Standing Rules

Michigan Health Information Management Association
Standing Rules – June 2013

Annual Convention

EXPENSES PAID

1. The Association will pay for registration and mileage expenses incurred by the President at the annual MHIMA convention. Other expenses will be considered for reimbursement when approved by the Board and found to be reasonable and necessary. (EB 3-9-84, 7- 12-96)

2. Luncheon and program speakers are guests of the Association; they do not pay registration or meal fees for the day on which they speak at the annual convention. An honorarium will be given to those who do not have a specific charge – the amount of the honorarium will be determined by the Board on an annual basis. For those who do not wish this honorarium, they have the option of donating this amount to Medical Record Charities or a charity of their choice. Those serving as speakers on panels are not included as recipients of honoraria. (EB 3-29-68, 7-29-99, 7-26-01)

3. Exhibitors do not pay registration fees but do pay for social functions unless they represent companies which are sponsoring the social functions at the annual convention. (EB 3-29-68)

4. Covered expenses of board members and strategy/project managers for the annual convention shall be decided annually depending on the availability of funds. (EB 3-9-84)

5. For the student, mentor, and distinguished member awards, expenses the mileage at the current federal rate and/or reimbursement for lodging will be determined annually by the Board.

a. Distinguished member and Mentor awards annual meeting expenses for lodging, mileage and registration will be paid by MHIMA. b. Scholarship awards and annual meeting expenses for lodging, mileage, and registration will be paid by Michigan Medical Record Charities. c. Yvonne Harbert Student Achievement Award winner will receive payment of first AHIMA dues, reimbursement for examination fee, annual meeting expenses for lodging, mileage and registration will be paid by Michigan Medical Record Charities. (EB 5-12-87, 7-12-96, 7-29-99, 7-26-01, 1-14-10)

REGISTRATION FEE

6. The registration fee or blanket registration fee, shall be determined each year by the Board with recommendations from the Annual Convention/Project Managers regarding anticipated expenses to be considered. (EB 3-29-68)

STUDENT/DISTINGUISHED MEMBER AWARDS

7. The student/distinguished member awards will be presented at the annual convention. (EB 3-9-85, 7-29-99) (See S.R. #6)

8. The student/distinguished member awards do not have to be awarded yearly. (EB 3-9-84)

STRATEGY/PROJECT/COMMITTEE FUNCTIONS

9. Any questionnaire which is to be distributed to the membership by a strategy/project/committee of the MHIMA is to be submitted first to the Board for approval before distribution. (EB 3-10-67, 7-29-99)

10. Round trip transportation, mileage at the current federal rate, for meetings each year for each strategy/committee member will be paid by the Association. Check request forms should be forwarded to the strategy/project/committee chairman in each instance. Additional meeting expenses require the President’s approval. (EB 1-8-79, 2-2-79, 7-12-96, 7-26-01)

11. All expense requisitions (using check request form) shall be submitted within 30 days of occurrence or reimbursement may be forfeited. (EB 2-28-86, 7-12-96)

12. The Education/Program strategy/project managers and/or Central Office Coordinator are authorized to make refund decisions based on individual circumstances. (EB 7-19-85, 7-29-99)

13. The Strategy/Project Manager shall be eligible to receive a complimentary 1 (one) day attendance at an MHIMA sponsored seminar, or 1 (one) day at the annual meeting, following successful completion of the terms of the agreement to serve as Project Manager. (EB 9-15-00) 14. A maximum of 10% of the number of total registrants for educational seminars being accepted will be allowed for students when the registration limit is reached. If the limit is not reached, all student registrants will be able to attend. (EB 4-19-85)

15. The logo of the AHIMA cannot be used on programs or projects of the MHIMA. The MHIMA logo must be used. (EB 11-9-66)

16. Michigan Health Information Management Week shall coincide with the National Health Information Management Week. (EB 5-14-89)

BOARD MEETINGS

17. The Association pays for round trip transportation, mileage at the current federal rate, for attendance at Board meetings, including the pre-convention board meeting. Lodging for board members will be covered the night of the pre-convention board meeting or at the discretion of the President for other events. (EB 1-8-76, 1-15-88, 7-12- 96, 7-26-01)

RELATIONS WITH OTHER ORGANIZATIONS

18. The President shall act as liaison with the Michigan Health and Hospital Association. Attendance at the MHA Corporate Business meeting will be reimbursed. (EB 9-9-65, 7-12-96, 7-29-99)

19. Membership in organizations other than those provided in the bylaws will be determined by the Board; and, where the amount of dues for said membership is not standard, the Board will determine the contribution or dues, which will be allowed. (EB 3-29-68)

20. The President and President – elect shall attend the AHIMA’s Leadership Conference, as scheduled by AHIMA. In the event that both cannot attend, the President will appoint another person (EB 5- 18-93, 7-12-96, 7-26-01)

DONATIONS

21. In the event of the death of a member of MHIMA, a $50 contribution will be made to FORE in her/his name. In the event of special circumstances of a past member of MHIMA, a special consideration will be made by the Board. (EB 11-18-71, 7-19-85, 9-15-06)

22. A $1.00 donation for each paid in full annual convention registration will be sent to MHIMA Foundation (MMRC) for Student Scholarships. (EB 5-30-80, 7-22-94, 11-03-17)

DELEGATES

23. A predetermined, set amount is provided to each delegate each year. The Central Office Coordinator will investigate, contact each delegate and determine a reasonable fee (depending on location) checking air fares, number of nights lodging is to be determined each year based on the House of Delegate schedule (double occupancy/single rate as appropriate), travel to and from airport, airport parking, and meals to the extent of $50.00 per day. Delegates will then make their own hotel and airline reservations. Each delegate will then receive a check for the same amount before the AHIMA meeting (approximately July). Expense forms with receipts will be submitted showing how the advance was spent. Costs over and above the predetermined amount will be the responsibility of the delegate. If the delegates spends under the predetermined amount by $25.00 or more, the additional monies will be returned to the Association. (EB 3-21-86, 5-18-93, 7-26-01, 9-18-09, 5-10-13)

CENTRAL OFFICE COORDINATOR

24. The Association will pay for all expenses incurred by the Central Office Coordinator at the annual MHIMA convention at a single room rate. (EB 9-17-93, 5-6-96)

25. The Association pays for round trip transportation, mileage at the current federal rate, for attendance at Executive Board meetings, including the pre-convention Board meeting and for lodging when necessary. (EB9-17-93, 9-28-95, 7-26-01)

26. The Association pays travel expenses for attendance at strategy/committee meetings or at any other meeting wherein the Central Office Coordinator participates and represents MHIMA. (EB 9-17-93. 9-28-95, 7-26-01, 11-11-05)

Reviewed and revised at EB 7-22-94; 9-28-95, 7-12-96, 9-13-96, 7-29-99 JCL: 9/25, 7/96, 7/97, 7/99, 9/00, 7/01, 11/05, 9/06, 5/13