212º and 360º

Logistics: 2014-2015

®

National FFA Contact Information

Austin Large, 212º & 360º Education SpecialistConference Questions/Comments

Facilitation and Coaching

Office: (317) 802-4226 Cell: (559) 696-4718Email: alarge@ffa.org

Kim Henry, 212º & 360º Program ManagerTravel , Expense Reports, Payroll and Supplies

Office: (317) 802-4362 Cell: (317) 441-4729Email: khenry@ffa.org

Pay and Reimbursement Timeline

2014 Pay Dates You will be paid during the pay period

that coincides with your first date of travel.

You will receive an updated list for 2015 conferences.

Updated Expense Report All expense reports must be mailed to

Kim within 30 days after the conference. Expense reports will be processed 7-10

days after they are received.

Expense ReportReimbursement Specifics

National FFA will pay for:

Transportation to and from the airport ($0.56/mile or cab fare if necessary)

Parking at the airport (economy only)

Baggage fees (up to one checked bag, not responsible for overage charges)

Meals during travel times (max $40--includes appetizers, soft drinks and tip)

National FFA will not pay for:

Alcoholic purchases and/or tobacco purchases

Please remember to…

Fill out expense reports chronologically and electronically. Any handwritten reports will be returned.

Sign your expense reports. Any unsigned reports will be returned.

Enter all meals for one day on the same line. The worksheet will do the math for you, capping the expense at $40/day.

Receipt Specifics Itemized receipts are required for all expenses. (Note

that credit card statements are not valid receipts.)

Mark out any non-reimbursable items on your receipts. Write the total amount for reimbursable items at the bottom.

In the rare event that you need to expense a group meal, list first and last names of each included person on the back of the receipt. (Group meals must be entered as a “miscellaneous” item on the expense report.)

Staple all receipts in chronological order to the back of your expense report and mail to Kim.

Flight Arrangements You will need to fly in one day early for your first assigned conference

in order to adequately prepare for the season with your facilitation partner. Please work with Kim to confirm lodging.

You must book airline tickets directly through Carefree Travel at (800) 528-4557 at least 25 days in advance.

Please be a good steward of sponsor dollars by booking the most affordable flight (while still considering time constraints).

Tickets over $650 will need special approval.

If you need to return to a different location than your departing city for personal reasons, note that you will be responsible to pay the difference in ticket cost.

Once Kim receives all facilitators’ ticket confirmations, she will send a group email with arrival/departure times and rental car information.

Driving Arrangements If driving to a conference with a personal vehicle, mileage will be reimbursed up

to, but not exceeding, an airline ticket purchase.

One team member will be responsible for booking rental cars for your conferences (if needed). Please discuss within your team who will be responsible for this. (Must be 21).

Note that upgrades and GPS rentals are prohibited unless previously approved by Austin or Kim.

National FFA’s insurance will be used in lieu of the rental company’s insurance. (See Auto Insurance Card)

All rental car expenses should be paid out of the organization’s corporate account (already on file). If there are any issues in using this account number, please contact Kim immediately.

If you are driving to the conference with a personal vehicle, we ask that you plan to pick up all additional facilitators at the airport. If this is not possible, please notify Kim no later than 25 days before the conference start date.

Hotel Arrangements Each state is responsible for booking facilitators’

hotel rooms. If the state does not leave a credit card on file, please contact Kim immediately.

Other hotel rooms to be expensed must be given prior approval by Austin or Kim.

When possible, rooms should house 2-4 same-gendered staff members each.

Rooms should not exceed $150/night.

Emergency Travel Contacts If there is an issue with your flight, please

contact: Travel Leaders of Indianapolis during office hours at

(800) 528-4557. Travel Leaders Emergency after hours at (888) 844-

6304. If the agent asks for a VIT code, please use L2P.

For all other travel issues, please contact: Kim Henry during office hours at (317) 802-4362 or

after hours at (317) 441-4729. Austin Large during office hours at (317) 802-4226 or

after hours at (559) 696-4718.

Pre-Planning One facilitator is assigned for each conference responsible for

the following before each assigned conference: Initial Email: Brief Introductions Initial Phone Call: Registration Information 30-Day Phone Call: Specific Conference Information 10-Day Phone Call: Travel Plan Confirmation

Pre-Planning Call Sheets

Please keep notes during all phone calls. You are required to confirm the conversation and email all information to the conference teams within 24 hours of the call. Please copy Austin and Kim on these emails.

Conference correspondence should ONLY take place between the designated facilitator and the state staff. If you are contacted about the conference—and you are not the designated facilitator—please immediately direct questions/comments to the designated facilitator.

Designated Facilitator: During Conference

It is the responsibility of the designated facilitator to ensure that all teams send the following back to FFA before departure from the conference: Evaluations (Student and State Staff) Sponsor Thank You Cards Any Unused Supplies – Student Packets & conference supplies

Please use the shipping labels (shipped in the supply boxes) for delivery. The address for the National FFA Merchandise Center is 5155 Technology Way, Indianapolis, IN 46268.

Designated Facilitator: Post-Conference

Formally introduce the facilitation teams to the state leader(s) Formally introduce the facilitation teams to the present state

officers

Supplies All conference supplies will either be shipped to the

conference or provided in your trainer bag.

If you run short on supplies in your training bag, please contact Kim before making new purchases, as we may have the extra items on hand.

If it is necessary to make a purchase, please note that all conference materials are the property of National FFA. These purchases must be sent to National FFA following your final conference.

Left over supplies from each conference should be shipped back using the return shipping label. Please be sure to organize these supplies before mailing back.

Dress States select participant

attire during conferences (verified by the team captain).

If students will be in official dress, facilitators will wear business professional attire.

If students will be in casual dress, facilitators will wear business casual attire.

Business Professional General Guidelines: Male – (1) Suit with dress shoes. (2) Sports

coat, slacks, tie, dress shirt and dress shoes. Female – (1) Pants suit and dress shoes. (2)

Suit jacket with dress and dress shoes. (3) Suit jacket with dress blouse/sweater, skirt/slacks and dress shoes.

NOTE THAT A SPORTS COAT OR SUIT JACKET IS REQUIRED FOR BUSINESS PROFESSIONAL ATTIRE OPTIONS.

Business Casual General Guidelines: Male – Slacks, collared shirts, sweaters,

loafers or leather deck shoes. Female – Slacks, blouses, sweaters, skirts,

dresses, loafers, flats.

Prohibited Items:Jeans or “jean-type” pants, shorts, sleeveless shirts/dresses, flip-flops, tennis shoes, clothing with offensive logos/graphics, revealing clothing.

If applicable, please ensure that facial hair is professional and well-groomed. Note that any visible tattoos or piercings should be covered or taken out while at the conference. (Some exceptions may apply; please contact Austin for approvals.)

Missing a Conference Remember that in agreeing to facilitate 212º & 360º

conferences, you have committed to making student growth a top priority this season. We will work with you individually to provide explanation letters to professors/employers who indicate scheduling conflicts.

If you absolutely cannot attend an assigned conference, it is essential that you contact Austin or Kim immediately with an explanation of your scheduling conflict. If the conflict cannot be resolved, Austin or Kim will identify a replacement facilitator. Please note that if your airline ticket has already been

purchased, you may be responsible for the $150 change fee and/or the cost of a new airline ticket.

Communicating with National FFA

You are expected to check email and voicemail daily.

All communication from National FFA must be returned within 24 hours of receipt. If you will be on vacation, without cell/internet service, etc.

for a period of time, please notify Kim and Austin prior to this occurrence. Please also set an automatic response on your voicemail/email for the sake of state staff.

Please note and meet any action item deadlines within emails.

Failure to abide by these guidelines may result in disciplinary action from FFA and may negatively impact

future employment opportunities through the organization.

Thank you for helping us ensure that this is a successful 212◦ & 360◦ conference season.