as of March 2016
Contributions to the DPCA Travel Fund shall be considered to be ordinary donations to the DPCA for all purposes except DPCA budgeting and the ExCom’s authorization of disbursements. Thus, contributions to the Travel Fund must be governed by the usual laws and regulations (e.g. from US citizens only, not anonymous, not in excess of campaign limits).
The Travel Fund does not require a separate bank account. It is sufficient that the International Treasurer keep a separate accounting of donations to, and disbursements from, the Travel Fund. The International Treasurer should give a separate report to DPCA members on the financial status and activities of the Travel Fund.
The DPCA Executive Committee may not authorize disbursements from the Travel Fund for any purpose other than Travel Fund Awards, as described below, except as follows: The DPCA Executive Committee may make a one-time disbursement from the Travel Fund for an emergency purpose, by unanimous vote of the Executive Committee, and with timely notice to all DPCA members and prominence in the International Treasurer’s annual report.
The International Treasurer establishes and maintains the means of accepting donations to the Travel Fund. The International Chair has responsibility (which may be delegated) for promoting both voluntary contributions to the Travel Fund and the process of applying for Travel Fund Awards.
Timing Proposal: The International Chair should appoint a Travel Fund Committee of at least one Chair and four other members by January 1 of each year. By February 1 or ninety days before the next in-person meeting of the DPCA (whichever is sooner), the International Treasurer should inform the chair of the Travel Fund Committee of the amount of funds available in the Travel Fund. The Travel Fund Committee should work with the International Chair so that a detailed description of the awards available and the application procedure are available no later than the date that registration is opened for the DPCA meeting.
The purpose of Travel Fund awards is to provide partial, but not total, financial assistance for members to attend DPCA Global Meetings in person. Awards of $500 will be distributed to selected applicants to help offset their out-of-pocket costs.
Awards will not be granted for attendance at Regional Meetings or the Democratic National Convention.
Eligibility: All DPCA members (both voting and non-voting) in good standing are eligible to apply for Travel Fund Awards.
Application: An applicant must complete and submit an application form, which shall be provided by the Travel Fund Committee on the DPCA website. Information to be supplied by the applicant will include, but will not be limited to, a two-paragraph statement from the applicant detailing the applicant’s past and present involvement with DPCA at the chapter, country committee, and international levels, and describing the vision of the applicant’s future roles within DPCA.
Determination of Need: The applicant must give an indication on the application form of genuine financial need. No personal financial information will be collected by the Committee. The applicant must also provide an estimate of travel costs to the Global Meeting, to exclude lodging and miscellaneous expenditures.
Determination of Under-representation at Global Meetings: The applicant must provide information about the home Country Committee’s attendance at past Global Meetings and the applicant’s own history of attendance at past Global Meetings.
Sensitivity to Diversity: The applicant may voluntarily provide minority status information to assist the Committee in meeting affirmative action and gender balance goals, in line with recommendations established by the Diversity Committee. Diversity information will not be used as a primary factor in evaluating applications but will be used by the Chair as a tie-breaker in the event two applications are ranked the same.
Endorsements and Letters of Reference: Applicants who are not serving in elected positions within DPCA at either the international, country committee, or chapter level must provide a letter of reference from an elected DPCA member at the time of application.
Conditions of the Award: Travel Funds will be granted to recipients by the International Treasurer at the DPCA Global Meeting as reimbursement to ensure that the recipients are physically present for the entirety of the meeting.
The Chair of the Travel Fund Committee shall submit a written report to each in-person DPCA meeting, including: