@@ -436,49 +436,49 @@ for such expenses before the trip.
For any such group meal, Conservancy will require a written paragraph
summary of the meeting, indicating what was accomplished for the Project's
and Conservancy's mission.
==== Meals For Organizational Development
Travelers may occasionally have the need to invite third parties,
e.g., prospective donors, contributors, community members, etc., to
meals in order to further a PLC's technical direction and/or Conservancy's
mission. Conservancy recommends that Travelers seek pre-approval from
their PLC and/or Conservancy for such meals.
For any such organizational development meal, Conservancy will require a
written paragraph summary of the meeting, indicating what was accomplished
for the Project's and Conservancy's mission.
==== Phone Call Charges Part of Per Diem
Charges for personal phone calls (e.g., made from a hotel, or via
a mobile phone in international travel) are not reimbursable as an
expense separate from the allocated per diem.
==== Currency Conversion Charges Part of Per Diem
Any fees associated with currency conversion are not reimbursable as a
Any fees associated with currency conversion are not reimbursable as an
=== Conference Registration Fees
Conservancy will reimburse conference registration fees up to $100 per day
for Travelers on approved Project business and/or approved Conservancy
business. For example, a $250 registration fee for a 3-day conference is
In-Policy; however, a $225 registration fee for a 2-day conference is not.
Travelers seeking reimbursement for registration fees that exceed $100 per
day must obtain prior approval from Conservancy's Executive Director.
=== Internet Access
Internet access/wi-fi fees charged by a hotel are reimbursable, provided
that they are listed on the hotel/lodging invoice submitted for
reimbursement. Other internet access fees (e.g., airport internet
services, personal wi-fi hotspots, internet cafes) are not reimbursable
except as incidental expenses to be covered by a Traveler's per-diem.
== Additional Days of Travel
Travelers often seek to add extra days before or after an approved trip
(e.g., the weekend before a conference). A Traveler may seek approval for
@@ -549,49 +549,49 @@ Board.
== Expense Reporting
Travelers seeking reimbursement must submit an expense report to the
appropriate channel with the following information:
* Name of Traveler
* Brief description of trip and trip's purpose (e.g., ``August 2011
trip to XYZ conference for ABC project, served as planning committee
member''; ``Feb. '12 FOO hackfest in Portland, OR; contributed code'')
* A brief paragraph explaining what was accomplished for the project
during your travel.
* Number of days traveled (with documentary evidence, e.g., conference
itinerary, etc.) and associated per diem
* List of expenses not covered by per diem (e.g., transportation, lodging)
with substantiating receipts (or scans of receipts).
** In the event that it is impractical to obtain a required receipt and/or
if such receipt has been inadvertently destroyed or lost, the Traveler should
furnish a written statement to that effect, as well as an explanation
of the expenditure involved. When possible, secondary documentation (such
a redacted credit card bill) should be provided instead of the
as a redacted credit card bill) should be provided instead of the
lost/destroyed receipt.
Any expense without a substantiated receipt and/or a supporting written
statement will not be reimbursed.
Conservancy requests that all expense reports be submitted within two
weeks of travel. Expense reports filed more than 90 days after expenses
are incurred *will not be reimbursed*.
Reimbursements are paid by Conservancy on a NET-30 basis, from the
date of receipt by Conservancy of the fully complete report and supporting
documentation for the travel.
== Consequences of Policy Violations
Failure to comply with this policy may result in the denial of, or delay
in payment for, reimbursement requests.
== Policy Changes
The Conservancy reserves the right to change any terms of this Policy
from time to time. The Policy of record shall be the Policy most recently
distributed by the Conservancy.