Requirements, Policies, Procedures for the Consumer Involvement Fund
In consideration of the Council’s financial assistance through the Consumer
Involvement Fund, successful applicants will be required to:
- Complete a short survey related to the conference or event, provided
by the Council.
- Share copies of all informational materials gathered at the conference
with the Council.
- Contact your federal and state legislators and offer to share information
learned with them. Copies of these letters should also be sent to the Council.
- Develop a brief fact sheet of information gathered
at the conference and track and report (on forms provided by the Council)
the people with whom you share this information for one year.
- As requested, write a written report or present an oral report to the
Council.
Failure to adhere to these requirements will result in non-consideration
of any subsequent requests to the Consumer Involvement Fund.
In addition to the general requirements listed above, there are some important
travel policies and Council procedures with which you must abide:
- The Council requires travelers to arrange and pay for expenses related to transportation to/from conferences. This includes private car mileage, as well as public transportation, such as airplanes, buses, or trains. The Council will no longer pay for or reimburse transportation expenses. All other expenses must be paid up-front by the traveler and will be reimbursed upon return from the conference, based on submitted receipts.
- The traveler will make hotel reservations, if needed. If there is a designated
hotel for a conference, the traveler must stay in that hotel. If the designated
hotel is not available, the traveler should call Council staff to arrange
an acceptable substitution. To comply with state policy, the Council must
have confirmation from the conference sponsors that this is an acceptable
substitution or we will not be able to reimburse. If there is no designated
hotel, please call the Council office as there are certain rules regarding
how much the state will reimburse overnight accommodations.
- Per diem costs are calculated on an hourly basis, and are calculated
on a city-by-city basis, so please ask the Council staff to help. Deductions
in per diem allowance will be made for conference-sponsored meals (except
continental breakfast) whether or not they are eaten. If the meals provided
at the conference are an additional fee, the traveler should let the Council
know whether or not he/she will be participating in that meal. With regard
to per diem, travel time starts when the traveler leaves home and ends
when he/she returns home, with a few exceptions based on illness or weather
emergencies. Be prepared to provide this information to Council staff with
your reimbursement forms.
- There are travel policies associated with staying overnight with family
or friends in the area during a conference or meeting. If the traveler does stay with a friend instead of staying in a
hotel, he/she may be eligible for a higher per diem rate.
- The Council will generally sponsor no more than two individuals to attend
any single conference, unless the Council is a listed sponsor of the conference.
All requests to the Council will be dated upon receipt in the Council office.
Requests will be considered in the order received. In the event that a
large number of individuals apply for assistance from the Council for a
single conference, the Council may choose to fund a single amount and request
that all applicants work together to find a way to support the entire delegation.
For example, it might be possible for more individuals to attend a conference
if roommates are chosen for double-occupancy hotel rooms.
- Upon return, Council staff will send the traveler reimbursement paperwork
for completion. The traveler will need to be prepared to record the time
left and returned home (including dates), and provide receipts for parking,
tolls, respite/attendant care, and overnight accommodations. The hotel
receipt must show a zero balance. The receipt hotels put under a guest’s
door on the day of checkout are generally NOT zero-balance receipts; most
travelers will have to check out with the front desk to get this receipt.
Be aware that personal charges on hotel bills for room service, phone calls,
movies, etc. are not reimbursable expenses. The Council will also need a receipt of the conference reregistration. Meal receipts are not
necessary as per diem is limited by hours traveled.