Files
@ 1c2e08758a30
Branch filter:
Location: Policies/bkuhn-policies-proposals/Travel/conservancy-travel-policy.txt - annotation
1c2e08758a30
24.7 KiB
text/plain
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 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 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 268 269 270 271 272 273 274 275 276 277 278 279 280 281 282 283 284 285 286 287 288 289 290 291 292 293 294 295 296 297 298 299 300 301 302 303 304 305 306 307 308 309 310 311 312 313 314 315 316 317 318 319 320 321 322 323 324 325 326 327 328 329 330 331 332 333 334 335 336 337 338 339 340 341 342 343 344 345 346 347 348 349 350 351 352 353 354 355 356 357 358 359 360 361 362 363 364 365 366 367 368 369 370 371 372 373 374 375 376 377 378 379 380 381 382 383 384 385 386 387 388 389 390 391 392 393 394 395 396 397 398 399 400 401 402 403 404 405 406 407 408 409 410 411 412 413 414 415 416 417 418 419 420 421 422 423 424 425 426 427 428 429 430 431 432 433 434 435 436 437 438 439 440 441 442 443 444 445 446 447 448 449 450 451 452 453 454 455 456 457 458 459 460 461 462 463 464 465 466 467 468 469 470 471 472 473 474 475 476 477 478 479 480 481 482 483 484 485 486 487 488 489 490 491 492 493 494 495 496 497 498 499 500 501 502 503 504 505 506 507 508 509 510 511 512 513 514 515 516 517 518 519 520 521 522 523 524 525 526 527 528 529 530 531 532 533 534 535 536 537 538 539 540 541 542 543 544 545 | a4e7a7b1e8cf a4e7a7b1e8cf 5e42e8f3f05a a4e7a7b1e8cf a4e7a7b1e8cf f395c2dc2a7b a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf 7fbcda4379b8 f395c2dc2a7b f395c2dc2a7b f395c2dc2a7b f395c2dc2a7b f395c2dc2a7b 801e24d9f038 7fbcda4379b8 d06e7cf7ef01 d06e7cf7ef01 d06e7cf7ef01 d06e7cf7ef01 d06e7cf7ef01 d06e7cf7ef01 d06e7cf7ef01 7fbcda4379b8 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 4bc73ba60d4a 7fbcda4379b8 7fbcda4379b8 0723b8457434 0723b8457434 0723b8457434 0723b8457434 0723b8457434 0723b8457434 740260406352 0723b8457434 0723b8457434 740260406352 0723b8457434 0723b8457434 0723b8457434 0723b8457434 0723b8457434 0723b8457434 a5de8469c587 0723b8457434 0723b8457434 0723b8457434 0723b8457434 740260406352 0723b8457434 85a4ca506829 85a4ca506829 85a4ca506829 0723b8457434 0723b8457434 85a4ca506829 85a4ca506829 85a4ca506829 85a4ca506829 85a4ca506829 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 1c2e08758a30 a4e7a7b1e8cf 4bc73ba60d4a 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 5e42e8f3f05a 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a 5e42e8f3f05a 5e42e8f3f05a 5e42e8f3f05a 5e42e8f3f05a 5e42e8f3f05a 5e42e8f3f05a 5e42e8f3f05a 5e42e8f3f05a 5e42e8f3f05a 95200fbc9024 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 4bc73ba60d4a 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 95200fbc9024 0fa9b579e60a 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 95200fbc9024 ff3c541449db 0fa9b579e60a 0fa9b579e60a 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 0723b8457434 0723b8457434 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 4bc73ba60d4a ff3c541449db 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 4bc73ba60d4a 0fa9b579e60a 95200fbc9024 0fa9b579e60a 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 f564854c84b0 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 d8aadc0bbea0 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 4bc73ba60d4a a4e7a7b1e8cf 4bc73ba60d4a a4e7a7b1e8cf 4bc73ba60d4a ff3c541449db 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 95200fbc9024 0fa9b579e60a ff3c541449db ff3c541449db 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a a4e7a7b1e8cf a4e7a7b1e8cf 4bc73ba60d4a 95200fbc9024 ff3c541449db a4e7a7b1e8cf ff3c541449db ff3c541449db 40be671a0571 40be671a0571 40be671a0571 40be671a0571 40be671a0571 0fa9b579e60a 40be671a0571 ff3c541449db ff3c541449db 0fa9b579e60a 95200fbc9024 ff3c541449db a4e7a7b1e8cf ff3c541449db 95200fbc9024 ff3c541449db ff3c541449db ff3c541449db ff3c541449db ff3c541449db 0fa9b579e60a ff3c541449db 95200fbc9024 ff3c541449db 0fa9b579e60a 0fa9b579e60a ff3c541449db ff3c541449db 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a ff3c541449db a4e7a7b1e8cf ff3c541449db ff3c541449db ff3c541449db ff3c541449db 95200fbc9024 0fa9b579e60a 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 4bc73ba60d4a a4e7a7b1e8cf 4bc73ba60d4a 4bc73ba60d4a ff3c541449db ff3c541449db 4bc73ba60d4a 29871b10fd60 29871b10fd60 29871b10fd60 29871b10fd60 29871b10fd60 29871b10fd60 29871b10fd60 29871b10fd60 29871b10fd60 29871b10fd60 29871b10fd60 436bbc1507dd 436bbc1507dd 436bbc1507dd 436bbc1507dd 436bbc1507dd 436bbc1507dd 436bbc1507dd 95200fbc9024 4bc73ba60d4a 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 95200fbc9024 4bc73ba60d4a 95200fbc9024 4bc73ba60d4a 0fa9b579e60a 4bc73ba60d4a a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf 0fa9b579e60a a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf 4bc73ba60d4a 4bc73ba60d4a a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf a4e7a7b1e8cf 0fa9b579e60a 95200fbc9024 0fa9b579e60a 0fa9b579e60a a4e7a7b1e8cf a4e7a7b1e8cf 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a a4e7a7b1e8cf a4e7a7b1e8cf 95200fbc9024 a4e7a7b1e8cf 4bc73ba60d4a a4e7a7b1e8cf 4bc73ba60d4a 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 801e24d9f038 4bc73ba60d4a a4e7a7b1e8cf ff3c541449db ff3c541449db 0fa9b579e60a ff3c541449db ff3c541449db ff3c541449db ff3c541449db 0fa9b579e60a ff3c541449db ff3c541449db ff3c541449db ff3c541449db a4e7a7b1e8cf 4bc73ba60d4a ff3c541449db ff3c541449db a4e7a7b1e8cf 95200fbc9024 a4e7a7b1e8cf a4e7a7b1e8cf 4bc73ba60d4a 4bc73ba60d4a a4e7a7b1e8cf 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a a4e7a7b1e8cf ff3c541449db a4e7a7b1e8cf a4e7a7b1e8cf 0fa9b579e60a ff3c541449db 0fa9b579e60a 95200fbc9024 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a a4e7a7b1e8cf 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 0fa9b579e60a 4bc73ba60d4a a4e7a7b1e8cf 4bc73ba60d4a a4e7a7b1e8cf a4e7a7b1e8cf 4bc73ba60d4a a4e7a7b1e8cf 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a 4bc73ba60d4a a4e7a7b1e8cf | Software Freedom Conservancy Travel and Reimbursable Expense Policy
===================================================================
:Date: 27 August 2012
== Overview
This Travel and Reimbursable Expense Policy (``Policy'') applies to all
Conservancy Member Projects (``Projects'') of Software Freedom Conservancy
(``Conservancy'') and has been created to memorialize Conservancy's
reimbursement policies relating to travel and other business expenses
incurred by Conservancy staff, Project Leadership Committee (``PLC'')
members, and project volunteers while engaged in business on behalf of, or
at the behest of Conservancy and/or a Project (``Travelers'').
This Policy includes an Easy Reference Guide that can be used as a
template for most of the travel covered under this Policy. When in doubt,
refer to the more detailed sections below.
== Purpose
Conservancy must maintain effective control of business-related expenses
in order to maintain its financial viability and tax exempt status.
Conservancy and each Project is also accountable to our donors to ensure
that we manage their contributions wisely and maximize our ability to
pursue our charitable mission. As such, Conservancy expects Travelers to
use good judgment and to claim reimbursement for only those expenses that
are necessary and reasonable. Excessive expenses, including but not
limited to luxury accommodations and services unnecessary for, or unrelated
to the furtherance of Conservancy's charitable mission are not eligible for
reimbursement.
Any travel expense that adheres to this Policy is considered In-Policy
and does not require special approval, so long as the trip itself
has been approved in writing by Conservancy's Executive Director or
by a Project's Leadership Committee (``PLC'') in a regular and documented
PLC vote. Conservancy and/or a PLC can limit allowable travel expenses
to an amount less than what would otherwise be considered acceptable
according to this Policy. If so, the smaller budget is the maximum
allowed expense.
PLC's may, in fact, have their own travel policy that is more restrictive
than this one. Please consult the PLC for your Conservancy project before
incurring an expenses to ensure you understand what expenses can be
reimbursed.
== Easy Reference Guide
Travelers should adhere to the following guidelines to stay In-Policy.
* Flights.
* Book 14 days in advance.
* Air fares within $100 of the lowest fare (using standard
airfare search tools) are In-Policy. Fares > $750 domestically
and > $1,500 internationally require Conservancy's pre-approval.
* Hotels.
* Hotel fares < GSA rates are In-Policy. Visit
http://www.gsa.gov/perdiem to determine the rate for your
destination.
* Receipts. Keep and submit PDFs of the following, as applicable:
* Your fare search (i.e., a screen shot)
* Your plane/rail ticket (e-confirmation of purchase is sufficient)
* Your hotel/lodging invoice
* Per Diem.
* Use your per-diem to cover meals and incidental expenses.
* Your per-diem is based on GSA guidelines. Visit
http://www.gsa.gov/perdiem to the determine the per-diem for your
destination.
* Try to be frugal - GSM per-diem rates are rather generous.
* When attending a conference where food is included, Do The Right
Thing and claim a lower per-diem.
* Reimbursement.
* To receive reimbursement, send hotel and flight/rail receipt,
along with a list of Per Diem days and totals to
accounting@sfconservancy.org. Refer to the Expense Report
section below for details.
== Reimbursement Procedure
Note that reimbursements are only processed once per week, and you sent your
reimbursement in late on last week, so it wasn't processed until this week's
group. Also, while we usually can turn around reimbursements in about two
weeks' time, please be advised that Conservancy officially does
reimbursements on a NET-30 basis, starting from the date that complete
materials are received. If this is an issue, Conservancy is available to
prepurchase expensive items like airline tickets on your behalf, so that you
don't need to be reimbursed.
If you seek to be reimbursed for Conservancy Project expenses, please send
the following, in a self contained email (with attachments as necessary),
cc'ing your Project Leadership Committee address (PROJECT@sfconservancy.org)
for Project approval:
* a brief paragraph explaining what was accomplished for the project
during your travel and/or with the funds being reimbursed. This can
be informal; it's just for our records to confirm the travel advanced
the not-for-profit mission of both Conservancy and the project.
* A brief report listing the items to be reimbursed.
* Full receipt(s) for everything, unless the travel policy does not
require receipts (e.g., for per diem expenses).
If your receipts are in a different currency than you're preferred one
for reimbursement, include documentation of the rate conversion (e.g., a
redacted credit card statement in your preferred currency). Otherwise,
Conservancy will use the prevailing rate for the date of the expense for
conversion.
Please verify that the receipts that you submit are within the attached
travel policy requirements. Note, however, that your Project Leadership
Committee may have set a stricter budget than what the general
Conservancy policy allows.
* How you'd liked to be reimbursed. The four payment options, in order of
Conservancy's preference, are:
* Paypal. For this, we need an email address that is valid for the
Paypal account be paid. Note that sometimes PayPal fees are
assessed. Usually we're taking funds from our PayPal balance, which
means no fees appear on our side, but they may appear on yours. It
might be worth it to check the fee schedule before choosing this
method.
* Issue you a check in USD from a USA bank, sent to you via post.
For this option, I just need your postal address.
* Wire the amount in your local currency to your bank account in your
country. For this option, I need as much of the following information
as it's possible for you to collect. While some of this information
isn't always needed, the more I have, the less likely there will be
problems with your wire. I note below in parenthesis which fields are
mandatory, which varies based on where you are in the world.
SWIFT and/or BIC Code (mandatory for non-USA wires)
ACH or ABA routing number (mandatory for USA wires)
Account Number (absolutely mandatory)
Full Name of the Account Holder (absolutely mandatory)
Full Address of Account Holder
Bank Name
Bank Address
Tax ID of account holder (mandatory for Colombia)
Phone Number of account holder (mandatory for Colombia)
IBAN (if available, *required* for EU countries)
BSB Code (mandatory for Australia, not required elsewhere)
Preferred Currency (absolutely mandatory)
Note that if there is an intermediary bank involved in the USA, you
should provide all this information for both the intermediary bank
and the final bank. Note in particular that if the intermediary
bank is in the USA, an ACH or ABA routing number is absolutely
mandatory.
* Issue you a check in your local currency, sent to you via post. For
this option, I just need your postal address and what currency you
want.
Project Leadership Committees: when you see emails of this nature, please
be sure to have your designated Representative review the materials and
send an approval message to Conservancy.
== Project Leadership Committee Review
Conservancy foresees the need for periodic reasonable exceptions to
this Policy. Persons working on behalf of a specific Project seeking
an exception to this Policy must petition their PLC to obtain written
approval from Conservancy authorizing the exception. Persons working
directly on behalf of Conservancy must seeking an exception to the
Policy must obtain written approval from Conservancy authorizing the
exception.
PLCs are responsible for creating procedures for requesting exceptions,
and submitting to Conservancy reimbursement requests associated with
their respective Projects. PLCs are also responsible for making available
a list of required response times for inquiries, including but not
limited to, the following two cases
* a specific number of days to respond to regular reimbursement requests,
and
* a specific number of days to respond to pre-authorization requests.
PLCs are also responsible for monitoring the available balance in their
Project Fund, and for granting or refusing approval for travel expense
requests based on an assesment of the funds available and of any
outstanding contracts payable. PLCs are not to approve travel expense
requests when their Project does not have sufficient funds to cover the
expense. If a PLC has any questions regarding whether their Project has
sufficient funds to cover a Traveler's expense request, the PLC should
contact Conservancy.
== Transportation
=== Overall transportation Cost
Domestic transportation costs greater than US$750 requires Conservancy
approval prior to booking, even if all other Policy conditions have been
met. International transportation costs greater than US$1,500 requires
Conservancy approval prior to booking, even if all other Policy conditions
have been met.
=== Advance Purchase
Tickets for travel by air or rail (excluding commuter train and subway)
should be booked at least 14 days in advance; any travel booked less than
14 days in advance requires written pre-authorization by Conservancy.
Tickets for travel by air or rail beyond 365 days in advance also require
written pre-authorization by Conservancy.
=== Air Travel
==== Class of Service
Coach and/or Economy Airfare is the only acceptable class for all flights
(domestic and international) unless a PLC provides a special exception and
a valid reason (such as a need for business class due to a documented
medical reason) to Conservancy for written approval. Travelers may select
their airline of choice (e.g., for the purpose of collecting airline miles
and rewards), provided that the resulting air fare otherwise meets the
requirements of this Policy. Travelers should not book out-of-Policy trips
(and thus pay a higher fare) in order to qualify for a mileage upgrade.
==== Advance Purchase
Air travel should be booked at least 14 days in advance; any travel booked
less than 14 days in advance requires written pre-authorization by
Conservancy. Flights beyond 365 days in advance also require written
pre-authorization by Conservancy.
==== Low Fare
Conservancy aims to balance cost savings with convenience and considers
flights that are within US$100 of the lowest logical fare to be within
Policy. Any flights greater than US$100 over the lowest logical fare
require written pre-authorization by Conservancy. PLCs shall use standard
air fare search sites for determining the baseline lowest fare.
==== Reasonable Flights
Conservancy asks that Travelers allow for flexibility with respect
to departure times during a desired day of travel, as well as longer
trips in order to reduce cost. However, Conservancy does consider
flights with two or more connections as unreasonable and does not
expect Travelers to consider those flight options to be reasonable.
==== Excess Baggage
Should a team member travel on an airline that charges for a single piece
of checked baggage, such a baggage expense is eligible for reimbursement.
Team members are responsible for charges on any baggage beyond a single
piece, unless that additional baggage is materials specifically related to
the Project's and Conservancy's mission (i.e., bringing t-shirts and other
promotional materials to an event).
==== Out-of-Policy Bookings
All air travel not adhering to the above Policies are considered Out-of-Policy
and require written pre-authorization by Conservancy's Executive Director.
==== Cancellation Fees
Cancellation fees and other penalties incurred result of a change
of plans are reimbursable at Conservancy's discretion. In general,
Conservancy shall reimburse such fees if the Traveler can submit a
valid reason for the change of plans. Acceptable reasons include Conservancy
and/or the PLC canceling or altering the trip or unexpected delays
in flight connections. In instances where these fees are incurred
without adequate explanation, Conservancy reserves the right to refuse
to reimburse the cost of the fees.
=== Other Transportation
==== Ground Transportation
Ground transportation necessary as part of authorized Project trips
is considered to be a reasonable expense. Public ground transportation,
such as taxis, shuttles, buses and municipal transit, are generally
the most cost-effective options and are the standard for eligible
ground transportation reimbursements. All car rentals require pre-authorization
by the PLC or by Conservancy's Executive Director. When car rentals
have been pre-approved, the rental of compact cars is encouraged;
mid-size vehicles are authorized when necessary (e.g., when compact-sized
vehicles are not available or the number of passengers or volume of
baggage makes a compact vehicle impractical).
==== Rail Transportation
Rail transportation as a means of travel for an authorized Project
trip is considered to be a reasonable expense. All rail transportation
must be in economy and/or coach class.
==== Use of Personal Vehicles
When circumstances require Travelers to utilize their personal vehicles
for Project purposes, they can be reimbursed at the current USA IRS
rate per mile, plus any related parking expenses and toll fees. Drivers
are encouraged to find the lowest cost reasonably parking area nearby
their destination.
== Lodging
Travelers are expected to be cost-conscious and prudent when booking
lodging for approved trips, and to verify that rates are within the
established per-diem rates for the geographic area of travel.
If the cost per-diem of lodging chosen by the Traveler and/or the PLC
exceeds the
http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator]'s ``Max lodging'' column and/or
http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'s
``Maximum Lodging Rate column'' for the given location, the Traveler
and/or the PLC *must* obtain written
pre-approval from Conservancy and the PLC before booking the hotel. If
written pre-approval is not sought or is not granted, Conservancy will only
reimburse up to the amount in the rate table above.
Lodging documentation submitted as part of a reimbursement request must
include a copy of the hotel invoice detailing all charges (credit card
receipts *alone* are unacceptable). Conservancy will not reimburse
Travelers for any costs associated with an upgrade of room accommodations.
In some cases, Conservancy, upon consultation with the PLC, may decide to
book lodging on behalf of Travelers. In this case, Conservancy-booked
lodging is always considered In-Policy.
== Other Reimbursable Expenses
Conservancy will reimburse persons for Project-related expenses that
are incurred while traveling on approved Project business and/or approved
Conservancy business. Only necessary, ordinary and reasonable expenses
are eligible for reimbursement, and only those categories of expenses
listed in this document qualify.
=== Meals and Incidental Expenses
==== Overview
Travelers can submit for a per diem for meals and incidental expenses
for every day of a trip devoted to Project- and/or Conservancy-related
mission work, including the day(s) of travel itself. Maximum per diem
rates for travel within the United States shall be based on the
http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator],
using the ZIP code of the travel destination. For example, a Traveler
based in Palo Alto, CA heading to a conference in Atlanta, GA (with
a layover in Dallas, TX each way) will use the ZIP code of the destination
in Atlanta to calculate the maximum per diem for the entire trip,
including days of travel.
Maximum per diem rates for locations outside
of the United States shall be based on the
http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'s ``Meals & Incidental Expenses'' (M&IE) column,
using the name of a listed city closest to the travel destination.
For example, a Traveler based in Palo Alto heading to a conference
in London, England (with a layover in New York City) has a maximum
per diem of the M&IE per diem listed London for the entire trip,
including days of travel.
These per diem rates are the maximum daily rate Travelers can claim. If a
conference has provided food, or food is provided in some other form, or
the costs the Traveler incurs are lower than this rate, then the Traveler
should reasonably reduce their per diem claim.
In addition, Conservancy generally encourages Travelers to be conservative with per
diem submissions, and consider asking for less if the full per diem
amounts allowed were not used during travel.
PLCs and/or Conservancy have the authority to set lower per diems
than those generated by the calculators above. In those instances,
Travelers will only be able to submit for the lower per diems.
==== Group Meals
For groups of Travelers on an In-Policy trip, each Traveler should
pay for his/her own meals, seeing as all participants will have an
opportunity to submit for separate per diems after the trip.
For clarification purposes, this Policy does not relate to planned
group events that include meals and/or refreshments (e.g., a PLC-organized
conference that includes lunch for all attendees). Further, PLCs and/or
Conservancy retain the right to allocate a separate budget for anticipated
large group meals beyond the individual per diem limits of each Traveler,
provided that they are within the PLC's technical objectives and/or
Conservancy's mission. Travelers anticipating a need to cover such
a large group meal should seek pre-approval from his/her PLC and/or Conservancy
for such expenses before the trip.
For any such group meal, Conservancy will require a written paragraph
summary of the meeting, indicating what was accomplished for the Project's
and Conservancy's mission.
==== Meals For Organizational Development
Travelers may occasionally have the need to invite third parties,
e.g., prospective donors, contributors, community members, etc., to
meals in order to further a PLC's technical direction and/or Conservancy's
mission. Conservancy recommends that Travelers seek pre-approval from
their PLC and/or Conservancy for such meals.
For any such organizational development meal, Conservancy will require a
written paragraph summary of the meeting, indicating what was accomplished
for the Project's and Conservancy's mission.
==== Phone Call Charges Part of Per Diem
Charges for personal phone calls (e.g., made from a hotel, or via
a mobile phone in international travel) are not reimbursable as an
expense separate from the allocated per diem.
=== Conference Registration Fees
Conservancy will reimburse conference registration fees up to $100 per day
for Travelers on approved Project business and/or approved Conservancy
business. For example, a $250 registration fee for a 3-day conference is
In-Policy; however, a $225 registration fee for a 2-day conference is not.
Travelers seeking reimbursement for registration fees that exceed $100 per
day must obtain prior approval from Conservancy's Executive Director.
=== Internet Access
Internet access/wi-fi fees charged by a hotel are reimbursable, provided
that they are listed on the hotel/lodging invoice submitted for
reimbursement. Other internet access fees (e.g., airport internet
services, personal wi-fi hotspots, internet cafes) are not reimbursable
except as incidental expenses to be covered by a Traveler's per-diem.
== Additional Days of Travel
Travelers often seek to add extra days before or after an approved trip
(e.g., the weekend before a conference). A Traveler may seek approval for
the expenses associated with an extended stay prior to booking the trip,
provided that the additional days are solely to enable a Traveler to
conduct work within the PLC's objectives and Conservancy's charitable
mission, or to get a particular airfare that *reduces* the overall cost of
the trip. Travelers may seek approval to book travel itineraries that
include extra days for personal reasons, so long as the cost of the flight
meets the other requirements of this Policy. Other expenses incurred
during extra personal days beyond transportation costs are not reimbursable.
== Non-reimbursable Expenses
Non-reimbursable expenses are identified throughout this policy. The
following items are typically non-reimbursable expenses:
* Partner, spouse, and/or companion travel
* First class travel (unless medically necessary)
* Upgrades to air travel, car rentals, or hotel rooms
* Purchase of clothing, luggage, toiletries and other miscellaneous
personal items
* Supplemental travel or car rental insurance
* Fines, penalties, or legal fees
* Personal entertainment or recreational expenses beyond the allotted per
diem
Travelers are permitted to pay for their own upgrades, or use bonus
programs to upgrade Conservancy-reimbursed expenses. However, Travelers
must ensure that Conservancy does not receive nor reimburses any charges
for any such transaction.
== Satisfaction of IRS Requirements
Reimbursed travel expenses are subject to examination by the USA Internal
Revenue Service (IRS). Travelers are responsible for retaining documentary
evidence that all expenses are strictly for Project- and/or
Conservancy-related purposes, not personal in nature, and therefore not
includable as taxable income to the Traveler. Receipts are required for
all expenses, no matter the amount.
== Currency Exchange Rates
Expenses incurred in foreign currencies will be converted to US dollars
based on the exchange rate on the date of incursion. The currency
exchange rate of record shall be done using
http://www.bankofcanada.ca/rates/exchange/10-year-converter/[The Bank of Canada 10-year currency converter].
== Approvals
Travelers traveling on behalf of a Project must seek approvals and
submit expense reports to their PLC. PLCs are to review those expense
reports and pass them along to Conservancy's Executive Director for
final approval and reimbursement.
Travelers traveling on behalf of Conservancy must seek approvals and
submit expense reports to Conservancy's Executive Director. Conservancy
staff must seek approvals and submit expense reports to Conservancy's
Treasurer or to another Conservancy Board Member designated by Conservancy's
Board.
== Expense Reporting
Travelers seeking reimbursement must submit an expense report to the
appropriate channel with the following information:
* Name of Traveler
* Brief description of trip and trip's purpose (e.g., ``August 2011
trip to XYZ conference for ABC project, served as planning committee
member''; ``Feb. '12 FOO hackfest in Portland, OR; contributed code'')
* A brief paragraph explaining what was accomplished for the project
during your travel.
* Number of days traveled (with documentary evidence, e.g., conference
itinerary, etc.) and associated per diem
* List of expenses not covered by per diem (e.g., transportation, lodging)
with substantiating receipts (or scans of receipts).
** In the event that it is impractical to obtain a required receipt and/or
if such receipt has been inadvertently destroyed or lost, the Traveler should
furnish a written statement to that effect, as well as an explanation
of the expenditure involved. When possible, secondary documentation (such
a redacted credit card bill) should be provided instead of the
lost/destroyed receipt.
Any expense without a substantiated receipt and/or a supporting written
statement will not be reimbursed.
Conservancy requests that all expense reports be submitted within two
weeks of travel. Expense reports filed more than 90 days after expenses
are incurred will not be reimbursed without the approval of Conservancy's
Board. Reimbursements are paid by Conservancy on a NET-30 basis, from the
date of receipt by Conservancy of the fully complete report and supporting
documentation for the travel.
== Consequences of Policy Violations
Failure to comply with this policy may result in the denial of, or delay
in payment for, reimbursement requests.
== Policy Changes
The Conservancy reserves the right to change any terms of this Policy
from time to time. The Policy of record shall be the Policy most recently
distributed by the Conservancy.
|