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. 

==== Currency Conversion Charges Part of Per Diem

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

== 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

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*.

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.