Introduction
In SIGCHI, all volunteer activity is unpaid. This policy describes reimbursement of travel expenses associated with budgeted conference travel or approved SIGCHI duties and non-travel expenses associated with SIGCHI Sponsored Conferences and . For travel expenses, it specialises the ACM Volunteer Travel Policy.
Persons traveling at SIGCHI’s expense are spending membership dues and conference attendee fees, and accordingly are expected to take care to travel economically. Claims for expenses should be submitted according to the ACM Volunteer Travel Policy. Claims after that deadline may not be reimbursed.
Approval of Volunteer Travel
All SIGCHI-paid travel must be pre-approved by the ACM SIGCHI President or by an officer to whom the President delegates that authority. For conference related travel, the ACM SIGCHI VP Conferences has delegated authority to grant exceptions. Unless otherwise noted, delegated authority to grant travel approval does not include authority to grant exceptions. Examples of such approval or delegation include:
Travel to scheduled SIGCHI Executive Committee meetings is approved through an invitation from the ACM SIGCHI President, or other authorized individual.
Travel to scheduled CHI conference planning meeting is approved through an invitation from the SIGCHI President, or other authorized individual.
Approval of a conference TMRF includes delegation of authority for travel approvals to the conference chair for all travel budgeted in that TMRF.
Approval of SIGCHI’s budget includes delegation of authority for travel specifically budgeted to the officer under whose portfolio or area that travel occurs.
Unbudgeted travel by SIGCHI’s President should be pre-approved by the SIGCHI VP for Finances.
Unbudgeted travel by a conference Chair must be pre-approved by the SIGCHI President.
Travel Expenses
All SIGCHI volunteers agree to abide by both our SIGCHI travel policy restrictions on travel and the ACM Volunteer Travel Policy and volunteers should note that financial support for travel should only be requested and approved if no other source of funding is available.
In addition to the procedures and requirements of the ACM Volunteer Travel Policy, SIGCHI has four policy restrictions on travel:
Air travel should be standard economy class. Higher classe travel, such as business class, while noted within the ACM policy for some circumstances, is typically not permitted for ACM SIGCHI travel reimbursement. Justified exceptions must be pre-approved by SIGCHI’s President.
Those travelling may upgrade to a higher (i.e., non-standard economy) class if they pay the difference between the economy fare and the higher fare class themselves. That is, they may only request reimbursement for the economy fare, which they must document.
Travel by air or train may not exceed $750 USD (for within-continent travel) or $2000 USD (for travel between continents). Justified exceptions must be pre-approved by SIGCHI President.
Hotel accommodations must be at SIGCHI-contracted hotels, when so provided. When SIGCHI has not contracted for hotel space, accommodations should be at hotels no more expensive than 150% of the US State Department per diem hotel rate for the location. Justified exceptions must be pre-approved by SIGCHI President.
Non-Travel Expenses
Conference organizers are permitted to pay out of pocket for small budgeted expenses and to subsequently submit paperwork to the ACM for reimbursement, according to the ACM policies. Conference organizers should submit timely requests for reimbursement as delaying reimbursement could negatively impact on the budgeting of the conference. This approach should never be used to pay for large items or for a large percentage of the conference expenses. In practice, this approach should only be taken in the event that the ACM is unable to pay for such expenses directly.
Reimbursable expenses include:
Committee dinners
Office/Registration Supplies
Online expenses that require credit card payment
Low-cost or local, printing or t-shirts
Shipping and postage
Expenses, which cannot be reimbursed, include but are not limited to
Subscriptions or memberships
Equipment including laptops and audio visual equipment (please contact ACM for exceptions)
Volunteer labour or services
Gift cards or other monetary gifts (small tokens of appreciation are appropriate with prior approval from ACM SIGCHI required)
We remind all volunteers with financial authority or responsibility that they are governed by the ACM Code of Ethics and Professional Conduct, including conflict of interest and professional behavior.