policies Changeset - 0fa9b579e60a · Conservancy Kallithea

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@@ -18,40 +18,45 @@ in order to maintain its financial viability and tax exempt status.

As such, 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 Conservancy's

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

PLC vote. Conservancy and/or a PLC can limit allowable travel expenses

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.

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.

== Project Leadership Committee Review

Conservancy foresees the need for periodic reasonable exceptions to

this Policy. Persons working on behalf of a specific Project seeking

this Policy.  Persons working on behalf of a specific Project seeking

an exception to this Policy must petition their PLC to obtain written

approval from Conservancy authorizing the exception. Persons working

approval from Conservancy authorizing the exception.  Persons working

directly on behalf of Conservancy must seeking an exception to the

Policy must obtain written approval from Conservancy authorizing the

exception.

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

their respective Projects.  PLCs 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 pre-authorization requests.

limited to, the following two cases

* a specific number of days to respond to regular reimbursement requests,

and

== Air Travel

* a specific number of days to respond to pre-authorization requests.

== Air Travel

=== Overall Airfare Cost

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@@ -61,67 +66,62 @@ International travel greater than US$1,500 requires Conservancy

approval prior to booking, even if all other Policy conditions have

been met.

=== Class of Service

Coach Airfare is the only acceptable class for all flights (domestic

and international) unless a PLC provides a special exception and a

valid 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.

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

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.

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$200 of the lowest logical fare to be

within Policy. Any flights greater than US$200 over the lowest

logical fare require written pre-authorization by Conservancy. PLCs

shall use Kayak.com as the comparison shopping site for determining

the baseline lowest fare.

flights that are within US$100 of the lowest logical fare to be within

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

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

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.

=== 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. 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.

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

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.

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.

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

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@@ -131,15 +131,14 @@ 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,

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

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

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

Conservancy will reimburse persons for Project-related expenses that

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@@ -148,53 +147,52 @@ Conservancy business. Only necessary, ordinary and reasonable expenses

are eligible for reimbursement, and only those categories of expenses

listed in this document qualify.

=== 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 team member 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

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

(credit card receipts *alone* are unacceptable).  Conservancy will not

reimburse travelers for any costs associated with an upgrade of room

accommodations.

=== 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 PLC- 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 (www.gsa.gov/perdiem),

using the ZIP code of the travel destination. For example, a traveler

based in Pao Alto, CA heading to a conference in Atlanta, GA (with

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

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 Pao 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

diem submissions.

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,

than those generated by the calculators above.  In those instances,

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

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@@ -203,23 +201,29 @@ 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

conference that includes lunch for all attendees). Further, PLCs and/or

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,

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 may seek pre-approval from his/her PLC and/or Conservancy

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 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

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

their PLC and/or Conservancy for such meals.

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

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

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@@ -227,43 +231,41 @@ 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

Ground transportation necessary as part of authorized Project trips

is considered to be a reasonable expense. Public ground transportation,

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

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

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.

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 IRS

rate per mile, plus any related parking expenses and toll fees.

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.

==== Non-reimbursable Expenses

Non-reimbursable expenses are identified throughout this policy. The

Non-reimbursable expenses are identified throughout this policy.  The

following items are typically non-reimbursable expenses:

* Partner, spouse, and/or companion travel

* First class travel

* First class travel (unless medically necessary)

* Upgrades to air travel, car rentals, or hotel rooms

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@@ -277,38 +279,40 @@ personal items

* Personal entertainment or recreational expenses beyond the allotted per

diem

Travelers are permitted to pay for their own upgrades, or use bonus

programs to upgrade Conservancy-reimbursed expenses.  However, travelers

must ensure that Conservancy does not receive nor reimburses any charges

for any such transaction.

== Satisfaction of IRS Requirements

Reimbursed travel expenses are subject to examination by the Internal

Revenue Service (IRS). Travelers are responsible for retaining documentary

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

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.

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.

== Approvals

Travelers traveling on behalf of a Project must seek approvals and

submit expense reports to their PLC. PLCs are to review those expense

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.

Travelers traveling on behalf of Conservancy must seek approvals and

submit expense reports to Conservancy's Executive Director. Conservancy

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.

== Expense Reporting

Travelers seeking reimbursement must submit an expense report to the

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@@ -320,33 +324,37 @@ appropriate channel with the following information:

trip to XYZ conference for ABC project, served as planning committee

member''; ``Feb. '12 FOO hackfest in Portland, OR; contributed code'')

* A brief paragraph explaining what was accomplished for the project

during your travel.

* Number of days traveled (with documentary evidence, e.g., conference

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)

with substantiating receipts (or scans of receipts).

** In the event that it is impractical to obtain a required receipt or

if such receipt has been inadvertently destroyed, the traveler should

** 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

of the expenditure involved.  When possible, secondary documentation (such

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.

Conservancy requests that all expense reports be submitted within

two weeks of travel. Expense reports filed more than 60 days after

expenses are incurred will not be reimbursed without the approval

of Conservancy's Board.

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 without the approval of Conservancy's

Board.  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

Failure to comply with this policy may result in the denial of, or delay

in payment for, reimbursement requests.

== Policy Changes

The Conservancy reserves the right to change any terms of this Policy