== Reimbursement Procedure

Note that reimbursements are only processed once per week, and you sent your

reimbursement in late on last week, so it wasn't processed until this week's

group.  Also, while we usually can turn around reimbursements in about two

weeks' time, please be advised that Conservancy officially does

reimbursements on a NET-30 basis, starting from the date that complete

materials are received.  If this is an issue, Conservancy is available to

prepurchase expensive items like airline tickets on your behalf, so that you

don't need to be reimbursed.

If you seek to be reimbursed for Conservancy Project expenses, please send

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 you're 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 an email address that is valid for the

      Paypal account be paid.  Note that sometimes PayPal fees are

      assessed.  Usually we're taking funds from our PayPal balance, which

      means no fees appear on our side, but they may appear on yours.  It

      might be worth it to check the fee schedule before choosing this

      method.

    * 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.  While some of this information

      isn't always needed, the more I have, the less likely there will be

      problems with your wire.  I note below in parenthesis which fields are

      mandatory, which varies based on where you are in the world.

                  SWIFT and/or BIC Code (mandatory for non-USA wires)

                  ACH or ABA routing number (mandatory for USA wires)

                  Account Number  (absolutely mandatory)

                  Full Name of the Account Holder  (absolutely mandatory)

                  Full Address of Account Holder

                  Bank Name

                  Bank Address

                  Tax ID of account holder (mandatory for Colombia)

                  Phone Number of account holder (mandatory for Colombia)

                  IBAN (if available, *required* for EU countries)

                  BSB Code (mandatory for Australia, not required elsewhere)

                  Preferred Currency (absolutely mandatory)

      Note that if there is an intermediary bank involved in the USA, you

      should provide all this information for both the intermediary bank

      and the final bank.  Note in particular that if the intermediary

      bank is in the USA, an ACH or ABA routing number is absolutely

      mandatory.

    * Issue you a check in your local currency, sent to you via post.  For

      this option, I just need your postal address and what currency you

      want.

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.