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    NYSPA
    3 Pine West Plaza, Ste 308
    Albany, NY 12205
    Phone: (518) 437-1040
    Toll-Free: (800) 732-3933
    Fax: (518) 608-6650
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Policies

NYSPA Letterhead
The use of NYSPA letterhead is intended for internal purposes only. The NYSPA President or Executive Director are the only signatures authorized to appear on the stationery when mailing to anyone outside the Association, unless there is prior Executive Committee or executive director approval. This ensures policy statements are centrally coordinated and approved.


Work Requests

As the workload on the central office stack has increased dramatically with the rise in membership, and with divisions, committees and task forces buzzing with activity it is necessary to implement the following policy:

All work requests received in the central office must be in writing and require TEN working days to process. This is from the time the request is received in the central office until the job is completed. First come first serve basis. This includes, but is not limited to, typesetting, mailing, agendas, flyers, newsletters, memos, etc. Please call the central office for a schedule.

If you believe you have an emergency request that must be attended to sooner than ten working days, it will be necessary to obtain prior approval from the Executive Director.


Editorial Policy
The NYSPA Notebook welcomes articles and letters to the editor about psychology and events relevant to NYSPA's membership. It is distributed throughout the United States to psychologist members, politicians, other state associations and APA governance. The Notebook does not print unsigned letters, articles dealing with internal NYSPA issues or personal attacks on individuals.

Hard copy of submissions must be typewritten and double spaced. We accept submission in ASCII, word perfect disk format and e-mail. All material must be received in the central office by the stated deadline.

All letters are subject to editing for space, timeliness, relevance, grammar, spelling, punctuation, syntax, fairness and good taste.

The editorial board reviews articles submitted for relevance and length. The Executive Committee serves in an editorial capacity when a sensitive issue arises that cannot or should not be addressed by the executive editor or the editorial board.


Division, Committee and Task Force Reports
In order to streamline reporting procedures, a simple form follows to use in reporting your division committee or task force activities. If you produce written minutes, you may send them in place of the form. Reports submitted to the central office are included in the next available board packet.


Board Motion Procedures
Motions may be sent to the NYSPA central office at any time; however, to be considered for the next Board meeting, they need to be received 3 weeks in advance of the meeting date. All motions will be reviewed and placed on the Council or Executive Committee agenda as appropriate.

Motions received before the deadline will be reproduced and mailed to all Board members, along with the Council of Representatives meeting notice. Board representatives are asked to discuss the proposed motions with their regional affiliate, division, committee or task force. Any individual Board member may contact the maker of the motion independently, and informally offer their comments or opinion.

Agenda Items Procedure
Agenda items, information only, should be submitted to NYSPA central office at least four weeks prior to the next board meeting. They will be reviewed and placed on the Council or Executive Committee agenda as appropriate.


Contract Signing
No member, representative, division officer, committee chair, or individual Council member may take any action to bind, commit or represent the Association without the approval of the Association's treasurer, executive committee or executive director.

If you are planning a meeting or a workshop or are party to any arrangement on behalf of NYSPA where a contract requires a signature, please contact the central office.


Equipment Purchase Or Lease
Any contract, lease or equipment purchase must have prior approval of the Executive Committee. Equipment is the property of NYSPA and is to be purchased through the NYSPA central office. Equipment is defined as assets used in the division, committee or task force operations having an estimated useful life of one year or longer, or a value of $250 or more.


Use of the NYSPA Name, Acronym or Logo
Since the name of the Association, its acronym and logo, represent the full membership of the Association, and because the use of these symbols may imply an approval and endorsement by the full Association, and because only the President, elected by a majority of the voting members, and the full body of the Council of Representatives do so represent the full membership; only the President, Council of Representatives or executive director shall have the authority to designate the use of the name, acronym and logo of the Association.

Divisions, committees, and task forces are integral components of the Association. Any legal or financial liability generated by them may be imputed for legal purposes to the Association as a whole.

No member, representative, division officer, committee/task force chair or individual member of Council may independently use the name of the Association, the acronym "NYSPA" or the logo of the Association without prior approval of the president, executive director or council of representatives which may act through its executive committee. Any and all materials which include NYSPA's name, acronym, logo or the name of any division, committee or task force must be submitted to the executive director for approval prior to printing.

This rule shall also apply to the use of letterhead in any form, the production of books, materials, psychological testing materials, radio or television productions, videotaping, audio taping, Internet communications, etc. Any profits realized through the use of NYSPA's name, logo, or aegis belong to no one privately.

This rule shall not be interpreted to prevent individual members of NYSPA from identifying their membership in the Association or their holding office or position in the Association as part of their personal credits. This rule does not prevent members representing a group within NYSPA, a region, committee task force, etc. from identifying or representing their constituencies, with appropriate approval of that constituency. But such representation shall make clear that representation is of a group within the Association, and not the full Association unless prior approval is received.


Mailing Label Requests

The cost for a private advertiser to purchase mailing labels is $700 for a whole or partial list. A copy of the mailing piece and payment must accompany the Mailing List Rental Form. Labels are provided for a one-time use only and are to used exclusively for the purpose specified in the request.


Application for Budget Allocations
The goal of budgeting is to strengthen our financial efforts in support of priorities established by NYSPA's Council of Representatives. All committees and task forces requesting funds must complete an Application for Allocation of Funds for a budget for the fiscal year.


Reimbursement Policies
All requests for reimbursement from the NYSPA central office must be made within 30 days of incurred expense using the NYSPA Reimbursement Form and be accompanied by an original receipt. No exceptions are made.

Requests for reimbursement must be submitted within 30 days of incurring the expense. This is so that we can continuously monitor our expenses throughout the year and make budget adjustments if needed. Requests for reimbursement submitted beyond 30 days may be denied or subject to a penalty of 10 percent per month. [Approved by Council March 2009]

All requests for reimbursement of expenses related to NYSPA business must first be approved for payment by the appropriate committee chair, division treasurer, or NYSPA treasurer. Requests must be verified by the appropriate designee that charges are actual, reasonable and necessary for NYSPA business.  The designee=s signature on the voucher confirms verification of the reimbursement and requests approval for payment from the NYSPA Treasurer.   

Travel Reimbursement Policy

Travel appropriations are allocated for actual, necessary and reasonable expenses in the performance of official NYSPA duties including the business of Council, Committees and Divisions [Approved September 2014]. NYSPA reimburses members and staff only for authorized travel in the amount of the actual expense or at the following rates, whichever is less:

Those traveling to NYSPA meetings including Executive Committee, Council, Committee and Divisions meetings [Approved by Council September 2014], whose flight and/or lodging are paid, in full or in part, by NYSPA will be sent one reminder approximately 6 weeks before the meeting to book their travel and lodging with NYSPA’s travel agent. This notice will include the "best price" rate that is currently available. NYSPA will only pay or reimburse the member for amounts up to these "best price" rates unless the cost of the flight increases within one week of the reminder. If this happens, NYSPA will pay the higher fare if the member booked his/her flight within one week of the reminder. If a member choses alternate options or books their travel later and is unable to get the previously quoted "best price" rates, the member is responsible for paying the difference between the "best price" rate and the charges for their travel and/or lodging. Airfare is non-refundable so if a member books and cancels then they are responsible for the cancellation cost unless there are extraordinary circumstances. [Approved by Council January 2012]

Airfare:

NYSPA will not reimburse travel for council members to fly from another state to NY to attend Council meetings [Approved by Council March 2010]

Airfare and hotel accommodations are to be booked by NYSPA through our travel agent and will be charged directly to NYSPA’s credit card. [Approved by Council March 2009]

Public Transportation, Mileage and Parking:

Public transportation will be reimbursed in full (i.e. taxi, bus, subway, etc). The exception is taxi fare from the airport. 

NYSPA will reimburse for ground transportation to/from JFK or LaGuardia airport up to the current fare for the Airport shuttle bus between the airport and midtown Manhattan. This will become effective January 1, 2013. [Approved by Council November 2012]

Members who drive to meetings may bill NYSPA for costs at the rate of $0.40 per mile. [Approved by Council March 2009]

Parking is covered in at a maximum of $30/day. [Approved by Council March 2010]

Lodging:

Overnight hotel stays before or after meetings require prior approval.  When possible and price permits you are encouraged to take the early morning flight and return the same day. 

Council members traveling more than 75 miles to attend meetings will be reimbursed for hotel expenses (1 night at the host hotel.) Those traveling 50 to 75 miles and attending at least 2 NYSPA wide meetings (Council, Exec, and Legislative) have the option of being reimbursed 50% of the cost of one night at the host hotel. For those who are members of both Legislative Committee and Council, the cost of reimbursement will be split between the 2 budget lines. In addition to Council, Exec and Legislative Committee members, eligibility for reimbursement on the basis of attendance may be granted by invitation of the President (for Council), and the Legislative Chairs (for LC Funding).  People traveling less than 50 miles to attend meetings are not eligible for NYSPA hotel funding with the exception of the current President, and necessary accommodations for persons with disabilities. [Approved by Council March 2009]

There will be no reimbursement for travel or hotel expenses for Council of Representative or committee or division meetings held at the convention. [Approved by Council March 2009]

Incidental Expenses

Food is often provided at meetings, but other meals during travel for NYSPA are not reimbursed by NYSPA. Divisions, committees, etc., may charge their budget for food for meetings, or meetings can be held in a variety of venues. Alcoholic beverages are never reimbursed by NYSPA. [Approved by Council March 2009]

Special Dietary Needs

NYSPA will do its best to accommodate special dietary needs for meetings and events, but requests must be made 10 days in advance cannot be guaranteed. If requests cannot be accommodated, the member will be contacted 48 hours prior to the event so they may make their own arrangements. If a special dietary meal exceeds the cost of the standard meal being offered, the participant will be required to pay the difference. [Approved by Council November 2013]

Donations

If a Division wants to make a donation, for example to a scholarship fund, the President or Treasurer of the Division must submit a request form so that the donation is made via a NYSPA check. Individual members will not be reimbursed for donations made via a personal or business check. [Approved by Council November 2013]

Informational Items

Any equipment or supplies purchased that can be used by other committees/divisions must be returned to central office following authorized use so they may be available for others future use.

NYSPA does not reimburse anticipated expenses (air tickets purchased in advance will not be reimbursed until after flight occurs, etc.). 

The above referenced polices are strictly adhered to. Requests for reimbursement which do not meet the above criteria will be returned unreimbursed. No exceptions will be made.