Policies/bkuhn-policies-proposals Changeset - b546180c0cfd

Changeset - b546180c0cfd

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Brett Smith (brett) - 7 years ago 2017-05-25 15:06:14
brett@sfconservancy.org

Travel: Wordsmith airfare search rules.

Mostly suggestions from Karen and Tony.

1 file changed with 18 insertions and 18 deletions:

Travel/conservancy-travel-policy.txt

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Travel/conservancy-travel-policy.txt

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@@ ... @@
 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.
    * Save a screenshot of a flight search that shows the least expensive fare
      available from multiple airlines for the dates you need to travel.
    * 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.
@@ ... / @@ -272,40 +273,39 @@ 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.  The lowest logical fare is the least expensive fare available from a
 fare search that meets all of these criteria:
   * The search must include fares from multiple airlines.
   * The search must cover only the dates of relevant travel.  For example, if
     you're attending a conference that runs Monday through Friday, the search
     must have you arriving no earlier than Sunday, and leaving no later than
     Saturday.
   * Except as allowed by Policy, the search must not include filters that
     might exclude the least expensive fare.  For example, you may filter out
     flights with two or more connections, since Conservancy does not consider
     those reasonable.  However, you may not filter out specific airlines, or
     flights without WiFi.
 PLCs shall use standard airfare search sites to determine the lowest logical
 fare.  Any widely-recognized airfare search site that lists results from
 multiple airlines is acceptable, including sites such as
 http://orbitz.com[Orbitz], http://kayak.com[Kayak] or
 http://hipmunk.com/[Hipmunk].  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.  Make sure the output
 shows the least expensive fare available.  Travelers may book their tickets
 on a different site as long as they used a qualifying fare search site to
 determine that the booked flights are within Policy.
   * Except as allowed by Policy, the search must not use filters that might
     exclude the least expensive fare.  For example, you may filter out
     flights with two or more connections, since Conservancy does not
     consider those reasonable.  However, you may not filter out specific
     airlines, or flights without WiFi.
 Any widely-recognized airfare search site that lists results from multiple
 airlines is acceptable, including sites such as http://orbitz.com[Orbitz],
 http://kayak.com[Kayak] or http://hipmunk.com/[Hipmunk].  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.  Make sure the output shows the least expensive fare available.
 Travelers may book their tickets on different dates or a different site as
 long as they used a qualifying fare search site to determine that the
 booked flights are within Policy.
 Any flights greater than US$100 over the lowest logical fare require
 written pre-authorization by Conservancy.
 ==== 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.

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