* 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.

   * Your complete reimbursement request must be submitted to

     accounting@sfconservancy.org within 90 days of the last date of

     travel.  Untimely requests *will not be reimbursed*.

== Reimbursement Procedure

Note that reimbursements are only processed once per week.  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 your 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 (a) the email address that is registered to

      the PayPal account that will receive reimbursement and (b) the

      preferred currency.  (Please verify that PayPal supports transactions in

      https://www.paypal.com/cgi-bin/webscr?cmd=p/sell/mc/mc_intro-outside[your

      preferred currency before choosing one].)

      Note that sometimes PayPal charges fees.  Usually we're taking

      funds from our PayPal balance, which means no fees appear on our side,

      but they may appear on yours.  In our experience, USA PayPal account

      holders physically in the USA are not typically charged fees; but we do

      advise you to check PayPal's fee schedule before choosing this method.

      NOTE: Typically, when choosing PayPal as a payment option, amounts owed

            in USD will be paid in USD, regardless of your preferred currency

            selection.

    * 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.

      Required information

      ~~~~~~~~~~~~~~~~~~~~

      * Full Name of the Account Holder

      * Full Address of the Account Holder

      * Account Number

      * Preferred Currency

      * Bank Name

      * Bank Address

      * Bank ACH or ABA routing number (for banks in the US);

        or SWIFT and/or BIC code (for banks outside the US)

      Additional required information by country

      ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

      * All countries inside the EU: IBAN

      * Australia: BSB or "Bank Code"

      * Brazil: IABN; Tax ID of the Account Holder (your 14-digit CNPJ

          or 11-digit CPF); Phone Number of the Account Holder;

          and Bank Agency Code

      * Colombia: Tax ID of the Account Holder; and Phone Number

          of the Account Holder

      * India: IFSC Code

      * Qatar: IBAN

      * Russian Federation: Beneficiary INN; Patronymic Name of Beneficiary;

          and VAT/VO Code of Beneficiary Bank

      * Ukraine: BSB or "Bank Code"; Tax ID of the Account Holder;

          and Phone Number of the Account Holder

      * United States: Phone Number of the Account Holder

      Additional information we can use

      ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

      Banks outside the US will often designate a Correspondent Bank when

      receiving funds from the US.  If you can give us the Correspondent

      Bank Name and ACH, we can specify that in the wire.  Your bank will

      usually take the fewest fees when receiving wires from its

      Correspondent Bank, so this will mean the most money for you.

  * A check in your local currency, sent to you via post. For this option, we

    just need your postal address and what currency you want. Note that this

    is a more involved option to process and will usually take at least 30

    days to issue payment.  We do not recommend this method.  Please choose

    it only if you absolutely cannot receive a wire transfer for some reason.

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 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 assessment 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$1,650 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