Grand Council Delegates, Including Undergraduates
All Grand Council members, including undergraduate delegates, need to follow the steps below to ensure they are properly registered:
Step 1: Confirm you are listed as a member of the Grand Council.
Step 2. If you are an undergraduate delegate and are not listed at the link noted in Step 1, have your Grand Praetor email Lucy Bauer to get you on the list.
Step 3: Register for Grand Council by June 1.
Step 4: Review the covered costs and expense reimbursement guidelines below.
Step 5: Book your flight to Grand Council using Blue and Gold Travel's Concur reservation tool (if applicable).
Step 6: Review the proposed legislation in advance of the Grand Council meeting.
Step 7: Attend the 2018 Grand Council meeting. Undergraduate delegates need to be at Grand Council for a 4 p.m. June 22 orientation; all others need to be at the event for the start of the first business session that day at 5 p.m.
Step 8: Submit reimbursable expenses with receipts before June 30, 2018.
To view a list of Grand Council members, please click here. If there is an issue with the list of members of the Grand Council, please contact Headquarters staff at email@example.com or by phone at (847) 869-3655.
Covered Costs and Expense Reimbursement Guidelines
The below guidelines apply only to Grand Council members, including undergraduate delegates.
What travel costs are covered by the Fraternity?
The cost of the lowest available round-trip airfare booked at least 21 days advance will be covered by the Fraternity, provided you book through Blue and Gold Travel's Concur reservation tool. Any travel booked on your own will not be reimbursed. If you have difficulties or questions, please contact Natalie Konowal, senior director of conference services and travel, at firstname.lastname@example.org.
The Renaissance Chicago O'Hare Suites Hotel offers a complimentary shuttle to and from Chicago O'Hare International Airport. Other transportation expenses between Chicago O'Hare International Airport or Chicago Midway International Airport and the Renaissance Chicago O'Hare Suites Hotel are not covered by the Fraternity and are not reimbursable expenses.
If you drive your own car, you can be reimbursed at a rate of $0.35 per mile round-trip from your home to the hotel. The total amount reimbursed cannot exceed the cost of the lowest available roundtrip airfare booked at least 21 days advance.
What lodging costs are covered by the Fraternity?
Your hotel room reservation will be made by the Fraternity after your registration; there is no need to reserve your own room and reservations made on your own will not be reimbursed.
Your hotel room charges will be billed directly to the Fraternity for the meeting dates only. If you share a room with another Grand Council member over the meeting dates, the entire room cost will be covered by the Fraternity. If you request a single room or will be sharing a room with a non-Grand Council member, you will be required to pay half of the room cost each night over the meeting dates upon checkout.
If you choose to check out on June 24, you must attend the Significant Sig Award banquet in its entirety in order to have your room cost covered by the Fraternity, subject to the guidelines above, for the night of June 23.
If you are arriving early to participate in the Executive Committee meeting on June 21, your room cost for the night of June 21 is covered by the Fraternity subject to the guidelines above.
What meal costs are covered by the Fraternity?
All meals are covered by the Fraternity throughout the meeting, including: a working dinner on June 22, the Order of Constantine reception, breakfast and lunch on June 23, and the Significant Sig Award banquet. Meals, snacks and beverages purchased outside of those listed are not reimbursable expenses. There will also be a cash bar at the Order of Constantine reception and the Significant Sig Award banquet; these of course are also not reimbursable expenses.
Please note: the Significant Sig Award banquet is free for all Grand Council members, but is not automatically included in your registration package. Please make sure to add this event to your itinerary if you plan to attend.
What expenses can be submitted for reimbursement by the Fraternity?
Grand Council expenses must be submitted no later than June 30, 2018, as this marks the end of the Fraternity’s fiscal year. Expenses received after June 30 will not be reimbursed. Costs covered by the Fraternity that are not reimbursable are explained in the tabs above.
The following expenses can be submitted for reimbursement by the Fraternity.
- The cost for one airline checked bag fee each way, with receipt;
- Travel to and from your home airport at $0.35 per mile;
- Parking at your home airport, using the most economical method with receipt; and/or
- Driving mileage at a rate of $0.35 per mile roundtrip up to the cost of the lowest available round-trip airfare booked at least 21 days advance.
Expenses other than those explicitly listed above are not reimbursable. These include, but are not limited to:
- Registration fees for guests;
- Local parking expenses upon arrival in Illinois;
- Flights booked outside of Blue and Gold Travel's Concur reservation tool;
- Driving mileage exceeding the cost of the lowest available round-trip airfare booked at least 21 days advance;
- Gas for those driving, as mileage reimbursement is offered instead of gas expenses;
- Transportation in the Chicago area to and from the hotel and/or airport;
- Meals and snacks;
- Dry cleaning;
- Room service;
- Copies or faxes;
- Room deliveries; and
- Room internet charges.