Policies/bkuhn-policies-proposals Changeset - ebb809d9ba52

Changeset - ebb809d9ba52

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Bradley Kuhn (bkuhn) - 10 years ago 2014-07-01 02:15:44
bkuhn@ebb.org

Clarify that Conservancy only reimburses room charges & that receipt must be clear.

The receipt for hotel rooms must clearly show the dates of travel, so
Conservancy can verify that the dates of the stay matches the dates of the
event attended, and also to verify that no food or service charges were
included, since food and service charges go against the ME&I per diem charges
rather than the hotel room charges.

1 file changed with 8 insertions and 2 deletions:

Travel/conservancy-travel-policy.txt

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Travel/conservancy-travel-policy.txt

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@@ ... / @@ -47,24 +47,26 @@ reimbursed. @@
 Travelers should adhere to the following guidelines to stay In-Policy.
 * Flights.
 	* Book 14 days in advance.
 	* Air fares within $100 of the lowest fare (using standard
 	  airfare search tools) are In-Policy.  Fares > $750 domestically
 	  and > $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.
 * 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.
@@ ... @@
 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).  Conservancy will not reimburse
 Travelers for any costs associated with an upgrade of room accommodations.
 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.

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