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\begin_body

\begin_layout Title

Software Freedom Conservancy Travel and Reimbursable Expense Policy 

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\begin_layout Section

Purpose 

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\begin_layout Standard

This Travel and Reimbursable Expense Policy (

\begin_inset Quotes eld

\end_inset

Policy

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\end_inset

) applies to all member projects of the Software Freedom Conservancy (

\begin_inset Quotes eld

\end_inset

the Conservancy

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) and has been created to memorialize the Conservancy's reimbursement policies

 relating to travel and other business expenses incurred by employees, project

 volunteers, and while engaged in business on behalf of, or at the behest

 of, the Project.

\end_layout

\begin_layout Standard

The Conservancy must maintain effective control of business­‐related expenses

 in order to maintain its financial viability and non-profit status.

 As such, the 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 the Conservancy

's charitable mission are not eligible for reimbursement.

\end_layout

\begin_layout Standard

Any travel that adheres to these policies is considered in‐policy, and does

 not require special approval, so long as the trip has been approved in

 writing by the Conservancy, or by a the leadership committe of a Conservancy

 Member Project (

\begin_inset Quotes eld

\end_inset

Project

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\end_inset

) in a regular Project vote.

 The Conservancy and/or a Project via Project vote can limit the 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.

\end_layout

\begin_layout Section

Project Leadership Committee Review

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\begin_layout Standard

The Conservancy foresees the need for periodic reasonable exceptions to

 this policy.

 Persons working on behalf of a specific Project seeking an exception to

 this Policy must petition the Project's leadership committee to obtain

 written approval from the Conservancy authorizing the exception.

 Persons working directly on behalf of the Conservancy must seeking an exception

 to the Policy must obtain written approval from the Conservancy authorizing

 the exception.

\end_layout

\begin_layout Standard

Project leadership committees are responsible for creating procedures for

 requesting exceptions, and submitting to Conservancy reimbursement requests

 associated with their respective Projects.

 Project leadership commitees 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 preauthoriz

ation requests.

\end_layout

\begin_layout Section

Air Travel

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\begin_layout Subsection

Overall Airfare Cost 

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\begin_layout Standard

Domestic travel greater than $750 requires Executive Board approval prior

 to booking, even if all other policy conditions have been met.

 International travel greater than $1,500 requires Executive Board approval

 prior to booking, even if all other policy conditions have been met.

\end_layout

\begin_layout Subsection

Class of Service 

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\begin_layout Standard

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

 international) unless the Executive Board provides a special exception

 and a valid reason.

 Team members may use airline mileage programs only after the lowest logical

 fare is obtained.

 Team members should not book out-of-policy trips (and thus pay a higher

 fare) in order to qualify for a mileage upgrade.

\end_layout

\begin_layout Subsection

Advance Purchase 

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\begin_layout Standard

Travel should be booked at least 14 days in advance; any travel booked less

 than 14 days in advance requires preauthorization by the Executive Board.

 Flights beyond 365 days in advance also require preauthorization by the

 Executive Board.

\end_layout

\begin_layout Subsection

Low Fare

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\begin_layout Standard

The Project aims to balance cost savings with convenience and considers

 flights that are within $200 of the lowest logical fare to be within policy.

 Any flights greater than $200 over the lowest logical fare require pre-­‐author

ization by the Executive Board.

 The Project will use Kayak.com as the comparison shopping site for determining

 the baseline lowest fare.

\end_layout

\begin_layout Subsection

Reasonable Flights 

\end_layout

\begin_layout Standard

The Project asks that team members consider other departure times during

 your day of travel as well as longer trips.

 However, it does consider flights with two or more connections as unreasonable

 and does not expect team members to consider those reasonable flight options.

\end_layout

\begin_layout Subsection

Out of Policy Bookings 

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\begin_layout Standard

All travel not adhering to the above policies are considered out of policy

 and require pre-­approval by the Executive Board.

\end_layout

\begin_layout Subsection

Excess Baggage 

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\begin_layout Standard

Charges 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.

\end_layout

\begin_layout Section

Reimbursable Expenses 

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\begin_layout Standard

Conservancy will reimburse persons for Project-related expenses that are

 incurred while traveling on approved Project business and/or approved Conservan

cy business.

 Only necessary, ordinary and reasonable expenses are eligible for reimbursement

, and only those categories of expenses listed in this document qualify.

 All reimbursement requests must be submiied within 30 days of incursion,

 unless a shorter period of time has been defined by the Executive Board

 for the specific expense.

\end_layout

\begin_layout Subsection

Lodging 

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\begin_layout Standard

In some cases, the Project may decide to book lodging on behalf of team

 members.

 In this case, Project­‐booked lodging is always considered in­‐policy.

 If a team member wants to stay elsewhere, or self-book at the same location,

 the Project will only reimburse the team member the amount that it would

 otherwise have paid.

 Team members are expected to be cost-conscious and prudent when booking

 lodging for Project approved trips.

 Lodging documentation submitied as part of a reimbursement request must

 include a copy of the hotel invoice detailing all charges (credit card

 receipts alone are unacceptable).

 The Project will not reimburse team members for any costs associated with

 an upgrade of room accommodations.

\end_layout

\begin_layout Subsection

Meals and Entertainment 

\end_layout

\begin_layout Standard

Meal expenses are reimbursable only for team members, unless preapproved

 by the Executive Board.

 Such expenses can include a gratuity percentage up to 20%.

 Reimbursement for meals is based on actual expenses incurred, up to a limit

 of $70 per person per day.

 In the case of a team member group, one member of the team can pay for

 the entire meal and submit the expense for reimbursement.

 A list of all participants must be included with the reimbursement request.

\end_layout

\begin_layout Subsection

Ground Transportation 

\end_layout

\begin_layout Standard

Ground transportation necessary as part of authorized Project trips is considere

d 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 preauthorization by the Executive Board.

 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).

\end_layout

\begin_layout Subsection

Rail Transportation

\end_layout

\begin_layout Standard

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.

\end_layout

\begin_layout Subsection

Use of Personal Vehicles 

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\begin_layout Standard

When circumstances require team members 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.

\end_layout

\begin_layout Subsection

Transportation To and From Local Airport

\end_layout

\begin_layout Standard

As a non-profit charity, 

\end_layout

\begin_layout Section

Satisfaction of IRS Requirements 

\end_layout

\begin_layout Standard

Reimbursed travel expenses are subject to examination by the Internal Revenue

 Service (IRS).

 Team members are responsible for satisfying the IRS that all expenses are

 strictly for Project-related purposes, not personal in nature, and therefor

 not includable as taxable income to the team member.

 Receipts are required for all expenses, no maier the amount.

\end_layout

\begin_layout Section

Currency Exchange Rates 

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\begin_layout Standard

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.

\end_layout

\begin_layout Section

Consequences of Policy Violations

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\begin_layout Standard

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

 in payment for, reimbursement requests.

\end_layout

\begin_layout Section

Policy Changes 

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\begin_layout Standard

The Conservancy reserves the right to change any terms of this policy from

 time to time.

 The policy of record shall be the policy most recently distributed by the

 Conservancy.

\end_layout

\end_body

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