Proposed Revision of the EGP Reimbursement Rules 1. History and the process The Autumn Council in Malmö 2009 decided on an increase in membership fees to a level sufficiently high enough for EGP to receive the maximum European Parliament (EP) grant amount, which saw high increases over the period 2010-2014. That was a wise decision by that Council and made it possible for EGP to receive the maximum EP grant for the period. That decision also included that EGP would not ask for extra contributions for the election campaign in 2014. The Working Group EGP Statutes (2010/2011) discussed and decided that a revision of the membership fees and reimbursement rules should take place after the EP elections 2014. The installed that WG on Finances in June 2014 following the decision of Brussels Council 2013. A motion was tabled to the Istanbul Council in November 2014 that proposed a revision of the reimbursement rules and the introduction of an own contribution of participants to their travel and accommodation costs. That motion was rejected. Subsequently, the discussed the proposed changes with the Financial Advisors and the treasurers of the EGP Member Parties in February 2015 where a majority of the treasurers supported these proposed changes. The now presents this revised proposal for adoption at the Spring Council meeting in Zagreb. 2. Revision of the Reimbursement Rules In Istanbul a majority of the Member Parties principally supported the introduction of the principle of an own contribution to the participation costs. Hence, the proposes sticking to the 15% contribution to the participation fee for everyone. Taking into consideration the arguments brought forward particularly by smaller Member Parties, regarding the level of own contribution to the travel costs, the decided to propose an own contribution of 10% (instead of 15) to the Spring Council 2015. The following adjustments to the current reimbursement rules are proposed: 1. To extend the reimbursement rules for Full Member Parties to Candidate Members. 2. To extend the Council reimbursement rules to all other meetings the EGP organises. 3. To introduce the principle of own contribution: 3.1. For those entitled to reimbursement of participation costs, an own contribution of 15% of the participation fee will be asked. 3.2. For those entitled to reimbursement of travel costs: 3.2.1. An own contribution of 10% of the travel costs incurred will be asked. 3.2.2. As soon as a party receives state funding or has parliamentary representation, an own contribution of 25% of the travel costs incurred will be asked. 3.2.3. Own contribution to travel costs will only be asked after two years of becoming eligible for reimbursement. 4. To apply the criteria for reimbursement more strictly, reimbursement will only be payable after prior approval by the EGP office of the amount; efforts must be made to guarantee the cheapest fare (by example through early booking). 5. There is no change to the rules for Associate Members; in principle they are not eligible to receive reimbursement, but individual requests can be awarded. Page 1 Introduction to the proposed changes to Reimbursement rules Prepared by the EGP
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 Extract from the EGP Rule Book Article 6.5 6.5 Disciplinary Measures 6.5.1 Members which fail to meet the specified membership criteria or other obligations or which act in such a way as to bring the European Green Party into disrepute may be subject to disciplinary measures unless or until the situation is resolved. 6.5.2 The is responsible for evaluating any such alleged failures or acts and shall inform the Council of the problem and any such disciplinary measures as they consider appropriate. An overview of any disciplinary measures proposed shall be presented at the beginning of each Council meeting. 6.5.3 The may propose to the Council the following disciplinary measures to be adopted for a specified period: withdrawal of speaking rights in EGP meetings, including Council meetings; withdrawal of voting rights in EGP meetings, including Council meetings; withdrawal of participation in EGP meetings, including Council meetings; withdrawal of access to information; suspension or withdrawal of Membership. 6.5.4 The Council shall vote on each such proposal by a two-thirds majority of the Allocated Votes with the exception of the suspension or withdrawal of Membership which requires a three-quarters majority of the Allocated Votes. 6.5.5 In the case of non-payment of Membership Fees, the, acting on the advice of the Treasurer, is authorised to withdraw voting rights of that Member prior to the opening of each voting session at the Council. 6.5.6 Council are informed on any proposed measures as soon as possible by mail or email. Proposals for withdrawal and suspension of Membership are announced to the Council three months ahead of the Council. 6.5.7 At the Council the presents its proposal for the proposed measure. The concerned party has the right of explanation and presentation of its point of view. Page 1 Extract from the EGP Rule Book
30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 Annex J Reimbursement Guidelines for EGP Council Preamble The European Green Party is an international organisation. It organizes international meetings and values the opportunity that face to face meeting gives for the functioning of the Green family at large, the networking and exchange of knowledge and experience. As a consequence travel forms an integral part of the activities. Wherever possible the European Green Party will try to diminish travel and will try to maximize resource efficiency and minimize environmental footprints. All of its travel activities shall be compensated by carbon offset programme payments. The shall designate the carbon offset programme, reviewing the carbon offset programmes from time to time. European Greens Member Parties are encouraged to organize carbon offset for travel to or on European Green Party matters, as well. General information The European Green Party is an international not for profit organisation that is subject to Belgian law and operates according to the regulation on the financing of political parties of the European Parliament. Everyone who undertakes travel approved by the European Greens and the Treasurer or the Secretary General will be reimbursed costs. This applies also to the European Greens members and European Greens staff. 1. All reimbursement requests shall be submitted to the European Green Party office within one month of the activity. 2. The reimbursement form shall be sent to the EGP office by post with the original receipts and flight boarding passes attached. 3. Reimbursement shall only be made for those qualifying expenses for which receipts have been submitted. 4. It is recommended that copies of receipts submitted with the Reimbursement Form, be retained, until payment is received. 5. The European Green Party Reimbursement Form shall be used for all reimbursements. The form can be requested from the EGP office either by email [europeangreens@europeangreens.org] or by telephone +32 2 626 07 20. 6. Reimbursement will be made by Bank transfer. 7. To ensure prompt reimbursement, please supply all bank details required as indicated on the official European Green Party Reimbursement Form. Travel The European Green Party recommends using the travel mode that creates the least carbon footprint, e.g. train/boat/bus/bicycle/foot. Examples of footprint calculators can be found below and are included in the reimbursement form. If travels benefit a frequent travel programme the travel points accumulated through EGP shall be used for EGP. Accommodation Page 2 Extract from the EGP Rule Book
75 76 77 78 79 80 81 82 83 84 When choosing accommodation the European Green Party recommends hotel/lodging that is mindful of its environmental and social and economic responsibility. If accompanied by a spouse, partner, family member or friend who is not otherwise eligible for reimbursement, that person shall pay the extra costs for the double or twin room. Other Costs All other costs are subject to reimbursement after approval by the Treasurer or Secretary- General. Page 3 Extract from the EGP Rule Book
85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 Annex K Financial Guidelines for Working Groups and Networks The following shall be guidelines for the financial management of working groups and networks of the European Green Party (EGP): BUDGET AND PROPOSED PROGRAMME OF ACTIVITIES An outline of the proposed activities of working groups and networks shall be submitted to the Treasurer and the EGP for approval in advance and shall be endorsed by the Council in the European Green Party Activities plan. Working groups and networks shall submit an annual estimated budget to the Treasurer in September for the following calendar year. The activities in the draft budget:! shall contain the draft details of the event(s) for the year;! shall have a clear European outreach, although the event may address an issue of local impact it has to hold implications for the European Union and Europe as a whole;! shall focus on any issue which is relevant to members of the network or to the remit of the working group;! shall not be in support of funding national Member Parties;! shall have as their focus, public and/or party education in a specific area of Green policy;! shall include draft details of the costing of each event;! shall indicate the target population and details of target population and projected number of attendees. Such items as travel costs; speaker costs, including accommodation, food/meals, administration, venue rental, publicity are eligible for reimbursement. Changes in the draft programme that have a considerable impact on the budget must have the approval of the Treasurer and the EGP no less than one month prior to the event. Working group and Network funding is primarily for the organisation of meetings. Other projects, such as publications or research, shall be submitted in detail in September of the year prior to commencement of the project, for consideration by the Treasurer, the Secretary General and the EGP. REIMBURSEMENT Reimbursement shall be in accordance with the Reimbursement Rules for the European Green Party. Specific to reimbursement for working groups and networks:! The official European Greens Reimbursement form shall be the only means of reimbursement request;! Reimbursement requests shall be reasonably in line with the approved draft budget or the revised, approved budget;! Reimbursement Forms shall include at least one copy of the programme for the event, noting that the event is presented with the financial support of the European Parliament ;! A short report of the event shall be sent to the Secretary-General and the EGP member responsible for said working group or network; Page 4 Extract from the EGP Rule Book
129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146! Reimbursement forms shall be completed, accompanied by the relevant original invoices and sent, as indicated in the Reimbursement Rules to the European Green Party office in Brussels;! Reimbursement Forms shall include, but not be limited to, the speakers expenses (with the exception of MEPs, who shall assume responsibility for their own costs); suppliers or vendors; supplies and printing and advertisement which may have been paid by the organiser(s) of the event;! Reimbursement Forms shall be sent within one month of the event, unless specifically agreed otherwise with the EGP Treasurer;! Reimbursement Forms not submitted within three months of the activity shall be in danger of non-reimbursement. PUBLIC MATERIALS MUST MENTION With the financial support of the European Parliament All programmes, agendas, announcements, invitations, advertisement flyers, posters, etc., shall contain the phrase with the financial support of the European Parliament. Page 5 Extract from the EGP Rule Book
147 148 Fee Category Annex L Overview of the Travel Reimbursement Rules Full Member Candidate Associate a) 400/500 Two (Four) No reimbursement b) Two (Four) 800/1000/1200 c) 1500/1600 Two (Four) d) 2000 + No reimbursement Financial advisors Guest /Speaker Working Groups/ Networks TRAVEL DISTANCE Less than 500km 2 nd class train return No reimbursement 2 nd class 2 nd class train return train return More than 500 km 2 nd class train or plane return 2 nd class train or plane return 2 nd class train or plane return ACCOMMODATION Fee category (a) Accommodatio No reimbursement Fee category (b) n: (may be asked to share room) Fee category (c, d) No reimbursement Accommod Accommod ation (may ation be asked to share room) REGISTRATION FEE Fee category (a) Yes No Fee category (b, c, d) No 149 150 Page 6 Extract from the EGP Rule Book
Amendments to the Rule Book on travel reimbursement Party Lines Action Current Text Proposed Amendment Explanation/Comment 1 De Groenen 16 add a new withdrawal of reimbursement rights; It is a current practice of the committee to deny point reimbursement to of member parties who default on the obligation to pay the membership fee. 1. Member parties which default on their membership fee and have full reimbursement rights don t have the means to pay for these costs. Withdrawing their reimbursement rights will in practice withdraw their right to participate in meetings including the council. This is an undesirable consequence since member parties are obliged to regularly attend council meetings. 2. The practice of the committee is a breach of the spirit of the current article 6.5.3 which says that only the council can withdraw participation rights. By denying reimbursement the committee is curbing participation rights of member parties without approval from the council. By adding this bullet we eliminate any remaining doubt about this interpretation. 2 De Groenen 21-23 delete 6.5.5. In the case of non-payment of Membership Fees, the, acting on the advice of the Treasurer, is authorised to withdraw voting rights of that Member prior to the opening of each voting session at the Council. 3 EGP 31 replace Reimbursement Guidelines for EGP Council Reimbursement Rules of the European Green Party 1. If a member party isunable to pay its membership fee the concerned party should have the right to present its financial situation to the council and explain the reason why it cannot fulfil its obligations. After that the council can discuss if withdrawing the right to vote is an appropriate measure in the given circumstances. 2. The committee lacks transparency about the use of this article. It withdraw 3 of the 98 allocated votes at the council in Istanbul but didn t inform the council about which member parties this concerned. A written inquiry from De Groenen about this matter has until now left unanswered by the committee. The revised reimbursement rules would also include the guidelines for reimbursement to other meetings EGP Council, Zagreb, 15-17 May 2015 / Amendments to the Rule Book / to be voted on 1 of 2
Party Lines Action Current Text Proposed Amendment Explanation/Comment 4 EGP 5 EGP 6 EGP 7 EGP 8 EGP 9 EGP 10 EGP 11 EGP 12 EGP 49-51 replace Everyone who undertakes travel approved by the European Greens and the Treasurer or the Secretary General will be reimbursed costs. This applies also to the European Greens members and European Greens staff. 51 add after line 51 61 replace (editorial) 66 add a new point Everyone who undertakes travel approved by the European Green Party or the Treasurer or the Secretary General will be reimbursed costs (fully or partially). This applies also to the European Green Party members, European Green Party staff, Finance Advisory Board and Conciliation Panel and other European Green Party bodies. Reimbursement for participation in EGP meetings, including Council meetings, will only be payable after prior approval by the EGP office of the amount; efforts must be made to guarantee the cheapest fare (by example through early booking). europeangreens@europeangreens.org reimbursement@europeangreens.eu editorial change 70 delete Examples of footprint calculators can be found below and are included in the reimbursement form. 70 reposition (editorial) EGP provides reimbursement of 85% of the participation fees in EGP meetings for parties eligible for reimbursement. currently part of the annex L Reimbursement for travel distance less than 500 km is only provided for the 2nd class train return tickets and for travel distance of more than 500 km for the 2nd class train or plane return ticket. 70 add For those entitled to reimbursement for travel costs, after two years of becoming eligible for reimbursement: 1. An own contribution of 10% of the travel costs incurred will be asked. 2. As soon as a party receives state funding or has parliamentary representation an own contribution of 25% of the travel costs incurred will be asked. 121 add a new point annex L replace see attachment Annex L of the EGP Rule Book - Overview of the Travel Reimbursement rules The travel and accommodation costs of one delegate shall be reimbursed for Full Member parties eligible for reimbursement under EGP Council reimbursement rules (Annex J and L). see attachment Draft Annex L of the EGP Rule Book - Overview of the Reimbursement rules In order to have a clearer overview of the reimbusrement eligibility the guidelines are proposed to be moved to annex J as the rule is valid for all travels Clarification for the reimbursement procedures for Working groups and networks participation. EGP Council, Zagreb, 15-17 May 2015 / Amendments to the Rule Book / to be voted on 2 of 2
Draft Annex L of the EGP Rule Book Overview of the Reimbursement Rules 1 Fee Category Full Member Candidate Member Associate Member a) 200/400/ 500 90% of the travel costs are b) 800/1000/ 1200 covered by EGP for two (four - for c) 1500/1600 Congress) 75% in case a party has state funding or parliamentary representation 1 90% of the travel costs are covered by EGP for two 75% in case a party has state funding or parliamentary representation 1 d) 2000 + No reimbursement No reimbursement No reimbursement ACCOMMODATION Fee category (a, b) Accommodation in a twin room (extra fee for accommodation in a single room) No reimbursement Fee category (c, d) Accommodation in a twin room (extra fee for accommodation in a single room) 2 REGISTRATION FEE Fee category (a) Fee category (b, c, d) 85% of the registration fee is covered by EGP for two (four for Congress) No 85% of the registration fee is covered by EGP for two No reimbursement 1 Own contribution to travel costs is applied after two years of becoming eligible for reimbursement. 2 Costs for accommodation in a twin room will be reimbursed to Full and Candidate parties in fee category c, d as of 2016 if the increase of membership fees for 2016-2019 is adopted in 2015. 1 Own contribution to travel costs and participation fees will be applied as of 2016. Page 1 Draft annex L Overview of the reimbursement rules Tabled by the EGP to be voted on