From 1e9e358220b17f2c12f2910ebe6f0b88b36079f7 2012-02-08 15:16:45 From: Tony Sebro Date: 2012-02-08 15:16:45 Subject: [PATCH] --- diff --git a/Travel/Conservancy-Travel-Policy.lyx b/Travel/Conservancy-Travel-Policy.lyx new file mode 100644 index 0000000000000000000000000000000000000000..33eb4400986928f984a6ef7ef2db4f309b7b786d --- /dev/null +++ b/Travel/Conservancy-Travel-Policy.lyx @@ -0,0 +1,391 @@ +#LyX 2.0 created this file. For more info see http://www.lyx.org/ +\lyxformat 413 +\begin_document +\begin_header +\textclass article +\use_default_options true +\maintain_unincluded_children false +\language english +\language_package default +\inputencoding auto +\fontencoding global +\font_roman default +\font_sans default +\font_typewriter default +\font_default_family default +\use_non_tex_fonts false +\font_sc false +\font_osf false +\font_sf_scale 100 +\font_tt_scale 100 + +\graphics default +\default_output_format default +\output_sync 0 +\bibtex_command default +\index_command default +\paperfontsize default +\use_hyperref false +\papersize default +\use_geometry false +\use_amsmath 1 +\use_esint 1 +\use_mhchem 1 +\use_mathdots 1 +\cite_engine basic +\use_bibtopic false +\use_indices false +\paperorientation portrait +\suppress_date false +\use_refstyle 1 +\index Index +\shortcut idx +\color #008000 +\end_index +\secnumdepth 3 +\tocdepth 3 +\paragraph_separation indent +\paragraph_indentation default +\quotes_language english +\papercolumns 1 +\papersides 1 +\paperpagestyle default +\tracking_changes false +\output_changes false +\html_math_output 0 +\html_css_as_file 0 +\html_be_strict false +\end_header + +\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 member projects 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, the Project. + +\end_layout + +\begin_layout Standard +The Conservancy must maintain effective control of business­‐related expenses + in order to maintain its financial viability and non-profit 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 these policies 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 the leadership committe of a Conservancy + Member Project ( +\begin_inset Quotes eld +\end_inset + +Project +\begin_inset Quotes erd +\end_inset + +) in a regular Project vote. + The Conservancy and/or a Project via Project vote 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 the Project's leadership committee 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 +Project leadership committees are responsible for creating procedures for + requesting exceptions, and submitting to Conservancy reimbursement requests + associated with their respective Projects. + Project leadership commitees 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 preauthoriz +ation 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 $750 requires Executive Board approval prior + to booking, even if all other policy conditions have been met. + International travel greater than $1,500 requires Executive Board 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 the Executive Board provides a special exception + and a valid reason. + 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 preauthorization by the Executive Board. + Flights beyond 365 days in advance also require preauthorization by the + Executive Board. + +\end_layout + +\begin_layout Subsection +Low Fare +\end_layout + +\begin_layout Standard +The Project aims to balance cost savings with convenience and considers + flights that are within $200 of the lowest logical fare to be within policy. + Any flights greater than $200 over the lowest logical fare require pre-­‐author +ization by the Executive Board. + The Project will 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 +The Project asks that team members consider other departure times during + your day of travel as well as longer trips. + However, it does consider flights with two or more connections as unreasonable + and does not expect team members to consider those reasonable flight options. + +\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 pre-­approval by the Executive Board. + +\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 satisfying the IRS 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 maier 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