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).

    If your receipts are in a different currency than your preferred one

    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:

    * Paypal.  For this, we need (a) the email address that is registered to

      the Paypal account that will receive reimbursement and (b) the

      preferred currency.  (Please verify that PayPal supports transactions in

      https://www.paypal.com/cgi-bin/webscr?cmd=p/sell/mc/mc_intro-outside[your

      preferred currency before choosing one].)

      Note that sometimes PayPal fees are assessed.  Usually we're taking

      funds from our PayPal balance, which means no fees appear on our side,

      but they may appear on yours.  It might be worth it to check the fee

      schedule before choosing this method.

    * Issue you a check in USD from a USA bank, sent to you via post.

      For this option, I just need your postal address.

    * Wire the amount in your local currency to your bank account in your

      country.  For this option, I need as much of the following information

      as it's possible for you to collect.  While some of this information

      isn't always needed, the more I have, the less likely there will be

      problems with your wire.  I note below in parenthesis which fields are

      mandatory, which varies based on where you are in the world.

                  SWIFT and/or BIC Code (mandatory for non-USA wires)

                  ACH or ABA routing number (mandatory for USA wires)

                  Account Number  (absolutely mandatory)

                  Full Name of the Account Holder  (absolutely mandatory)

                  Full Address of Account Holder

                  Bank Name

                  Bank Address

                  Tax ID of account holder (mandatory for Colombia)

                  Phone Number of account holder (mandatory for Colombia)

                  IBAN (if available, *required* for EU countries)

                  BSB Code (mandatory for Australia, not required elsewhere)

                  Preferred Currency (absolutely mandatory)

      Note that if there is an intermediary bank involved in the USA, you

      should provide all this information for both the intermediary bank

      and the final bank.  Note in particular that if the intermediary

      bank is in the USA, an ACH or ABA routing number is absolutely

      mandatory.

    * Issue you a check in your local currency, sent to you via post.  For

      this option, I just need your postal address and what currency you

      want.

Project Leadership Committees: when you see emails of this nature, please

be sure to have your designated Representative review the materials and

send an approval message to Conservancy.

== Project Leadership Committee Review

Conservancy foresees the need for periodic reasonable exceptions to

this Policy.  Persons working on behalf of a specific Project seeking

an exception to this Policy must petition their PLC to obtain written

approval from Conservancy authorizing the exception.  Persons working

directly on behalf of Conservancy must seeking an exception to the

Policy must obtain written approval from Conservancy authorizing the

exception. 

PLCs are responsible for creating procedures for requesting exceptions, 

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