Non-Sufficient Funds/Bounced Check Policy

When the bank informs the treasurer of a bounced check/NSF, it will be recorded in the register and the following actions will take place:

• For all checks that have been deposited with in one month of being written:  a $30.00 service charge for the NSF transaction will be assessed to the MAVT member.
• For all checks that have been deposited after one month of being written: a $15.00 bank charge for the NSF transaction will be assessed to the MAVT member.
• Any MAVT member whose financial status is not in good standing will have their membership placed on HOLD, and privileges revoked until payment is received.
• Convention privileges paid via NSF will result in termination of future privileges until financial status returns to good standing.
• All payments made to MAVT will be applied to the longest outstanding debt first.  MAVT members must have financial accounts in good standing in order to be active members.

Notification of NSF status:

• Both written and verbal communication with the member will be made immediately informing the member of their change in status.
• If payment in not received within two weeks of initial contact, a second written and verbal communication will be initiated. This communication is to include associated penalties, to be imposed, if the account is not brought into good standing.
• A final notification will be made at four weeks if the account is still not brought into good standing.  This will be the FINAL notification for the member of their inadequate financial account status.  At this time membership and associated privileges will be revoked until the account is brought into good standing.

In order to bring an account into good standing:

• Payment to cover NSF fees as well as NSF amount may be made by money order, cashiers check, or cash.  A receipt will be issued at this time.
• Any future transactions by the MAVT member must be made via money order, cashiers check, or cash.  NO PERSONAL CHECKS WILL BE ACCEPTED.
• The treasurer reserves the right to arrange payment plans with any MAVT member that cannot make payment in full, at the discretion of the MAVT Board.

Reimbursement Policies

Reimbursement Expense Form

General

1. All MAVT expenses will be reimbursed with the submission of a Reimbursement Form (RF) and applicable receipts.
2. Expenses greater than $50.00 will require Executive Board approval.
3. All mileage accrued by elected and/or appointed positions, conducting MAVT business, will be covered at the current non-profit mileage reimbursement rate with submission of RF, without the need of a receipt.
4. Standard operating expenses for committee/officer activity will be reimbursed with RF and receipt(s).
5. Attendance at seminars, lectures, or meetings other than that at the MAVT board’s request will only be reimbursed by approval of the Executive Board.  Approval of such requests will be determined by a vote after consideration of a petition submitted to the board.  Reimbursement will be at a rate of:
   1. Registration
   2. 50% of room price
   3. Current non-profit mileage
6. No member of MAVT will be exempt from paying annual dues.

REIMBURSEMENT FORMS AND RECEIPTS MUST BE RECEIEVED WITHIN 30 DAYS OF RECEIPT DATE.

Late submission will delay reimbursement significantly!

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Reimbursement Policies

General

1. All MAVT expenses will be reimbursed with the submission of a reimbursement form (RF) and applicable receipts.
2. Expenses greater than $50 will require Executive Board approval prior to the purchase.
3. All mileage accrued by elected and/or appointed positions, conducting MAVT business, will be covered at the current non-profit mileage reimbursement rate with submission of a RF, without the need of a receipt.
4. Standard operating expenses for committee/officer activity will be reimbursed with RF and receipt(s).
5. Attendance at lectures, seminars, or meetings other than those attended at the MAVT board’s request will only be reimbursed by approval of the Executive Board. Approval of such requests will be determined by a vote after consideration of a petition submitted to the board.  Reimbursement will be at a rate of

• Registration
• 50% of lodging price
• Current non-profit mileage

6. No member of MAVT will be exempt from paying annual dues.

REIMBURSEMENT FORMS AND RECEIPTS MUST BE RECEIVED WITHIN 30 DAYS OF THE DATE OF THE EXPENSE. 

• Late submissions will result in a lack of reimbursement or a significant delay, based on board discretion.

Convention Expectations of Board Members, Convention Chair(s), and Membership Chair

Volunteer Duties

Assist for all 3 days of convention (Th, F, S)

• Registration booth
  • Set up
  • Staff
  • Clean up area
• Exhibit booth
  • Set up
  • Staff
  • Tear down
• Moderate
  • Moderate sessions

Compensation:

• 1-3 nights hotel paid (at board discretion)

Convention Expectations of Committee Chairs and Area Representatives

Volunteer Duties

• Registration booth
  • Set up
  • Staff
  • Clean up area
• Exhibit booth
  • Set up
  • Staff
  • Tear down
• Moderate
  • Moderate sessions

Compensation:

• Assist for 8 hours throughout convention (Th, F, S): convention fee reimbursed
• Assist for 16 hours throughout convention (Th, F, S): convention fee and 1 night hotel reimbursed

Convention Expectations of Miscellaneous Volunteers

Volunteer Duties

All areas of volunteer hours will be counted toward total hours.  This includes time spent moderating, at the exhibit booth, and at the registration desk.

• Assist for 8 hours throughout convention (Th, F, S): convention fee and parking will be reimbursed
• Assist for 16 hours throughout convention (Th, F, S): convention fee and 1 night hotel and parking will be reimbursed
• Student volunteers on Thursday will receive dinner that night

All volunteers will sign a sheet for their volunteer area to track the hours worked and compensation will be based on actual time worked.  They will be recognized at the annual business luncheon by the president.