From d8aadc0bbea0428b7575ca11cc9468ad831f3b22 2012-09-28 14:27:57 From: Bradley M. Kuhn Date: 2012-09-28 14:27:57 Subject: [PATCH] Clearly organize text to pre-approval required if Per-Diem Lodging rates exceeded. Based on discussion with Conservancy's Treasurer, I reworked this section to clearly state that Conservancy can approve higher rates for hotels, but that such approval should be done before travel begins. I also cut down some of the extra detail in this section that I think is obvious (i.e., how to use the GSA website). --- diff --git a/Travel/conservancy-travel-policy.txt b/Travel/conservancy-travel-policy.txt index 655e76aacdfa97b5886f96f6aa2dce75a6e786ba..196065533251586c1ddb374d6575b3ec68ad6900 100644 --- a/Travel/conservancy-travel-policy.txt +++ b/Travel/conservancy-travel-policy.txt @@ -175,26 +175,28 @@ their destination. == 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 Traveler up to the amount specified in the "Loding" column of 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. Travelers seeking to be reimbursed -beyond that rate must obtain written approvel from their PLC and from -Conservancy. - -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. +Travelers are expected to be cost-conscious and prudent when booking +lodging for approved trips, and to verify that rates are within the +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, the Traveler +and/or the PLC *must* obtain written +pre-approval from Conservancy and the PLC before booking the hotel. If +written pre-approval is not sought or is not granted, Conservancy will only +reimburse up to the amount in the rate table above. + +Lodging documentation submitted as part of a reimbursement request must +include a copy of the hotel invoice detailing all charges (credit card +receipts *alone* are unacceptable). Conservancy will not reimburse +Travelers for any costs associated with an upgrade of room accommodations. + +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