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 

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.