Policies/bkuhn-policies-proposals Changeset - 53769c3484ed

Changeset - 53769c3484ed

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Brett Smith (brett) - 7 years ago 2017-05-30 15:33:51
brett@sfconservancy.org

Travel: Untabify Easy Reference Guide.

1 file changed with 24 insertions and 24 deletions:

Travel/conservancy-travel-policy.txt

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Travel/conservancy-travel-policy.txt

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 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.
    * Before you buy tickets, save a screenshot of a flight search that
      shows the least expensive fare available from multiple airlines for
      the dates you need to travel.
    * Book at least 14 days in advance.
    * Fares within $100 of that lowest fare you found are In-Policy, even if
      you book on a different site or for different dates.
    * Fares over $750 domestically or $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.
         * Be sure the receipt from your hotel includes the dates of your
           stay, not just a total.
    * 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)
 	* 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.
    * 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.
         * 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*.
    * 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).

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