The following are guidelines for funding of travel expenses for all OURA committee members:
a) An attempt will be made to schedule Executive and other committee meetings to coincide with other university commitments (including the OURA Annual Meeting, but not special workshops), with the understanding that the travel expenses to these meetings will not be covered by OURA.
b) Every attempt will be made to schedule meetings in locations which result in the least travel expenses for the group as a whole.
c) The first $500 of a member’s travel expenses in any year, are the responsibility of the member’s home university.
d) All travel expenses for members of Standing Committees must be requested as part of the committee’s annual budget and are subject to approval of the Executive. These requests will be considered in the light of the status of the OURA budget. It is suggested that the annual travel claims of individuals not normally exceed $2,000. However, Chairs are free to distribute the travel funds allotted to their standing committee in any manner that minimizes the total cost claimed from OURA, while maintaining the ability for representatives to travel to meetings. Similarly, the President is free to distribute the travel funds budgeted for the Executive Committee in any manner that minimizes the total cost claimed from OURA, while maintaining the ability for members of the Executive to travel to meetings.
e) Travel expenses for members of the OURA Standing Committee on Student Recruitment will continue to be supported by COU through the annual Recruitment budget. It is the responsibility of the SCSR to negotiate the amount of this transfer with the COU and OUAC.
Claimants are expected to make all claims to their own university and submit copies of those claims to the Chair of their committee. Reimbursement for claims will be based on institutions involved upon receipt, by the Treasurer, of detailed copies of the travel expenses incurred which have been reviewed and approved by the relevant committee’s Chair.