records in order to ensure legal compliance, and also to 

accomplish other objectives, such as cost management. Conservancy 

has identified several categories of documents that warrant 

special consideration; these categories are listed below. While 

Conservancy has established minimum retention periods for these 

categories, the retention of these documents - and of records not 

included in the identified categories - should be determined 

primarily by the application of the General Guidelines affecting 

document retention in this Section, as well as the exception for 

litigation-relevant records described in the next Section and any 

other pertinent factors.

3 Document Storage Methods

All Conservancy documents are stored electronically in a 

version-controlled repository on a remote server that is backed 

up to drives on our local premises, with the following 

exceptions: 

• Conservancy stores all e-mails on a separate e-mail server

• Conservancy retains hard copies of all contracts executed with 

  parties outside of the United States for at least the full term 

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).

    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:

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 

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 

* 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

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

it to me in an GPG-encrypted email (or plain text, if you don't care ;):

  * Exact itinerary, including specific flights, airports and time, and be

    sure the total is within the travel policy requirements.

  * Passport Information

      - Full Name, as it appears on the Passport

      - Issue Date

      - Expiration date

      - Country of Issue

      - Gender

      - Date of Birth

  * Frequent flyer numbers for major airlines (if you want the miles credited)

  * Seat Preference (either specific seats, or "Aisle vs. Window" preference)

  * Meal Preference (if a meal is included in the coach flight)