### 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

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

(and thus pay a higher fare) in order to qualify for a mileage upgrade.

#### 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

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.

Any widely-recognized airfare search site that lists results from multiple

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.

Travelers may book their tickets on different dates or a different site as

long as they used a qualifying fare search site to determine that the

booked flights are within Policy.

Any flights greater than US$100 over the lowest logical fare require

written pre-authorization by Conservancy.

#### 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.

#### Excess Baggage

#### 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 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.

### Other Transportation

#### 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 parking area reasonably near

their destination.

## Lodging

Travelers are expected to be cost-conscious and prudent when booking lodging

for approved trips, and to verify that rates are within the maximum lodging

rates for the hotel's location.  See the "Rates" section above for details.

If the lodging chosen by the Traveler and/or the PLC exceeds the maximum

lodging rate 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 maximum lodging rate.

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

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.