From ebb809d9ba526f24b09c32131352874bd71c2d25 2014-07-01 02:15:44 From: Bradley M. Kuhn Date: 2014-07-01 02:15:44 Subject: [PATCH] Clarify that Conservancy only reimburses room charges & that receipt must be clear. The receipt for hotel rooms must clearly show the dates of travel, so Conservancy can verify that the dates of the stay matches the dates of the event attended, and also to verify that no food or service charges were included, since food and service charges go against the ME&I per diem charges rather than the hotel room charges. --- diff --git a/Travel/conservancy-travel-policy.txt b/Travel/conservancy-travel-policy.txt index ffe11f92c99d279ab42599e1ac050a5ea7dd7307..5cf7f12fb968ee05ab745a1cc125afef6c11f03a 100644 --- a/Travel/conservancy-travel-policy.txt +++ b/Travel/conservancy-travel-policy.txt @@ -56,6 +56,8 @@ Travelers should adhere to the following guidelines to stay In-Policy. * Hotel fares < GSA rates are In-Policy. Visit http://www.gsa.gov/perdiem to determine the rate for your destination. + * Be sure the receipt from your hotel includes the dates of your + stay, not just a total. * Receipts. Keep and submit PDFs of the following, as applicable: * Your fare search (i.e., a screen shot) @@ -316,8 +318,12 @@ 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. +receipts *alone* are unacceptable). In particular, since Conservancy only +reimburses for room charges (plus relevant taxes and fees) for the necessary +travel dates, the receipt from the hotel must clearly show the dates of stay, +and separately list room charges and any food or service charges. +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