AIESEC Miami strives to achieve the mission and vision of AIESEC. We do this by working as a team towards accomplishing both national and local goals aimed towards the mission of AIESEC.
AIESEC Community
AIESEC Community consists of members, trainees, student nominees, alumni, board of advisors, partners, and corporate clients. We are dedicated towards bringing this community closer together by hosting cultural and social events, and by running the exchange program. By interacting with one another, we strive towards a common vision of cultural understanding and international co-operation.
AIESEC’s Mission
By developing individuals, we contribute to the development of our communities with an overriding commitment to international understanding and cooperation.
Member Expectation
Each member of AIESEC must fully comprehend the mission and values of the organization, must adhere to the structure and policies laid out in this plan, must perform his or her responsibilities, contribute to the goals of the local committee and participate in the mentorship program.
Rights of a member
Right to vote: Every member who has paid dues has the right to vote for the future Local Committee President
Right to apply for funding: Every active member may apply for conference funding for international and national conferences. Members who have not paid dues or who have not made payment arrangements with the VPF are not eligible to apply for funding. The amount of money each member receives is based on that member’s contribution to the Local Committee and decided among the Executive Board
New Member Expectations
A new member’s first semester in AIESEC is used as training and orientation. The new member utilizes this time to become familiar with AIESEC and its exchange program. New members must also prove that he or she understands the exchange process and will contribute to the goals of the Local Committee. The Executive Board will decide at the end of the semester whether the new member is qualified to become an active member of AIESEC. A new member will not be given active member status until the following expectations are met.
Membership Criteria (ALL MANDATORY)
- General (GM) MeetingAttendance
- ExChange (ΧΔ) Meeting Attendance
- Payment of Dues
- Regional Kick-Off Seminar (RoKS) Attendance
- Completion of at least one project
- Become Insight XP certified
- Attend at least one Cultural Event a semester
- Participate in at least one Reception Week activity
- Complete a Learning Plan
- Speak with an Executive Board member once a month
- Participate in the Mentorship Program
- Talk to someone new about AIESEC once a month (Encouraged)
Member Development Review Board
At the end of each semester, the Executive Board reserves the right to review members that are not living up to the ideals of AIESEC’s mission, values and goals. The Member Development Review Board is designed to evaluate a member’s participation within the organization.
Recognition of Outstanding Members
The following recognition programs will identify outstanding members and teams who have actively worked towards achieving team and local committee goals.
National Awards
Local committees as well as individuals are awarded for specific achievements during the year. These awards are distributed at the Winter Strategic Conference. These awards can be located in the file area in Flex. The Joann Boland scholarship provides funding to international conference. Applications are given out throughout the year and recipients are selected from the Joann Boland Scholarship Committee. For more information about this scholarship, go to the file area in flex.
Outstanding Achievement Award for the Local Committee
At the beginning of each semester, the Local Committee will set member recruitment and lead generation goals. If the goals are achieved, the Local Committee will receive the Outstanding Achievement Award. The goals set must be measurable in order to receive this award. Leads that are generated must be located in the area to count and must be reported to the Vice President of Incoming Exchange.
Outstanding Member of the Month Award
At the end of each month a member who has contributed to goals and growth of the Local Committee will be recognized for his or her achievements by receiving the Outstanding Member of the Month Award
Attendance Policy
Attendance is vital for the local committee to function properly and stay productive; however consideration is taken for personal or class related conflicts.
Excused absences include: sickness; study sessions; university meeting; heavy class work schedule for the evening; family or personal emergency.
24 hour notification is still requested if the situation allows or it will be considered unexcused.
Unexcused absences include: sleeping; dinner; work unless absolutely no possibility existed to schedule a different time and day; social activities.
Guidelines:
Respect other members and arrive to meetings on time. Meetings cannot be run efficiently if members are not on time.
- General Meetings (GM) – two unexcused absences are allowed; ExChange Meetings (ΧΔ) – four unexcused absences are allowed.
Four unexcused absences from any combination of meetings and the member in question will be asked to attend a Member Development Review Board.
* Member Development Review Board Applies to Experienced Members
* Attendance Policy includes ΧΔ Meetings and General Meetings for ALL Members
* If you miss a GM, you need to email the LCP
*If you miss a ΧΔ meeting, you need to email your VP (unless you are a NM, then send the email to the LCP as well)
Financial Policy
In General:
As the entire national organization has been managed around a set of goals that change according to each year’s needs, the local leadership also understands the importance of planning around the local contributions. Local committee leadership is committed to managing the local committee around these outcomes, yet also taking the time and need to invest in our own members, achieve our goals and improve the exchange program.
There are, however, a few things in addition to the goals that always need to managed:
- Customer Requirements
- Stakeholder relationships (BOA, alumni, university officials)
- Financial Management
- Member Development
All members, including officers and general members, must abide by the financial policies and regulations. Furthermore, the LC is also subject to the policies and regulations of AIESEC in the United States and MiamiUniversity.
The Budget:
The budget is the basis for administration of all revenues and expenditures for the LC. The budget also allows the LC to see if they are meeting their set goals. Budgets need to be created in order to allow each team to take the necessary means in enriching AIESEC without creating financial distress within the organization.
Every member of the LC, including the President and Vice-Presidents, must consult all expenses with the VPF prior to purchases. A request for reimbursement form must be filled out. These are found in the office. The Vice President of Finance and the President must inform each other of any potential expenses and maintain a close working relationship in regards to the budget.
Each team is responsible for creating a budget proposal. Each team’s budget allocation is a best estimate of the amount needed to accomplish the usual events and activities associated with their team. The Vice President of Finance and the Local Committee President will review each team’s budget and make the necessary adjustments.
All teams should work to minimize the expenses incurred in completing those activities and events. If leftover funds remain after the usual events and activities have been completed, the team is not necessarily “entitled” to spend the remainder of the allocated amount. Rather, the needs of the entire LC will be taken into account and the funds will be distributed accordingly.
The LC will work to improve its financial standing each year. The LC will budget for a surplus in their master budget each fiscal year and will work to maintain or exceed that fiscal surplus.
The Vice President of Finance and the Local Committee President (LCP) will review the official budget weekly. Revisions or adjustments will then be made. These revisions will be based on the previous month’s earnings, losses, and expenditures.
Prior to a request for any expenditure, the following considerations should be addressed;
- How does this purchase relate to the mission/vision of AIESEC
- Is there a less expensive alternative to this expenditure
- In the case that the expenditure is not accounted for in the master budget, are you willing to incur possible cuts in other areas to make up for the difference.
As the foundation of AIESEC is built on encouraging the future leaders of society and nourishing personal growth, creativity and innovation are vital aspects of the organization. AIESEC Miami realizes that not all great ideas and concepts can be foreseen when the budget is created; therefore the budget is dynamic. The VPF and LCP realize that every expenditure cannot be identified a year in advance and that knowledge will be taken into consideration when revising the budget on a biweekly basis.
Actual balances will be kept up to date. At the end of each quarter, financial statements will be revised. These include a balance sheet, an income statement and the statement of cash flows. A comparison between actual and budgeted expenditures will also be made and will need to be reported to the other vice presidents, LCP and the board of advisors.
Reimbursements:
Reimbursements will be given only for pre-approved and budgeted expendituresunless incredibly rare and unforeseeable situations arise in which this expectation proves to be impossible.
Expenditures must receive prior approval from the Vice President of Finance (VPF). The only way of doing so is by filling out a request for reimbursement and talking to either the VPF. Once the expenditure has been approved, the reimbursement can occur.
Unless otherwise specified by the VPF or LCP, NO reimbursements will be made where the receipts are more than a month old. Failure to submit the reimbursement request could result in categorizing the expense as a voluntary contribution to AIESEC Miami.
The VPF has the right to deny any request for reimbursement of expense if proper requirements are not met and the expense does not adhere with the goals and efforts of AIESEC Miami. In the situation where a reimbursement is denied, the VPF will explain the reason behind the rejection.In accordance to this, and to avoid possible conflicts, every prior expense must have prior approval granted by the VPF.
Procedure for satisfying the proper requirements for reimbursement:
Complete the “Request for Reimbursement Form” which can be found in the AIESEC office at all times in the Reimbursement folder; a copy of the form will also be attached in this structure, and another will be emailed to you. It will also be available on Flex under the Miami’s LC Folder. If for any reason you cannot find a copy of the reimbursement form, email Julie Zarack at .
The form must be filled out at least two weeks prior to the expenditure except in situations approved by the VPF or LCP. *If the reimbursement form is for a networking event, all paperwork must be handed to me three weeks ahead of time for approval since networking events need two weeks prior notice. The form is to be filled out as directed and MUST contain the appropriate signatures for approval: Your own, and that of your VP. Once completed, submit the request to the VPF directly or in the VPF’s mailbox and he/she will sign, log, and return the form once it has been approved or rejected. To reduce any discrepancies in communication, email Julie Zarack, , when you have turned in the reimbursement sheet.
Within one week following the expense, return the “Request for Reimbursement Form” along with the following to the VPF:
- The original receipt(s) or invoice with the purchase item(s) highlighted. There must be a proof of payment in order to receive a reimbursement. If the receipt doesn’t have your name or proof of payment you MUST fill out the “Request for Reimbursement Form”.
- A total dollar amount on the bottom.
Travel and Gas Reimbursement:
Reimbursement shall be made for gas expenses related to AIESEC activities. Such activities include driving to sales calls, travel to conferences, and retreats. Reimbursements shall be made on the basis of miles traveled and shall be limited to $0.15 (fifteen cents) per mile. Gas will be reimbursed according to a predetermined mileage agenda for one way or roundtrip travel. Receipts need to also be turned in. No longer will random receipts be accepted and the full amount be expected to be reimbursed, unless pre-approved by the VPF.
For gas reimbursements, fill out the gas reimbursement sheet instead of the other expense reimbursement form.
Conference Subsidizations:
Conference subsidizations are viewed as investments in the future of the LC. In order to ensure a maximum return on the investment, the following guidelines shall be followed:
- The amount of the subsidization given for each conference shall be dependant upon the current state of the LC, the strategic value of the conference, and the number of members attending.
- All requests for subsidization must be proposed to the Executive Board prior to the conference unless a uniform subsidization is to be automatically given to each member attending the conference.
- No subsidizations shall be given to a member prior to attending the conference.
- Members are encouraged to seek out additional sponsorship from external sources.
- Members seeking subsidization must attend all sessions during the conference. Absence from a session without a valid reason (this does NOT include “I was hung-over” or “I overslept” as valid reasons), as judged by the LCP and VPF, shall result in a $70 fine per day.
- The LC shall reimburse car travel expenses for members traveling in coordination with the rest of the delegation. (excluding WSC or SSC) Members traveling by air or by a separate car from the delegation are responsible for their travel expenses, unless specifically granted otherwise prior to travel by the LCP and the VPF.
- All subsidized delegations shall be responsible for reporting back to the LC their experiences and key learnings from the conference in the form of a written document to the Executive Board or a presentation at a General Meeting (GM) in order to receive the subsidization.
AIESECMIAMI
Request for Reimbursement Form
Statement of Purpose
The Request for Reimbursement form is to be used when a member wishes to be reimbursed for anAIESEC expenditure. The Reimbursement procedure is as follows:
- The purchase or expenditure must be approved by the appropriate VP and the VPF
- The Request for Reimbursement form must be submitted to the VPF two weeks prior to the purchase. (Networking events need a 3 week notice).
- This form must be completed thoroughly in order to be considered for reimbursement. The amount of the expense should be reasonably estimated.
- Once permission is granted or rejected, the form will be returned to the member as soon as possible. To reduce communication lags, an email and a phone call will also be sent to the member.
- Once the purchase is made, the form along with the receipt attached must be handed in within a month. You must attach the receipt for reimbursement!
Basic Information
Date of Request:______
Member’s name:______Phone Number: ______
Team:______
Expense Amount:______
Date of Expense:______
Expense Description: ______
______
______
______
Member Signature LCP or VP Signature
This request for reimbursement is:____ approved
____ denied
______
Julie Zarack VPF
AIESECMIAMI
GAS Request for Reimbursement Form
Statement of Purpose
The Gas Request for Reimbursement form is to be used when a member wishes to be reimbursed for travel expenses such as sales calls and conferences. The Reimbursement procedure is as follows:
- Travel expense must be approved by the appropriate VP and the VPF prior to the expense.
- The Gas Request for Reimbursement form must be submitted to the VPF two weeks prior to the purchase. (Networking events need a 3 week notice).
- Once permission is granted or rejected, the form will be returned to the member as soon as possible. To reduce communication lags, members will be called and emailed.
- The form along with the receipt attached must be handed in. Gas is reimbursed $0.30/mile.
Basic Information
Date of Request:______Team: ______
Member’s name:______Phone Number: ______
Reason for Travel:______
Travel Dates:______
Initial Location: ______
______
Final Destination:______
______
Mileage Used:______
Amount for Reimbursement:______
______
Member Signature LCP or VP Signature
This request for reimbursement is:____ approved
____ denied
______
Julie Zarack VPF
Assets:
Assets of AIESEC Miami must be managed in a manner to ensure maximum benefit to all its members as well as the future viability of the LC.
Under no circumstances will any member of the LC, specifically the LCP or the VPF, extend loans to another person, including other LC members or trainees.
Assets of AIESEC Miami shall be used with complete integrity in the support of the mission and vision of AIESEC. Any doubt to the intention and use of assets will be subject to review.
AIESEC policy prohibits any member of the LC to be a partner in any lease or co-lease agreement on behalf of AIESEC Miami. This helps prevent future problems that may threaten the financial stability of the LC.
All incoming checks should be made out to AIESEC Miami or AIESEC United States if applicable. Under NO circumstances should any checks be made out to an individual member of the LC. All AIESEC events will be paid through AIESEC and not through individuals.