@@ -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
* Try to be frugal - GSM per-diem rates are rather generous.
@@ -307,26 +309,30 @@ established per-diem rates for the geographic area of travel.
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.