@@ -95,145 +95,142 @@ If you seek to be reimbursed for Conservancy Project expenses, please send
the following, in a self contained email (with attachments as necessary),
cc'ing your Project Leadership Committee address (PROJECT@sfconservancy.org)
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 charges fees. Usually we're taking
funds from our PayPal balance, which means no fees appear on our side,
but they may appear on yours. In our experience, USA PayPal account
holders physically in the USA are not typically charged fees; but we do
advise you to check PayPal's fee schedule before choosing this method.
NOTE: Typically, when choosing PayPal as a payment option, amounts owed
in USD will be paid in USD, regardless of your preferred currency
selection.
* 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. If a field is mandatory, it's noted in
parentheses below. Mandatory fields differ by country of receipt.
Preferred Currency
(absolutely mandatory)
SWIFT and/or BIC Code
(mandatory for non-USA wires)
ACH or ABA routing number
(mandatory for USA wires)
Correspondent Bank ACH and Name of that Bank
(This is not mandatory, but note that USA banks charge
fees during wire transit to direct an international
wire. Since Conservancy's payment is coming from the
USA, it's best if you ask your own bank what USA
correspondent bank they prefer for USA wire transfers.)
Account Number
Full Name of the Account Holder
Full Address of Account Holder
Bank Name
Bank Address
IBAN
(mandatory for EU countries and Qatar)
Tax ID of account holder
(mandatory for Ukraine, Colombia and Brazil;
In Brazil, this is your 14-digit CNPJ or 11-digit CPF)
Phone Number of account holder
(mandatory for Colombia, Brazil, and the Ukraine)
Bank Agency Code
(mandatory for Brazil)
IFSC code
(mandatory for India)
"BSB" or "Bank" Code
(mandatory for Australia and Ukraine)
Beneficiary INN
(mandatory for Russian Federation)
Patronymic Name of Beneficiary
VAT/VO Code of Beneficiary Bank
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.
as it's possible for you to collect.
Required information
~~~~~~~~~~~~~~~~~~~~
* Full Name of the Account Holder
* Full Address of the Account Holder
* Account Number
* Preferred Currency
* Bank Name
* Bank Address
* Bank ACH or ABA routing number (for banks in the US);
or SWIFT and/or BIC code (for banks outside the US)
Additional required information by country
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
* All countries inside the EU: IBAN
* Australia: BSB or "Bank Code"
* Brazil: Tax ID of the Account Holder (your 14-digit CNPJ or
11-digit CPF); Phone Number of the Account Holder;
and Bank Agency Code
* Colombia: Tax ID of the Account Holder; and Phone Number
of the Account Holder
* India: IFSC Code
* Qatar: IBAN
* Russian Federation: Beneficiary INN; Patronymic Name of Beneficiary;
and VAT/VO Code of Beneficiary Bank
* Ukraine: BSB or "Bank Code"; Tax ID of the Account Holder;
and Phone Number of the Account Holder
Additional information we can use
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Banks outside the US will often designate a Correspondent Bank when
receiving funds from the US. If you can give us the Correspondent
Bank Name and ACH, we can specify that in the wire. Your bank will
usually take the fewest fees when receiving wires from its
Correspondent Bank, so this will mean the most money for you.
* A check in your local currency, sent to you via post. For this option, we
just need your postal address and what currency you want. Note that this
is a more involved option to process and will usually take at least 30
days to issue payment. We do not recommend this method; please chose it
only if you absolutely cannot receive a wire transfer for some reason.
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 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
Project Fund, and for granting or refusing approval for travel expense
requests based on an assessment of the funds available and of any
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