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-\begin_body - -\begin_layout Title -Software Freedom Conservancy Travel and Reimbursable Expense Policy -\end_layout - -\begin_layout Section -Purpose -\end_layout - -\begin_layout Standard -This Travel and Reimbursable Expense Policy ( -\begin_inset Quotes eld -\end_inset - -Policy -\begin_inset Quotes erd -\end_inset - -) applies to all Conservancy Member Projects ( -\begin_inset Quotes eld -\end_inset - -Projects -\begin_inset Quotes erd -\end_inset - -) of the Software Freedom Conservancy ( -\begin_inset Quotes eld -\end_inset - -the Conservancy -\begin_inset Quotes erd -\end_inset - -) and has been created to memorialize the Conservancy's reimbursement policies - relating to travel and other business expenses incurred by employees, project - volunteers, and while engaged in business on behalf of, or at the behest - of a Project. - -\end_layout - -\begin_layout Standard -The Conservancy must maintain effective control of business­‐related expenses - in order to maintain its financial viability and tax exempt status. - As such, the Conservancy expects persons to use good judgment and to claim - reimbursement for only those expenses that are necessary and reasonable. - Excessive expenses, including but not limited to luxury accommodations - and services unnecessary for or unrelated to the furtherance of the Conservancy -'s charitable mission are not eligible for reimbursement. - -\end_layout - -\begin_layout Standard -Any travel that adheres to this Policy is considered In-Policy, and does - not require special approval, so long as the trip has been approved in - writing by the Conservancy or by a Project's Leasdership Committee ( -\begin_inset Quotes eld -\end_inset - -PLC -\begin_inset Quotes erd -\end_inset - -) in a regular and documented PLC vote. - The Conservancy and/or a PLC can limit the travel expenses to an amount - less than what would otherwise be considered acceptable according to this - Policy. - If so, the smaller budget is the maximum allowed expense. - -\end_layout - -\begin_layout Section -Project Leadership Committee Review -\end_layout - -\begin_layout Standard -The 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 the - Conservancy authorizing the exception. - Persons working directly on behalf of the Conservancy must seeking an exception - to the Policy must obtain written approval from the Conservancy authorizing - the exception. - -\end_layout - -\begin_layout Standard -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 preauthorization requests. - -\end_layout - -\begin_layout Section -Air Travel -\end_layout - -\begin_layout Subsection -Overall Airfare Cost -\end_layout - -\begin_layout Standard -Domestic travel greater than U.S.$750 requires Conservancy approval prior - to booking, even if all other Policy conditions have been met. - International travel greater than U.S.$1,500 requires Conservancy approval - prior to booking, even if all other Policy conditions have been met. -\end_layout - -\begin_layout Subsection -Class of Service -\end_layout - -\begin_layout Standard -Coach Airfare is the only acceptable class for all flights (domestic and - international) unless a PLC provides a special exception and a valid reason - to Conservancy for written approval. - Team members may use airline mileage programs only after the lowest logical - fare is obtained. - Team members should not book out-of-Policy trips (and thus pay a higher - fare) in order to qualify for a mileage upgrade. - -\end_layout - -\begin_layout Subsection -Advance Purchase -\end_layout - -\begin_layout Standard -Travel should be booked at least 14 days in advance; any travel booked less - than 14 days in advance requires written preauthorization by Conservancy. - Flights beyond 365 days in advance also require written preauthorization - by Conservancy. - -\end_layout - -\begin_layout Subsection -Low Fare -\end_layout - -\begin_layout Standard -Conservancy aims to balance cost savings with convenience and considers - flights that are within U.S.$200 of the lowest logical fare to be within - Policy. - Any flights greater than U.S.$200 over the lowest logical fare require written - pre­‐authorization by Conservancy. - Projects shall use Kayak.com as the comparison shopping site for determining - the baseline lowest fare. - -\end_layout - -\begin_layout Subsection -Reasonable Flights -\end_layout - -\begin_layout Standard -Conservancy asks that travellers allow for flexibilty with respect to departure - times during a desired day of travel, as well as longer trips in order - to reduce cost. - However, Conservancy does consider flights with two or more connections - as unreasonable and does not expect travellers to consider those flight - options to be reasonable. -\end_layout - -\begin_layout Subsection -Out-of-Policy Bookings -\end_layout - -\begin_layout Standard -All travel not adhering to the above Policies are considered Out-of-Policy - and require written preauthorization by Conservancy. -\end_layout - -\begin_layout Subsection -Excess Baggage -\end_layout - -\begin_layout Standard -Charges Should a team member travel on an airline that charges for a single - piece of checked baggage, such a baggage expense is eligible for reimbursement. - Team members are responsible for charges on any baggage beyond a single - piece. - -\end_layout - -\begin_layout Section -Reimbursable Expenses -\end_layout - -\begin_layout Standard -Conservancy will reimburse persons for Project-related expenses that are - incurred while traveling on approved Project business and/or approved Conservan -cy business. - Only necessary, ordinary and reasonable expenses are eligible for reimbursement -, and only those categories of expenses listed in this document qualify. - All reimbursement requests must be submiied within 30 days of incursion, - unless a shorter period of time has been defined by the Executive Board - for the specific expense. - -\end_layout - -\begin_layout Subsection -Lodging -\end_layout - -\begin_layout Standard -In some cases, the Project may decide to book lodging on behalf of team - members. - In this case, Project­‐booked lodging is always considered in­‐policy. - If a team member wants to stay elsewhere, or self-book at the same location, - the Project will only reimburse the team member the amount that it would - otherwise have paid. - Team members are expected to be cost-conscious and prudent when booking - lodging for Project approved trips. - Lodging documentation submitied as part of a reimbursement request must - include a copy of the hotel invoice detailing all charges (credit card - receipts alone are unacceptable). - The Project will not reimburse team members for any costs associated with - an upgrade of room accommodations. - -\end_layout - -\begin_layout Subsection -Meals and Entertainment -\end_layout - -\begin_layout Standard -Meal expenses are reimbursable only for team members, unless preapproved - by the Executive Board. - Such expenses can include a gratuity percentage up to 20%. - Reimbursement for meals is based on actual expenses incurred, up to a limit - of $70 per person per day. - In the case of a team member group, one member of the team can pay for - the entire meal and submit the expense for reimbursement. - A list of all participants must be included with the reimbursement request. - -\end_layout - -\begin_layout Subsection -Ground Transportation -\end_layout - -\begin_layout Standard -Ground transportation necessary as part of authorized Project trips is considere -d to be a reasonable expense. - Public ground transportation, such as taxis, shuttles, buses and municipal - transit, are generally the most cost-eff­ective options and are the standard - for eligible ground transportation reimbursements. - All car rentals require preauthorization by the Executive Board. - When car rentals have been pre­‐approved, the rental of compact cars is - encouraged; mid‐size vehicles are authorized when necessary (e.g., when compact­‐ -sized vehicles are not available or the number of passengers or volume of - baggage makes a compact vehicle impractical). - -\end_layout - -\begin_layout Subsection -Rail Transportation -\end_layout - -\begin_layout Standard -Rail transportation as a means of travel for an authorized Project trip - is considered to be a reasonable expense. - All rail transportation must be in economy class in North America. - -\end_layout - -\begin_layout Subsection -Use of Personal Vehicles -\end_layout - -\begin_layout Standard -When circumstances require team members to utilize their personal vehicles - for Project purposes, he/she can be reimbursed at the current IRS rate - per mile, plus any related parking expenses and toll fees. - -\end_layout - -\begin_layout Subsection -Transportation To and From Local Airport -\end_layout - -\begin_layout Standard -As a non-profit charity, -\end_layout - -\begin_layout Section -Satisfaction of IRS Requirements -\end_layout - -\begin_layout Standard -Reimbursed travel expenses are subject to examination by the Internal Revenue - Service (IRS). - Team members are responsible for retaining documentary evidence that all - expenses are strictly for Project-related purposes, not personal in nature, - and therefor not includable as taxable income to the team member. - Receipts are required for all expenses, no matter the amount. -\end_layout - -\begin_layout Section -Currency Exchange Rates -\end_layout - -\begin_layout Standard -Expenses incurred in foreign currencies will be converted to US dollars - based on the exchange rate on the date of incursion. - The currency exchange rate of record shall be the one posted at Oanda.com. - -\end_layout - -\begin_layout Section -Consequences of Policy Violations -\end_layout - -\begin_layout Standard -Failure to comply with this policy may result in the denial of, or delay - in payment for, reimbursement requests. - -\end_layout - -\begin_layout Section -Policy Changes -\end_layout - -\begin_layout Standard -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. - -\end_layout - -\end_body -\end_document diff --git a/Travel/Conservancy-Travel-Policy.txt b/Travel/Conservancy-Travel-Policy.txt deleted file mode 100644 index b6f5ce97ada68f893fe3781de483ab8dccec52e4..0000000000000000000000000000000000000000 --- a/Travel/Conservancy-Travel-Policy.txt +++ /dev/null @@ -1,344 +0,0 @@ -Software Freedom Conservancy Travel and Reimbursable Expense -Policy - -1 Purpose - -This Travel and Reimbursable Expense Policy (“Policy”) applies to -all Conservancy Member Projects (“Projects”) of Software Freedom -Conservancy (“Conservancy”) and has been created to memorialize -Conservancy's reimbursement policies relating to travel and other -business expenses incurred by Conservancy staff, Project -Leadership Committee (“PLC”) members, and project volunteers -while engaged in business on behalf of, or at the behest of -Conservancy and/or a Project (“Travelers”). - -Conservancy must maintain effective control of business­‐related -expenses in order to maintain its financial viability and tax -exempt status. As such, Conservancy expects persons to use good -judgment and to claim reimbursement for only those expenses that -are necessary and reasonable. Excessive expenses, including but -not limited to luxury accommodations and services unnecessary for -or unrelated to the furtherance of Conservancy's charitable -mission are not eligible for reimbursement. - -Any travel expense that adheres to this Policy is considered -In-Policy and does not require special approval, so long as the -trip itself has been approved in writing by Conservancy's -Executive Director or by a Project's Leadership Committee (“PLC”) -in a regular and documented PLC vote. Conservancy and/or a PLC -can limit allowable travel expenses to an amount less than what -would otherwise be considered acceptable according to this -Policy. If so, the smaller budget is the maximum allowed expense. - -2 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. - -3 Air Travel - -3.1 Overall Airfare Cost - -Domestic travel greater than U.S.$750 requires Conservancy -approval prior to booking, even if all other Policy conditions -have been met. International travel greater than U.S.$1,500 -requires Conservancy approval prior to booking, even if all other -Policy conditions have been met. - -3.2 Class of Service - -Coach Airfare is the only acceptable class for all flights -(domestic and international) unless a PLC provides a special -exception and a valid reason to Conservancy for written approval. -Travelers may select their airline of choice (e.g., for the -purpose of collecting airline miles and rewards), provided that -the resulting air fare otherwise meets the requirements of this -Policy. Travelers should not book out-of-Policy trips (and thus -pay a higher fare) in order to qualify for a mileage upgrade. - -3.3 Advance Purchase - -Travel should be booked at least 14 days in advance; any travel -booked less than 14 days in advance requires written -pre-authorization by Conservancy. Flights beyond 365 days in -advance also require written pre-authorization by Conservancy. - -3.4 Low Fare - -Conservancy aims to balance cost savings with convenience and -considers flights that are within U.S.$200 of the lowest logical -fare to be within Policy. Any flights greater than U.S.$200 over -the lowest logical fare require written pre­‐authorization by -Conservancy. PLCs shall use Kayak.com as the comparison shopping -site for determining the baseline lowest fare. - -3.5 Reasonable Flights - -Conservancy asks that travelers allow for flexibility with -respect to departure times during a desired day of travel, as -well as longer trips in order to reduce cost. However, -Conservancy does consider flights with two or more connections as -unreasonable and does not expect travelers to consider those -flight options to be reasonable. - -3.6 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 the expenses associated with an extended -stay prior to booking the trip, provided that the additional days -are solely to enable a traveler to conduct work within the PLC's -objectives and Conservancy's charitable mission. Travelers may -seek approval to book travel itineraries that include extra days -for personal reasons, so long as the cost of the flight meets the -other requirements of this Policy. Other expenses incurred during -extra personal days beyond air fare and transportation to and -from the airport are not reimbursable. - -3.7 Excess Baggage - -Should a team member travel on an airline that charges for a -single piece of checked baggage, such a baggage expense is -eligible for reimbursement. Team members are responsible for -charges on any baggage beyond a single piece. - -3.8 Out-of-Policy Bookings - -All air travel not adhering to the above Policies are considered -Out-of-Policy and require written pre-authorization by -Conservancy's Executive Director. - -3.9 Cancellation Fees - -Cancellation fees and other penalties incurred result of a change -of plans are reimbursable at Conservancy's discretion. In -general, Conservancy shall reimburse such fees if the traveler -can submit a valid reason for the change of plans. Acceptable -reasons include Conservancy and/or the PLC canceling or altering -the trip or unexpected delays in flight connections. In instances -where these fees are incurred without adequate explanation, -Conservancy reserves the right to refuse to reimburse the cost of -the fees. - -4 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. - -4.1 Lodging - -In some cases, Conservancy or a PLC may decide to book lodging on -behalf of travelers. In this case, Conservancy­‐booked lodging is -always considered In-Policy. If a traveler wants to stay -elsewhere or self-book at the same location, Conservancy will -only reimburse the team member the amount that it would otherwise -have paid. Travelers are expected to be cost-conscious and -prudent when booking lodging for approved trips. 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. - -4.2 Meals and Incidental Expenses - -4.2.1 Overview - -Travelers can submit for a per diem for meals and incidental -expenses for every day of a trip devoted to PLC- and/or -Conservancy-related mission work, including the day(s) of travel -itself. Maximum per diem rates for travel within the United -States shall be based on the United States General Services -Administration's Per Diem calculator (www.gsa.gov/perdiem), using -the ZIP code of the travel destination. For example, a traveler -based in Pao Alto, CA heading to a conference in Atlanta, GA -(with a layover in Dallas, TX each way) will use the ZIP code of -the destination in Atlanta to calculate the maximum per diem for -the entire trip, including days of travel. Maximum per diem rates -for locations outside of the United States shall be based on the -United States Department of State's “Foreign Per Diem Rates by -Location” calculator's “Meals & Incidental Expenses” (M&IE) -column (http://aoprals.state.gov/web920/per_diem.asp), using the -name of a listed city closest to the travel destination. For -example, a traveler based in Pao Alto heading to a conference in -London, England (with a layover in New York City) has a maximum -per diem of the M&IE per diem listed London for the entire trip, -including days of travel. - -Conservancy encourages travelers to be conservative with their -per diem submissions. - -PLCs and/or Conservancy have the authority to set lower per diems -than those generated by the calculators above. In those -instances, travelers will only be able to submit for the lower -per diems. - -4.2.2 Group Meals - -For groups of travelers on an In-Policy trip, each traveler -should pay for his/her own meals, seeing as all participants will -have an opportunity to submit for separate per diems after the -trip. - -For clarification purposes, this Policy does not relate to -planned group events that include meals and/or refreshments -(e.g., a PLC-organized conference that includes lunch for all -attendees). Further, PLCs and/or Conservancy retain the right to -allocate a separate budget for anticipated large group meals -beyond the individual per diem limits of each traveler, provided -that they are within the PLC's technical objectives and/or -Conservancy's mission. Travelers anticipating a need to cover -such a large group meal may seek pre-approval from his/her PLC -and/or Conservancy for such expenses before the trip. - -4.2.3 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. - -4.2.4 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. - -4.3 Ground Transportation - -Ground transportation necessary as part of authorized Project -trips is considered to be a reasonable expense. Public ground -transportation, such as taxis, shuttles, buses and municipal -transit, are generally the most cost-effective options and are -the standard for eligible ground transportation reimbursements. -All car rentals require pre-authorization by the PLC or by -Conservancy's Executive Director. When car rentals have been -pre­‐approved, the rental of compact cars is encouraged; mid‐size -vehicles are authorized when necessary (e.g., when compact­‐sized -vehicles are not available or the number of passengers or volume -of baggage makes a compact vehicle impractical). - -4.4 Rail Transportation - -Rail transportation as a means of travel for an authorized -Project trip is considered to be a reasonable expense. All rail -transportation must be in economy class in North America. - -4.5 Use of Personal Vehicles - -When circumstances require travelers to utilize their personal -vehicles for Project purposes, he/she can be reimbursed at the -current IRS rate per mile, plus any related parking expenses and -toll fees. - -5 Non-reimbursable Expenses - -Non-reimbursable expenses are identified throughout this policy. -The following items are typically non-reimbursable expenses: - -• Partner, spouse, and/or companion travel - -• First class travel - -• Upgrades to air travel, car rentals, or hotel rooms - -• Purchase of clothing, luggage, toiletries and other - miscellaneous personal items - -• Supplemental travel or car rental insurance - -• Fines, penalties, or legal fees - -• Personal entertainment or recreational expenses beyond the - allotted per diem - -6 Satisfaction of IRS Requirements - -Reimbursed travel expenses are subject to examination by the -Internal Revenue Service (IRS). Travelers are responsible for -retaining documentary evidence that all expenses are strictly for -Project- and/or Conservancy-related purposes, not personal in -nature, and therefore not includable as taxable income to the -traveler. Receipts are required for all expenses, no matter the -amount. - -7 Currency Exchange Rates - -Expenses incurred in foreign currencies will be converted to US -dollars based on the exchange rate on the date of incursion. The -currency exchange rate of record shall be the one posted at -Oanda.com. - -8 Approvals - -Travelers traveling on behalf of a Project must seek approvals -and submit expense reports to their PLC. PLCs are to review those -expense reports and pass them along to Conservancy's Executive -Director for final approval and reimbursement. - -Travelers traveling on behalf of Conservancy must seek approvals -and submit expense reports to Conservancy's Executive Director. -Conservancy staff must seek approvals and submit expense reports -to Conservancy's Treasurer or to another Conservancy Board Member -designated by Conservancy's Board. - -9 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”) - -• 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 or if such receipt has been inadvertently destroyed, - the traveler should furnish a written statement to that - effect, as well as an explanation of the expenditure involved - -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 60 days -after expenses are incurred will not be reimbursed without the -approval of Conservancy's Board. - -10 Consequences of Policy Violations - -Failure to comply with this policy may result in the denial of, -or delay in payment for, reimbursement requests. - -11 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. - diff --git a/Travel/Conservancy-Travel-Policy.tex b/Travel/conservancy-travel-policy.txt similarity index 77% rename from Travel/Conservancy-Travel-Policy.tex rename to Travel/conservancy-travel-policy.txt index 4ea854591b40bf96c9bb4b8ef2794e91e0e9b50d..4fc4c2a0eac7a6834ece529f537130c3a5a969d0 100644 --- a/Travel/Conservancy-Travel-Policy.tex +++ b/Travel/conservancy-travel-policy.txt @@ -1,27 +1,19 @@ -%% LyX 2.0.1 created this file. For more info, see http://www.lyx.org/. -%% Do not edit unless you really know what you are doing. -\documentclass[english]{article} -\usepackage[T1]{fontenc} -\usepackage[latin9]{inputenc} -\usepackage{babel} -\begin{document} - -\title{Software Freedom Conservancy Travel and Reimbursable Expense Policy } - -\maketitle - -\section{Purpose } - -This Travel and Reimbursable Expense Policy (``Policy'') applies -to all Conservancy Member Projects (``Projects'') of Software Freedom -Conservancy (``Conservancy'') and has been created to memorialize -Conservancy's reimbursement policies relating to travel and other -business expenses incurred by Conservancy staff, Project Leadership -Committee (``PLC'') members, and project volunteers while engaged -in business on behalf of, or at the behest of Conservancy and/or a -Project (``Travelers''). - -Conservancy must maintain effective control of business-related expenses +Software Freedom Conservancy Travel and Reimbursable Expense Policy +=================================================================== +:Date: 28 March 2012 + + +== Purpose + +This Travel and Reimbursable Expense Policy (``Policy'') applies to all +Conservancy Member Projects (``Projects'') of Software Freedom Conservancy +(``Conservancy'') and has been created to memorialize Conservancy's +reimbursement policies relating to travel and other business expenses +incurred by Conservancy staff, Project Leadership Committee (``PLC'') +members, and project volunteers while engaged in business on behalf of, or +at the behest of Conservancy and/or a Project (``Travelers''). + +Conservancy must maintain effective control of business - related expenses in order to maintain its financial viability and tax exempt status. As such, Conservancy expects persons to use good judgment and to claim reimbursement for only those expenses that are necessary and reasonable. @@ -39,7 +31,7 @@ according to this Policy. If so, the smaller budget is the maximum allowed expense. -\section{Project Leadership Committee Review} +== Project Leadership Committee Review Conservancy foresees the need for periodic reasonable exceptions to this Policy. Persons working on behalf of a specific Project seeking @@ -58,19 +50,19 @@ respond to regular reimbursement requests, and a specific number of days to respond to pre-authorization requests. -\section{Air Travel} +== Air Travel -\subsection{Overall Airfare Cost } +=== Overall Airfare Cost -Domestic travel greater than U.S.\$750 requires Conservancy approval +Domestic travel greater than US$750 requires Conservancy approval prior to booking, even if all other Policy conditions have been met. -International travel greater than U.S.\$1,500 requires Conservancy +International travel greater than US$1,500 requires Conservancy approval prior to booking, even if all other Policy conditions have been met. -\subsection{Class of Service } +=== Class of Service Coach Airfare is the only acceptable class for all flights (domestic and international) unless a PLC provides a special exception and a @@ -82,7 +74,7 @@ trips (and thus pay a higher fare) in order to qualify for a mileage upgrade. -\subsection{Advance Purchase } +=== Advance Purchase Travel should be booked at least 14 days in advance; any travel booked less than 14 days in advance requires written pre-authorization by @@ -90,17 +82,17 @@ Conservancy. Flights beyond 365 days in advance also require written pre-authorization by Conservancy. -\subsection{Low Fare} +=== Low Fare Conservancy aims to balance cost savings with convenience and considers -flights that are within U.S.\$200 of the lowest logical fare to be -within Policy. Any flights greater than U.S.\$200 over the lowest +flights that are within US$200 of the lowest logical fare to be +within Policy. Any flights greater than US$200 over the lowest logical fare require written pre-authorization by Conservancy. PLCs shall use Kayak.com as the comparison shopping site for determining the baseline lowest fare. -\subsection{Reasonable Flights } +=== Reasonable Flights Conservancy asks that travelers allow for flexibility with respect to departure times during a desired day of travel, as well as longer @@ -109,7 +101,7 @@ flights with two or more connections as unreasonable and does not expect travelers to consider those flight options to be reasonable. -\subsection{Additional Days of Travel} +=== 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 @@ -123,7 +115,7 @@ Policy. Other expenses incurred during extra personal days beyond air fare and transportation to and from the airport are not reimbursable. -\subsection{Excess Baggage } +=== Excess Baggage Should a team member travel on an airline that charges for a single piece of checked baggage, such a baggage expense is eligible for reimbursement. @@ -131,13 +123,12 @@ Team members are responsible for charges on any baggage beyond a single piece. -\subsection{Out-of-Policy Bookings } +=== Out-of-Policy Bookings All air travel not adhering to the above Policies are considered Out-of-Policy and require written pre-authorization by Conservancy's Executive Director. - -\subsection{Cancellation Fees} +=== Cancellation Fees Cancellation fees and other penalties incurred result of a change of plans are reimbursable at Conservancy's discretion. In general, @@ -149,7 +140,7 @@ without adequate explanation, Conservancy reserves the right to refuse to reimburse the cost of the fees. -\section{Other Reimbursable Expenses } +== Other Reimbursable Expenses Conservancy will reimburse persons for Project-related expenses that are incurred while traveling on approved Project business and/or approved @@ -158,7 +149,7 @@ are eligible for reimbursement, and only those categories of expenses listed in this document qualify. -\subsection{Lodging } +=== Lodging In some cases, Conservancy or a PLC may decide to book lodging on behalf of travelers. In this case, Conservancy-booked lodging is @@ -173,10 +164,10 @@ reimburse travelers for any costs associated with an upgrade of room accommodations. -\subsection{Meals and Incidental Expenses} +=== Meals and Incidental Expenses -\subsubsection{Overview} +==== Overview Travelers can submit for a per diem for meals and incidental expenses for every day of a trip devoted to PLC- and/or Conservancy-related @@ -188,13 +179,12 @@ based in Pao Alto, CA heading to a conference in Atlanta, GA (with a layover in Dallas, TX each way) will use the ZIP code of the destination in Atlanta to calculate the maximum per diem for the entire trip, including days of travel. Maximum per diem rates for locations outside -of the United States shall be based on the United States Department -of State's ``Foreign Per Diem Rates by Location'' calculator's ``Meals -\& Incidental Expenses'' (M\&IE) column (http://aoprals.state.gov/web920/per\_diem.asp), +of the United States shall be based on the +http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'s ``Meals & Incidental Expenses'' (M&IE) column, using the name of a listed city closest to the travel destination. For example, a traveler based in Pao Alto heading to a conference in London, England (with a layover in New York City) has a maximum -per diem of the M\&IE per diem listed London for the entire trip, +per diem of the M&IE per diem listed London for the entire trip, including days of travel. Conservancy encourages travelers to be conservative with their per @@ -205,7 +195,7 @@ than those generated by the calculators above. In those instances, travelers will only be able to submit for the lower per diems. -\subsubsection{Group Meals } +==== Group Meals For groups of travelers on an In-Policy trip, each traveler should pay for his/her own meals, seeing as all participants will have an @@ -222,7 +212,7 @@ a large group meal may seek pre-approval from his/her PLC and/or Conservancy for such expenses before the trip. -\subsubsection{Meals For Organizational Development} +==== Meals For Organizational Development Travelers may occasionally have the need to invite third parties, e.g., prospective donors, contributors, community members, etc., to @@ -231,14 +221,14 @@ mission. Conservancy recommends that travelers seek pre-approval from their PLC and/or Conservancy for such meals. -\subsubsection{Phone Call Charges Part of Per Diem} +==== 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. -\subsection{Ground Transportation } +==== Ground Transportation Ground transportation necessary as part of authorized Project trips is considered to be a reasonable expense. Public ground transportation, @@ -252,54 +242,60 @@ vehicles are not available or the number of passengers or volume of baggage makes a compact vehicle impractical). -\subsection{Rail Transportation} +==== Rail Transportation} Rail transportation as a means of travel for an authorized Project trip is considered to be a reasonable expense. All rail transportation must be in economy class in North America. -\subsection{Use of Personal Vehicles } +==== Use of Personal Vehicles When circumstances require travelers to utilize their personal vehicles for Project purposes, he/she can be reimbursed at the current IRS rate per mile, plus any related parking expenses and toll fees. -\section{Non-reimbursable Expenses} +==== Non-reimbursable Expenses Non-reimbursable expenses are identified throughout this policy. The following items are typically non-reimbursable expenses: -\begin{itemize} -\item Partner, spouse, and/or companion travel -\item First class travel -\item Upgrades to air travel, car rentals, or hotel rooms -\item Purchase of clothing, luggage, toiletries and other miscellaneous + +* Partner, spouse, and/or companion travel + +* First class travel + +* Upgrades to air travel, car rentals, or hotel rooms + +* Purchase of clothing, luggage, toiletries and other miscellaneous personal items -\item Supplemental travel or car rental insurance -\item Fines, penalties, or legal fees -\item Personal entertainment or recreational expenses beyond the allotted -per diem -\end{itemize} -\section{Satisfaction of IRS Requirements } +* Supplemental travel or car rental insurance + +* Fines, penalties, or legal fees + +* Personal entertainment or recreational expenses beyond the allotted per +diem + + +== Satisfaction of IRS Requirements Reimbursed travel expenses are subject to examination by the Internal Revenue Service (IRS). Travelers are responsible for retaining documentary -evidence that all expenses are strictly for Project- and/or Conservancy-related -purposes, not personal in nature, and therefore not includable as -taxable income to the traveler. Receipts are required for all expenses, -no matter the amount. +evidence that all expenses are strictly for Project- and/or +Conservancy-related purposes, not personal in nature, and therefore not +includable as taxable income to the traveler. Receipts are required for +all expenses, no matter the amount. -\section{Currency Exchange Rates } +== Currency Exchange Rates Expenses incurred in foreign currencies will be converted to US dollars based on the exchange rate on the date of incursion. The currency exchange rate of record shall be the one posted at Oanda.com. -\section{Approvals} +== Approvals Travelers traveling on behalf of a Project must seek approvals and submit expense reports to their PLC. PLCs are to review those expense @@ -313,27 +309,29 @@ Treasurer or to another Conservancy Board Member designated by Conservancy's Board. -\section{Expense Reporting} +== Expense Reporting Travelers seeking reimbursement must submit an expense report to the appropriate channel with the following information: -\begin{itemize} -\item Name of traveler -\item Brief description of trip and trip's purpose (e.g., ``August 2011 + +* 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'') -\item Number of days traveled (with documentary evidence, e.g., conference + +* Number of days traveled (with documentary evidence, e.g., conference itinerary, etc.) and associated per diem -\item List of expenses not covered by per diem (e.g., transportation, lodging) + +* List of expenses not covered by per diem (e.g., transportation, lodging) with substantiating receipts (or scans of receipts) -\begin{itemize} -\item In the event that it is impractical to obtain a required receipt or +** In the event that it is impractical to obtain a required receipt or if such receipt has been inadvertently destroyed, the traveler should furnish a written statement to that effect, as well as an explanation of the expenditure involved -\end{itemize} -\end{itemize} + + Any expense without a substantiated receipt and/or a supporting written statement will not be reimbursed. @@ -343,15 +341,15 @@ expenses are incurred will not be reimbursed without the approval of Conservancy's Board. -\section{Consequences of Policy Violations} +== Consequences of Policy Violations -Failure to comply with this policy may result in the denial of, or -delay in payment for, reimbursement requests. +Failure to comply with this policy may result in the denial of, or delay +in payment for, reimbursement requests. -\section{Policy Changes } +== 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. -\end{document} +