OGG EXPENSE VOUCHER
Incidental Supplies: Incidental Supplies include, but are not limited to, plant labeling supplies, plant stakes, pots, lighting, props, moss, and foliage plants. The Guild will reimburse in full, the cost of supplies, up to a maximum of $20. Prior approval by the Away Show Chair or designee is required for larger amounts.
Lodging: The Guild will reimburse actual expenses for up to two rooms per Away Show for Eligible Persons as follows:
For shows less than 100 miles (one way, not round trip) from Madison:
One night and only if an Eligible Person assists with judging on Saturday
For shows more than 100 miles from Madison:
One night for an Eligible Person assisting with Setup or Takedown
Two nights for an Eligible Person assisting with Setup and Takedown
Inclement Weather: Should an Eligible Person feel unsafe returning from a show due to inclement weather, an additional night will be reimbursed.
Regardless of the number of Eligible Persons assisting with an Away Show, The Guild will only reimburse a maximum of two rooms per Away Show at a maximum rate of $125 per room per night.
Submitting a Reimbursement Request.
Persons claiming reimbursement under these provision must use the claim form and provide the following documentation:
Hotel - hotel receipt and proof of payment.
Car Rental - credit card receipt or rental agency invoice.
Meals - credit card receipt or register receipts for meal expenses over $5.00
Incidental Supplies - credit card receipts or register receipts for expenses over $5.00
Claim forms must be submitted within 30 days following the Away Show to the Away Show Chairperson (or designee) for approval. The Away Show Chairperson (or designee) will approve the claim and forward it to the Treasurer for payment.
Orchid Grower's Guild Away Show Reimbursement Form
The claim form is contained in a Excel file: Away Show Reimbursement.xls
Mileage Log Sheet: If you use your own vehicle, complete the Mileage Log sheet and enter the reimbursement rate (found here) on the Reimbursement sheet. Excel will automatically calculate the daily mileage reimbursement.
Reimbursement Sheet: Complete all of the highlighted fields on the Reimbursement Sheet. Excel will automatically calculate all subtotals and total reimbursement.
Print out the Reimbursement Sheet and, if you used your own vehicle, the Mileage Log Sheet. Sign and date the Reimbursement Sheet and send the sheet(s) along with all receipts to the Away Show Chairperson (or designee).
Away Show Reimbursement Policy
Effective August 25, 2014
The Board of Directors establishes reimbursement policies and amounts for Away Shows. These policies and amounts are effective as of the revision date and remain in effect until changed by Board action.
Eligible Expenses: Transportation, Lodging, Meals, and Incidental Supply.
Eligible Persons: Any person assisting with the setup or takedown of a Guild display may be reimbursed. Guild membership is not required.
Reimbursement Limits for the 2015-2016 Show Year: The Board has set the following total reimbursement limits for Away Shows from September 2015 through June 2016:
- Wisconsin Orchid Society Show: $371.76
- Batavia Orchid Society Show: $498.20
- Northeastern Wisconsin Orchid Society Show: $457.40
- Illinois Orchid Society Show: $508.40
- Eastern Iowa Orchid Society Show: $518.60
In the event that van rental and gas costs cause travel expenses to exceed the show limit, a maximum additional $350 ($350 total for all shows combined) has been allocated to defray these excess costs.
Transportation: The Guild will reimburse expenses for up to two vehicles used to transport Eligible Persons, orchids and/or supplies to or from an Away Show (setup and/or takedown). Personal vehicles may be used or a van may be rented.
For personal vehicles, the Guild will reimburse actual round trip mileage at the UW System Financial Administration effective standard rate of $0.51/mile and which can be checked at:
:
When a van is rented, the Guild will reimburse actual rental and gas costs. Mileage is not reimbursed for rental vehicles.
The Guild will also reimburse tolls and parking costs.
Meals: The Guild will reimburse Eligible Persons for actual expenses for meals as follows:
For shows less than 100 miles (one way, not round trip) from Madison:
Up to $15 totals for all meals, only if an Eligible Person assists with judging on Saturday.
For shows more than 100 miles from Madison:
Up to $30 total for all meals for an Eligible Person assisting with setup or takedown.
Inclement Weather: Should an Eligible Person feel unsafe returning from a show due to inclement weather, up to an additional $15 (one additional day) will be reimbursed.
Annual Membership Dues
Students: $9.00
Individuals: $18.00
Household: $24.00
Business: $24:00
This Year's Officers and Committees
President:
Vice President:
Sue Reed (2017)
Secretary:
Treasurer:
Board:
Liz Wood (2017)
arrie Weisman (2018)
Away Shows:
Hospitality:
Volunteer
Librarian:
Membership:
Newsletter:
Orchid Quest 2016
Programs:
Ribbon Judging:
Open
Web Master:
ozwiak
Liaisons:
AOS: Open
MAOC: Audrey Lucier
Orchid Digest: Open