From 5f8a406c13e3b225c437d3d758007548bc8ffa27 2017-08-24 17:31:51 From: Brett Smith Date: 2017-08-24 17:31:51 Subject: [PATCH] Travel: Reformat the policy as Markdown. This should be more accessible than the previous asciidoc. --- diff --git a/Travel/conservancy-travel-policy.txt b/Travel/conservancy-travel-policy.md similarity index 65% rename from Travel/conservancy-travel-policy.txt rename to Travel/conservancy-travel-policy.md index 3e260b8989e1c446cc1fe9f2491817586bbbab21..2fcfc57bfde8c7818fe742d0c4c222e513a9c625 100644 --- a/Travel/conservancy-travel-policy.txt +++ b/Travel/conservancy-travel-policy.md @@ -1,92 +1,108 @@ -Software Freedom Conservancy Travel and Reimbursable Expense Policy -=================================================================== +# Software Freedom Conservancy Travel and Reimbursable Expense Policy -== Overview +## Overview -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 +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'') +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''). +at the behest of Conservancy and/or a Project ("Travelers"). -This Policy includes an Easy Reference Guide that can be used as a +This Policy includes an Easy Reference Guide that can be used as a template for most of the travel covered under this Policy. When in doubt, -refer to the more detailed sections below. +refer to the more detailed sections below. -== Purpose +## Purpose Conservancy must maintain effective control of business-related expenses -in order to maintain its financial viability and tax exempt status. -Conservancy and each Project is also accountable to our donors to ensure -that we manage their contributions wisely and maximize our ability to -pursue our charitable mission. As such, Conservancy expects Travelers 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. +in order to maintain its financial viability and tax exempt status. +Conservancy and each Project is also accountable to our donors to ensure +that we manage their contributions wisely and maximize our ability to +pursue our charitable mission. As such, Conservancy expects Travelers 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 +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. +allowed expense. PLC's may, in fact, have their own travel policy that is more restrictive than this one. Please consult the PLC for your Conservancy project before incurring an expenses to ensure you understand what expenses can be reimbursed. -== Easy Reference Guide - -Travelers should adhere to the following guidelines to stay In-Policy. - -* Flights. - * Before you buy tickets, save a screenshot of a flight search that - shows the least expensive fare available from multiple airlines for - the dates you need to travel. - * Book at least 14 days in advance. - * Fares within $100 of that lowest fare you found are In-Policy, even if - you book on a different site or for different dates. - * Fares over $750 domestically or $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 - destination. - * Try to be frugal - GSM per-diem rates are rather generous. - * When attending a conference where food is included, Do The Right - Thing and claim a lower per-diem. - -* Reimbursement. - * To receive reimbursement, send hotel and flight/rail receipt, - along with a list of Per Diem days and totals to - accounting@sfconservancy.org. Refer to the Expense Report - section below for details. - * Your complete reimbursement request must be submitted to - accounting@sfconservancy.org within 90 days of the last date of - travel. Untimely requests *will not be reimbursed*. - -== Reimbursement Procedure +## Easy Reference Guide + +Travelers should adhere to the following guidelines to stay In-Policy. + +### Flights + +* Before you buy tickets, save a screenshot of a flight search that + shows the least expensive fare available from multiple airlines for + the dates you need to travel. + +* Book at least 14 days in advance. + +* Fares within $100 of that lowest fare you found are In-Policy, even if + you book on a different site or for different dates. + +* Fares over $750 domestically or $1,500 internationally require + Conservancy's pre-approval. + +### Hotels + +* Hotel fares < GSA rates are In-Policy. Visit + 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 + to the determine the per-diem for your + destination. + +* Try to be frugal - GSM per-diem rates are rather generous. + +* When attending a conference where food is included, Do The Right + Thing and claim a lower per-diem. + +### Reimbursement + +* To receive reimbursement, send hotel and flight/rail receipt, + along with a list of Per Diem days and totals to + . Refer to the Expense Report + section below for details. + +* Your complete reimbursement request must be submitted to + within 90 days of the last date of + travel. Untimely requests **will not be reimbursed**. + +## Reimbursement Procedure Note that reimbursements are only processed once per week. While we usually can turn around reimbursements in about two weeks' time, please be advised @@ -100,66 +116,69 @@ 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. +* 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 + [your preferred currency before choosing one](https://www.paypal.com/cgi-bin/webscr?cmd=p/sell/mc/mc_intro-outside).) + 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. + * 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. - Required information - ~~~~~~~~~~~~~~~~~~~~ + **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 - ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + **Additional required information by country** * All countries inside the EU: IBAN @@ -187,8 +206,7 @@ for Project approval: * United States: Phone Number of the Account Holder - Additional information we can use - ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + **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 @@ -206,8 +224,7 @@ 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 +## Project Leadership Committee Review Conservancy foresees the need for periodic reasonable exceptions to this Policy. Persons working on behalf of a specific Project seeking @@ -215,9 +232,9 @@ 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. +exception. -PLCs are responsible for creating procedures for requesting exceptions, +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 @@ -229,35 +246,35 @@ 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 +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 +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 +## Transportation -=== Overall transportation Cost +### Overall transportation Cost -Domestic transportation costs greater than US$750 requires Conservancy -approval prior to booking, even if all other Policy conditions have been -met. International transportation costs greater than US$1,650 requires -Conservancy approval prior to booking, even if all other Policy conditions +Domestic transportation costs greater than US$750 requires Conservancy +approval prior to booking, even if all other Policy conditions have been +met. International transportation costs greater than US$1,650 requires +Conservancy approval prior to booking, even if all other Policy conditions have been met. -=== Advance Purchase +### Advance Purchase -Tickets for travel by air or rail (excluding commuter train and subway) -should be booked at least 14 days in advance; any travel booked less than -14 days in advance requires written pre-authorization by Conservancy. -Tickets for travel by air or rail beyond 365 days in advance also require +Tickets for travel by air or rail (excluding commuter train and subway) +should be booked at least 14 days in advance; any travel booked less than +14 days in advance requires written pre-authorization by Conservancy. +Tickets for travel by air or rail beyond 365 days in advance also require written pre-authorization by Conservancy. -=== Air Travel +### Air Travel -==== Class of Service +#### Class of Service Coach and/or Economy Airfare is the only acceptable class for all flights (domestic and international) unless a PLC provides a special exception and @@ -268,34 +285,36 @@ 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. -==== Advance Purchase +#### Advance Purchase Air 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. -==== Low Fare +#### Low Fare Conservancy aims to balance cost savings with convenience and considers flights that are within US$100 of the lowest logical fare to be within Policy. The lowest logical fare is the least expensive fare available from a fare search that meets all of these criteria: - * The search must include fares from multiple airlines. - * The search must cover only the dates of relevant travel. For example, if - you're attending a conference that runs Monday through Friday, the search - must have you arriving no earlier than Sunday, and leaving no later than - Saturday. - * Except as allowed by Policy, the search must not use filters that might - exclude the least expensive fare. For example, you may filter out - flights with two or more connections, since Conservancy does not - consider those reasonable. However, you may not filter out specific - airlines, or flights without WiFi. +* The search must include fares from multiple airlines. + +* The search must cover only the dates of relevant travel. For example, if + you're attending a conference that runs Monday through Friday, the search + must have you arriving no earlier than Sunday, and leaving no later than + Saturday. + +* Except as allowed by Policy, the search must not use filters that might + exclude the least expensive fare. For example, you may filter out + flights with two or more connections, since Conservancy does not + consider those reasonable. However, you may not filter out specific + airlines, or flights without WiFi. Any widely-recognized airfare search site that lists results from multiple -airlines is acceptable, including sites such as http://orbitz.com[Orbitz], -http://kayak.com[Kayak] or http://hipmunk.com/[Hipmunk]. The PLCs and/or +airlines is acceptable, including sites such as [Orbitz](http://orbitz.com), +[Kayak](http://kayak.com) or [Hipmunk](http://hipmunk.com/). The PLCs and/or the traveler must submit the output (such as a screenshot or printout from the browser) of a online fare search as part of documentation in airfare pricing. Make sure the output shows the least expensive fare available. @@ -306,7 +325,7 @@ booked flights are within Policy. Any flights greater than US$100 over the lowest logical fare require written pre-authorization by Conservancy. -==== 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 @@ -314,7 +333,7 @@ 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. -==== 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. @@ -323,12 +342,12 @@ piece, unless that additional baggage is materials specifically related to the Project's and Conservancy's mission (i.e., bringing t-shirts and other promotional materials to an event). -==== 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. -==== Cancellation Fees +#### Cancellation Fees Cancellation fees and other penalties incurred result of a change of plans are reimbursable at Conservancy's discretion. In general, @@ -337,11 +356,11 @@ 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. +to reimburse the cost of the fees. -=== Other Transportation +### Other Transportation -==== Ground Transportation +#### Ground Transportation Ground transportation necessary as part of authorized Project trips is considered to be a reasonable expense. Public ground transportation, @@ -352,15 +371,15 @@ 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). +baggage makes a compact vehicle impractical). -==== 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 and/or coach class. -==== Use of Personal Vehicles +#### Use of Personal Vehicles When circumstances require Travelers to utilize their personal vehicles for Project purposes, they can be reimbursed at the current USA IRS @@ -368,7 +387,7 @@ rate per mile, plus any related parking expenses and toll fees. Drivers are encouraged to find the lowest cost parking area reasonably near their destination. -== Lodging +## Lodging Travelers are expected to be cost-conscious and prudent when booking lodging for approved trips, and to verify that rates are within the @@ -376,17 +395,18 @@ 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. +[United States General Services Administration's Per Diem calculator](http://www.gsa.gov/perdiem)'s +"Max lodging" column and/or +[United States Department of State's "Foreign Per Diem Rates by Location" calculator](http://aoprals.state.gov/web920/per_diem.asp)'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). In particular, since Conservancy only +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. @@ -397,37 +417,37 @@ 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 +## 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. - -=== Meals and Incidental Expenses - -==== Overview - -Travelers can submit for a per diem for meals and incidental expenses -for every day of a trip devoted to Project- 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 -http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator], -using the ZIP code of the travel destination. For example, a Traveler -based in Palo 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 -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 Palo 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. +listed in this document qualify. + +### Meals and Incidental Expenses + +#### Overview + +Travelers can submit for a per diem for meals and incidental expenses for +every day of a trip devoted to Project- 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](http://www.gsa.gov/perdiem), +using the ZIP code of the travel destination. For example, a Traveler based +in Palo 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](http://aoprals.state.gov/web920/per_diem.asp)'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 Palo +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. These per diem rates are the maximum daily rate Travelers can claim. If a conference has provided food, or food is provided in some other form, or @@ -439,13 +459,13 @@ amounts allowed were not used during travel. 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. +Travelers will only be able to submit for the lower per diems. -==== 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 -opportunity to submit for separate per diems after the trip. +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 @@ -455,13 +475,13 @@ 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 should seek pre-approval from his/her PLC and/or Conservancy -for such expenses before the trip. +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 +#### Meals For Organizational Development Travelers may occasionally have the need to invite third parties, e.g., prospective donors, contributors, community members, etc., to @@ -473,52 +493,52 @@ 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 +#### 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. +expense separate from the allocated per diem. -==== Currency Conversion Charges Part of Per Diem +#### Currency Conversion Charges Part of Per Diem Any fees associated with currency conversion are not reimbursable as an expense separate from the allocated per diem. -=== Conference Registration Fees +### Conference Registration Fees Conservancy will reimburse conference registration fees up to $100 per day -for Travelers on approved Project business and/or approved Conservancy +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. +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. +Travelers seeking reimbursement for registration fees that exceed $100 per +day must obtain prior approval from Conservancy's Executive Director. -=== Internet Access +### 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. +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 +## 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, or to get a particular airfare that *reduces* the overall cost of +mission, or to get a particular airfare that **reduces** the overall cost of the trip. 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 transportation costs are not reimbursable. -== Non-reimbursable Expenses +## Non-reimbursable Expenses Non-reimbursable expenses are identified throughout this policy. The -following items are typically non-reimbursable expenses: +following items are typically non-reimbursable expenses: * Partner, spouse, and/or companion travel @@ -527,7 +547,7 @@ following items are typically non-reimbursable expenses: * Upgrades to air travel, car rentals, or hotel rooms * Purchase of clothing, luggage, toiletries and other miscellaneous -personal items +personal items * Supplemental travel or car rental insurance @@ -541,7 +561,7 @@ programs to upgrade Conservancy-reimbursed expenses. However, Travelers must ensure that Conservancy does not receive nor reimburse any charges for any such transaction. -== Satisfaction of IRS Requirements +## Satisfaction of IRS Requirements Reimbursed travel expenses are subject to examination by the USA Internal Revenue Service (IRS). Travelers are responsible for retaining documentary @@ -550,36 +570,36 @@ 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. -== 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 done using -http://www.bankofcanada.ca/rates/exchange/10-year-converter/[The Bank of Canada 10-year currency converter]. +based on the exchange rate on the date of incursion. The currency exchange +rate of record shall be done using +[The Bank of Canada 10-year currency converter](http://www.bankofcanada.ca/rates/exchange/10-year-converter/). -== 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 reports and pass them along to Conservancy's Executive Director for -final approval and reimbursement. +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. +Board. -== Expense Reporting +## Expense Reporting Travelers seeking reimbursement must submit an expense report to the appropriate channel with the following information: -* Name of Traveler +* Name of Traveler -* Brief description of trip and trip's purpose (e.g., ``August 2011 +* 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'') +member"; "Feb. '12 FOO hackfest in Portland, OR; contributed code") * A brief paragraph explaining what was accomplished for the project during your travel. @@ -590,30 +610,30 @@ 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 -as a redacted credit card bill) should be provided instead of the -lost/destroyed receipt. + 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 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. +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*. +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 +## 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 +## 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