Changeset - 3422d9368235
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Brett Smith (brett) - 7 years ago 2017-08-24 20:38:17
brett@sfconservancy.org
Travel: Update information about rates we use.

* Introduce a "Rates" section that's referred to throughout.
* Explain how the total M&IE allowance is calculated.
* Update the info about currency conversions to explain we now use Open
Exchange Rates based on the date of the reimbursement request.
1 file changed with 45 insertions and 44 deletions:
Travel/conservancy-travel-policy.md
45
44
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Travel/conservancy-travel-policy.md
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@@ -61,9 +61,9 @@ Travelers should adhere to the following guidelines to stay In-Policy.
 

			




	
	
	
		
 
### Hotels


			




	
	
	
		
 

			




	
	
	
		
 
* Hotel fares < GSA rates are In-Policy.  Visit


			




	
	
	
		
 
  <http://www.gsa.gov/perdiem> to determine the rate for your


			




	
	
	
		
 
  destination.


			




	
	
	
		
 
* Hotels are In-Policy as long as the average nightly rate you pay


			




	
	
	
		
 
  (excluding taxes and fees) is under the maximum rate for lodging for your


			




	
	
	
		
 
  destination.  See the "Rates" section below for details.


			




	
	
	
		
 

			




	
	
	
		
 
* Be sure the receipt from your hotel includes the dates of your


			




	
	
	
		
 
  stay, not just a total.


			




	...
	
		
 
@@ -82,9 +82,8 @@ Keep and submit PDFs of the following, as applicable:


			




	
	
	
		
 

			




	
	
	
		
 
* Use your per-diem to cover meals and incidental expenses.


			




	
	
	
		
 

			




	
	
	
		
 
* Your per-diem is based on GSA guidelines.  Visit


			




	
	
	
		
 
  <http://www.gsa.gov/perdiem> to the determine the per-diem for your


			




	
	
	
		
 
  destination.


			




	
	
	
		
 
* Your total per diem allowance follows the rates published for your


			




	
	
	
		
 
  destination.  See the "Rates" section below for details.


			




	
	
	
		
 

			




	
	
	
		
 
* Try to be frugal - GSM per-diem rates are rather generous.


			




	
	
	
		
 

			




	...
	
		
 
@@ -102,6 +101,35 @@ Keep and submit PDFs of the following, as applicable:


			




	
	
	
		
 
  <accounting@sfconservancy.org> within 90 days of the last date of


			




	
	
	
		
 
  travel.  Untimely requests **will not be reimbursed**.


			




	
	
	
		
 

			




	
	
	
		
 
## Rates


			




	
	
	
		
 

			




	
	
	
		
 
Throughout this document, we refer to rates reported by other parties.


			




	
	
	
		
 

			




	
	
	
		
 
For travel in the United States, we follow the maximum rates for lodging and


			




	
	
	
		
 
M&IE per diem set by the


			




	
	
	
		
 
[US General Services Administration](https://www.gsa.gov/perdiem).


			




	
	
	
		
 

			




	
	
	
		
 
For travel outside the United States, we follow the maximum rates for lodging and


			




	
	
	
		
 
M&IE per diem set by the


			




	
	
	
		
 
[US Department of State](https://aoprals.state.gov/web920/per_diem.asp).


			




	
	
	
		
 

			




	
	
	
		
 
We calculate the total per diem allowance for a trip using the same method


			




	
	
	
		
 
as the GSA.  Travelers may request up to 100% of the listed rate for each


			




	
	
	
		
 
full day of travel, plus 75% of the listed rate for each partial day of


			




	
	
	
		
 
travel.  For example, if you fly to a conference on Monday, spend Tuesday


			




	
	
	
		
 
through Thursday at the conference, and return home on Friday, and the per


			




	
	
	
		
 
diem rate for the conference city is $80, you may request up to $360: $80


			




	
	
	
		
 
for each day Tuesday through Thursday, plus $60 for each day you flew.


			




	
	
	
		
 

			




	
	
	
		
 
When we convert currencies (e.g., to determine whether a hotel paid in Euros


			




	
	
	
		
 
was within the maximum lodging rate), we use the final rate published by


			




	
	
	
		
 
[Open Exchange Rates](https://openexchangerates.org/) on the date we received


			




	
	
	
		
 
the reimbursement request.  Please do not do your own currency conversions


			




	
	
	
		
 
in your reimbursement requests.  Simply report expenses in their original


			




	
	
	
		
 
currency/ies, and we will convert appropriately.  If you have questions or


			




	
	
	
		
 
concerns about our rates, just ask, and we'll be happy to provide details


			




	
	
	
		
 
before we send you final payment.


			




	
	
	
		
 

			




	
	
	
		
 
## Reimbursement Procedure


			




	
	
	
		
 

			




	
	
	
		
 
Note that reimbursements are only processed once per week.  While we usually


			




	...
	
		
 
@@ -389,20 +417,15 @@ 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


			




	
	
	
		
 
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


			




	
	
	
		
 
[United States General Services Administration's Per Diem calculator](http://www.gsa.gov/perdiem)'s


			




	
	
	
		
 
"Max lodging" column and/or


			




	
	
	
		
 
[United States Department of State's "Foreign Per Diem Rates by Location" calculator](http://aoprals.state.gov/web920/per_diem.asp)'s


			




	
	
	
		
 
"Maximum Lodging Rate column" 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


			




	
	
	
		
 
amount in the rate table above.


			




	
	
	
		
 
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


			




	...
	
		
 
@@ -431,23 +454,8 @@ listed in this document qualify.


			




	
	
	
		
 

			




	
	
	
		
 
Travelers can submit for a per diem for meals and incidental expenses 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


			




	
	
	
		
 
[United States General Services Administration's Per Diem calculator](http://www.gsa.gov/perdiem),


			




	
	
	
		
 
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 of the United States shall be


			




	
	
	
		
 
based on the


			




	
	
	
		
 
[United States Department of State's "Foreign Per Diem Rates by Location" calculator](http://aoprals.state.gov/web920/per_diem.asp)'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 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.


			




	
	
	
		
 
work, including the day(s) of travel itself, up to the maximum rate for the


			




	
	
	
		
 
destination of the trip.  See the "Rates" section above for details.


			




	
	
	
		
 

			




	
	
	
		
 
These per diem rates are the maximum daily rate Travelers can claim.  If a


			




	
	
	
		
 
conference has provided food, or food is provided in some other form, or


			




	...
	
		
 
@@ -570,13 +578,6 @@ Conservancy-related purposes, not personal in nature, and therefore not


			




	
	
	
		
 
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 done using


			




	
	
	
		
 
[The Bank of Canada 10-year currency converter](http://www.bankofcanada.ca/rates/exchange/10-year-converter/).


			




	
	
	
		
 

			




	
	
	
		
 
## Approvals


			




	
	
	
		
 

			




	
	
	
		
 
Travelers traveling on behalf of a Project must seek approvals and


			




        

    



    


    



    



      

      





    
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