance Committee for consideration and their recommendation will be forwarded to the Steering Committee for approval.

Guidelines for Budget Requests

1. Beginning with FY 1998, budget amounts will not be automatically given if the Committee Chair, Caucus Representative, Treasurer, or Archivist has not requested an amount.
   
   
2. Budget amounts need to be documented---the Committee Chairs, Caucus Representatives, and the Treasurer have to delineate expenses based on proposed programs and/or costs anticipated for the next fiscal year and not request a bulk amount. Please keep a copy of your budget for your records.
   
   
3. Expenses to be budgeted for:
   • Reimbursements for the committee members to attend non-conference meetings.
     • Travel to non-conference committee meetings [NOTE: travel expenses to attend the two non-conference Steering Committee meetings are reimbursed from the Steering Committee expense budget]
     • Meals when applicable
     • Lodging when applicable
   • Postage
   • Copying services
   • Printing costs
   • Supplies
   • Tax and legal services (Treasurer only)
   • Scholarships (amount based on 20% of the profits from the previous year conferences plus monies in Endowment Fund):
     • Conference -- up to $400 each (number of scholarships offered at each conference will be determined at budget time based on above calculation).
     • MAI -- currently $645 each (number of scholarships offered each year to be determined at budget time based on above calculation) plus $200 for travel and lodging if recipient is not from DC area.
   • Awards (Custer and Finding aids ONLY) -- number of awards and amounts to be awarded.
   • Cost of Saturday breakfast at the conferences or reception guest tickets (depending on when the award winners will be announced) for recipients of the award who are non-MARAC members (for Custer or Finding Aids Committees ONLY).