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.  The PLCs and/or the

traveler must submit the output (such as a screenshot or printout from the

browser) of a online fare search as part of documentation in airfare pricing.

Any widely-recognized airfare search site is acceptable, including sites such

as http://orbitz.com[Orbitz], http://kayak.com[Kayak] or

http://hipmunk.com/[Hipmunk].

==== 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 

``Maximum Lodging Rate column'' for the given location (per Traveler), the Traveler

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).  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

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. 

==== 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

the expenses associated with an extended stay prior to booking the trip,

provided that the additional days are solely to enable a Traveler to

conduct work within the PLC's objectives and Conservancy's charitable

mission, or to get a particular airfare that *reduces* the overall cost of

the trip.  Travelers may seek approval to book travel itineraries that

include extra days for personal reasons, so long as the cost of the flight

meets the other requirements of this Policy.  Other expenses incurred

during extra personal days beyond transportation costs are not reimbursable.

== Non-reimbursable Expenses

Non-reimbursable expenses are identified throughout this policy.  The

following items are typically non-reimbursable expenses: 

* Partner, spouse, and/or companion travel

* First class travel (unless medically necessary)

* Upgrades to air travel, car rentals, or hotel rooms

* Purchase of clothing, luggage, toiletries and other miscellaneous

personal items 

* Supplemental travel or car rental insurance

* Fines, penalties, or legal fees

* Personal entertainment or recreational expenses beyond the allotted per

diem

Travelers are permitted to pay for their own upgrades, or use bonus

programs to upgrade Conservancy-reimbursed expenses.  However, Travelers

must ensure that Conservancy does not receive nor reimburse any charges

for any such transaction.

== Satisfaction of IRS Requirements

Reimbursed travel expenses are subject to examination by the USA Internal

Revenue Service (IRS).  Travelers are responsible for retaining documentary

evidence that all expenses are strictly for Project- and/or

Conservancy-related purposes, not personal in nature, and therefore not

includable as taxable income to the Traveler.  Receipts are required for

all expenses, no matter the amount.

== Currency Exchange Rates

Expenses incurred in foreign currencies will be converted to US dollars

based on the exchange rate on the date of incursion.  The currency

exchange rate of record shall be done using

http://www.bankofcanada.ca/rates/exchange/10-year-converter/[The Bank of Canada 10-year currency converter].

== Approvals

Travelers traveling on behalf of a Project must seek approvals and

submit expense reports to their PLC.  PLCs are to review those expense

reports and pass them along to Conservancy's Executive Director for

final approval and reimbursement. 

Travelers traveling on behalf of Conservancy must seek approvals and

submit expense reports to Conservancy's Executive Director.  Conservancy

staff must seek approvals and submit expense reports to Conservancy's

Treasurer or to another Conservancy Board Member designated by Conservancy's

Board. 

== 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.