New YorkState Association of Municipal Purchasing Officials, Inc. (SAMPO)

SCHOLARSHIP POLICY

The New York State Association of Municipal Purchasing Officials, Inc., hereinafter referred to as (SAMPO) established the “SAMPO Continuing Education Program” for the primary purpose of awarding scholarships to SAMPO members who are interested in furthering the development of their purchasing skills and professionalism.

ADMINISTRATION

Asadopted in the SAMPO By-Laws,the Scholarship Awards and Recognition Committee administer this program.A member of the SAMPO Board or another representative, as designated by the President of SAMPO, shall chair the Scholarship Awards and Recognition Committee.

QUALIFICATIONS

To qualify for a Scholarship a member must be active and in good standing (membership dues paid), and must have been an active member for a period of not less than one (1) year from the date of the application. SAMPO will require that an applicant certify in writing by their supervisor that funds to attend an event are not available from their employer. If a Scholarship is awarded in December for the following year, the applicant must renew their membership prior to Scholarship funds being disbursed.

Unless otherwise specified, Scholarships may include:

-Registration Fees

-Accommodations for the ‘base room rate’ at the host hotel. Ancillary charges such as room service, telephone, movies, etc. as well as any room upgrades to a ‘premium room’ are the responsibility of the member.

-Meals that are included in the cost of the registration

-Travel costs including mileage expense. Mileage will be paid at the IRS rate in effect at the time of the expense. A detailed Mapquest, Google Maps, or Yahoo driving directions type document must be submitted with expense claim for reimbursement.

-Registration fees, approved room charges, and meals included in the cost of the event will be paid directly by SAMPO.

-Scholarships can be used for all SAMPO sponsored events as well as the NIGP annual Conference

Applicants may not apply Scholarship funds toward the cost of a past event or meals that are not included in the conference. AllScholarship funds that are not disbursed shall be retained by SAMPO at the end of the year in which they are awarded. Scholarship recipients may be asked to volunteer at conferences.

SCHOLARSHIP APPLICATION

If Scholarship funding is included in the SAMPO budget, notification will be provided to the membership and applications will be accepted during the last quarter of the year for the following year. Annual Scholarships will be awarded at the December meeting of the SAMPO Board. Completed applications shall be forwarded to the Scholarship Chairperson or as directed on the scholarship notice. Failure to submit a complete application will disqualify the applicant.

Scholarship applications shall be reviewed by the SAMPO Board and consideration shall be based on two (2) categories:

  • SAMPO – accomplished volunteers. This is subject to verification by the SAMPO Board and Regional Representative. (Volunteers will be given preference)
  • SAMPO – general membership.

All application documents shall become the property of SAMPO and shall be held confidential.

AWARD

All applicants must individually apply for Scholarships on an annual basis.

The number and amount of Scholarships will be determined by the SAMPO Board annually. The Board reserves the right to delay Scholarship awards or approve additional Scholarships at any time.

Scholarships may be used to attend any number of SAMPO events within the guidelines of this policy but MUST be used within the fiscal year for which they are awarded. If an individual fails to use all or part of the award they shall forfeit therights to said monies, and the funds shall be returned to the SAMPO Scholarship Program fund.

-Scholarships may also be used to attend NIGP Events (ie: CPPB Review Classes). Members must pay up front and show proof of attendance for reimbursement. All items must be submitted with expense claim for reimbursement.

If a Scholarship recipient fails to utilize an award or fails to fully attend an event for which they registered, they will be ineligible to receive future Scholarship awards for a period of two (2) years unless waived by the Board..

Scholarships are non-transferrableand are not to be shared with other members. If a Scholarship recipient determineshe/she will be unable to utilize a Scholarship award, the Scholarship award shall be returned to the SAMPO Scholarship fund. SAMPO reserves the right to re-award any unused Scholarship Funds.

Please Note: Unauthorized use of the scholarship shall not be allowed. If someone shows up to utilized someone else scholarship they will be turned away or be required to pay by charge card.

Registration fees and/or lodging expenses will be paid directly by SAMPO. SAMPO reserves the right to book lodging at a designated hotel.

Receipts shall be required for reimbursement of all applicable and approved expenses not directly paid by SAMPO. In specific instances when an applicant is authorized through prior approval of the Board to obtain lodging on their own, applicants shall be responsible for obtaining government rates or better, where applicable. Reimbursement for allexpenses shall not exceed the total amount of the Scholarship award. All unused portions will be returned to SAMPO.

I certify that I have read and I understand the policy. - ______

Signature

2014 Scholarship Application

(TO BE USED FOR ANY SAMPO EVENT / NIGP ANNUAL CONFERENCE IN 2014)

Full Name of Applicant: ______EMAIL:______

Best Phone #: ______Fax Number: ______

Are you a current Active member in Good Standing (Dues Paid)? ______

How many years have you been a Member of SAMPO? ______

How many SAMPO Conferences have you previously attended? Spring ______

Western ____Long Island _____Last Conference / Year Attended? ______/______

Volunteer work at conferences during the 2013 year:

Moderated: How many classes ______and Identify Conference in 2013______

Helped with Vendor Area (Identify Conference in 2013) ______

Helped with Registration Desk (Identify Conference in 2013) ______

Other (Please explain)______

Current Employment Status

Name of Employer: ______Current Position/Title:______

Name and Telephone of Immediate Supervisor: ______

(ALL Applicants MUST submit a letter signed by their supervisor to confirm that funds are not available from your Employer)

Business Address: ______

______

Length of Employment _____ Professional Development Interests______

By signing this application, each person certifies that they have read and understand the SAMPO Scholarship program and guidelines, and by requesting funds to attend a SAMPO sponsored conference, an NIGP course (including CPPB and CPPO), or the annual NIGP conference; each person certifies such funds are not (or will not be) available through their Municipality/School District to pay for their attendance at such an event. All scholarship funds must be used within the current fiscal year and shall be awarded in accordance with the SAMPO Scholarship Policy as attached. All applicants must be a current member of SAMPO and must renew their membership for the year in which the scholarship funds are payable before funds are disbursed.

Signature: ______Date: ______

Supervisor Signature: ______Date: ______

Submit to: SAMPO Scholarship Chairperson – Donna Ball and Laurie Conley

E-mail: or