From 95200fbc902401a51cd1ca9946d89a70ac916bd9 2012-05-21 19:19:36 From: Tony Sebro Date: 2012-05-21 19:19:36 Subject: [PATCH] --- diff --git a/Travel/conservancy-travel-policy.txt b/Travel/conservancy-travel-policy.txt index 5c4bd9e5b4848d9a48a5900af82c0bc70fff78dc..96b962fca294220cac554b01a65d2424cef7a2ab 100644 --- a/Travel/conservancy-travel-policy.txt +++ b/Travel/conservancy-travel-policy.txt @@ -56,17 +56,27 @@ and * a specific number of days to respond to pre-authorization requests. -== Air Travel +== Transportation -=== Overall Airfare Cost +=== Overall transportation Cost -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 US$1,500 requires Conservancy -approval prior to booking, even if all other Policy conditions have -been met. +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$1,500 requires +Conservancy approval prior to booking, even if all other Policy conditions +have been met. -=== Class of Service +=== 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 +written pre-authorization by Conservancy. + +=== Air Travel + +==== 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 @@ -74,17 +84,17 @@ a valid reason (such as a need for business class due to a documented medical 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 +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 -Travel should be booked at least 14 days in advance; any travel booked +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 @@ -92,29 +102,15 @@ Policy. Any flights greater than US$100 over the lowest logical fare require written pre-authorization by Conservancy. PLCs shall use FIXME as the comparison shopping site for determining the baseline lowest fare. -=== Reasonable Flights +==== Reasonable Flights -Conservancy asks that travelers allow for flexibility with respect +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. +expect Travelers to consider those flight options to be reasonable. -=== 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 -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 air fare and transportation to and from -the airport are not reimbursable. - -=== 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. @@ -123,43 +119,72 @@ 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, -Conservancy shall reimburse such fees if the traveler can submit a +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. -== Other Reimbursable Expenses +=== Other Transportation -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. +==== 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). + +==== 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 + +When circumstances require Travelers to utilize their personal vehicles +for Project purposes, they can be reimbursed at the current USA IRS +rate per mile, plus any related parking expenses and toll fees. Drivers +are encouraged to find the lowest cost reasonably parking area nearby +their destination. -=== 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 -always considered In-Policy. If a traveler wants to stay elsewhere +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 +the Traveler 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. +reimburse Travelers for any costs associated with an upgrade of room +accommodations. + +== 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 @@ -170,7 +195,7 @@ 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 +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, @@ -180,22 +205,22 @@ 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 +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. -Conservancy encourages travelers to be conservative with their per +Conservancy encourages Travelers to be conservative with their per diem submissions, and consider asking for less if the full per diem amounts 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 -For groups of travelers on an In-Policy trip, each traveler should +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. @@ -203,7 +228,7 @@ 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, +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 @@ -218,7 +243,7 @@ and Conservancy's mission. 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 +mission. Conservancy recommends that Travelers seek pre-approval from their PLC and/or Conservancy for such meals. For any such organizational development meal, Conservancy will require a @@ -231,34 +256,20 @@ 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. -==== Ground Transportation +== Additional Days of Travel -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). - -==== 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 - -When circumstances require travelers to utilize their personal vehicles -for Project purposes, he/she can be reimbursed at the current USA IRS -rate per mile, plus any related parking expenses and toll fees. Drivers -are encouraged to find the lowest cost reasonably parking area nearby -their destination. +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 +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: @@ -280,7 +291,7 @@ personal items diem Travelers are permitted to pay for their own upgrades, or use bonus -programs to upgrade Conservancy-reimbursed expenses. However, travelers +programs to upgrade Conservancy-reimbursed expenses. However, Travelers must ensure that Conservancy does not receive nor reimburses any charges for any such transaction. @@ -290,7 +301,7 @@ Reimbursed travel expenses are subject to examination by the USA 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 +includable as taxable income to the Traveler. Receipts are required for all expenses, no matter the amount. == Currency Exchange Rates @@ -318,7 +329,7 @@ Board. 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 trip to XYZ conference for ABC project, served as planning committee @@ -334,7 +345,7 @@ itinerary, etc.) and associated per diem 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 +if such receipt has been inadvertently destroyed or lost, the Traveler should furnish a written statement to that effect, as well as an explanation of the expenditure involved. When possible, secondary documentation (such a redacted credit card bill) should be provided instead of the