policies Changeset - 36e994df4e1f · Conservancy Kallithea

Changeset - 36e994df4e1f

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Tony Sebro (keynote2k) - 12 years ago 2012-02-21 21:56:19
tony@sfconservancy.org

1 file changed with 59 insertions and 52 deletions:

Travel/Conservancy-Travel-Policy.lyx

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Travel/Conservancy-Travel-Policy.lyx

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@@ ... / @@ -76,7 +76,15 @@ Policy @@
 \begin_inset Quotes erd
 \end_inset
 ) applies to all member projects of the Software Freedom Conservancy (
 ) applies to all Conservancy Member Projects (
 \begin_inset Quotes eld
 \end_inset
 Projects
 \begin_inset Quotes erd
 \end_inset
 ) of the Software Freedom Conservancy (
 \begin_inset Quotes eld
 \end_inset
@@ ... / @@ -87,13 +95,13 @@ the Conservancy @@
 ) 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.
+ of a 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.
+ in order to maintain its financial viability and tax exempt 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
@@ ... @@
 \end_layout
 \begin_layout Standard
-Any travel that adheres to these policies is considered in‐policy, and does
+Any travel that adheres to this Policy 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 (
  writing by the Conservancy or by a Project's Leasdership Committee (
 \begin_inset Quotes eld
 \end_inset
-Project
+PLC
 \begin_inset Quotes erd
 \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.
 ) in a regular and documented PLC vote.
  The Conservancy and/or a PLC 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
@@ ... / @@ -128,10 +135,10 @@ Project Leadership Committee Review @@
 \begin_layout Standard
 The Conservancy foresees the need for periodic reasonable exceptions to
- this policy.
+ 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.
  this Policy must petition their PLC 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.
 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 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 preauthorization requests.
 \end_layout
@@ ... / @@ -159,10 +165,10 @@ Overall Airfare Cost @@
 \end_layout
 \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.
 Domestic travel greater than U.S.$750 requires Conservancy approval prior
  to booking, even if all other Policy conditions have been met.
  International travel greater than U.S.$1,500 requires Conservancy approval
  prior to booking, even if all other Policy conditions have been met.
 \end_layout
 \begin_layout Subsection
@@ ... / @@ -171,11 +177,11 @@ Class of Service @@
 \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.
  international) unless a PLC provides a special exception and a valid reason
  to Conservancy for written approval.
  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
+ 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
@@ ... / @@ -186,9 +192,9 @@ Advance Purchase @@
 \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.
  than 14 days in advance requires written preauthorization by Conservancy.
  Flights beyond 365 days in advance also require written preauthorization
  by Conservancy.
 \end_layout
@@ ... / @@ -197,11 +203,12 @@ Low Fare @@
 \end_layout
 \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
 Conservancy aims to balance cost savings with convenience and considers
  flights that are within U.S.$200 of the lowest logical fare to be within
  Policy.
  Any flights greater than U.S.$200 over the lowest logical fare require written
  pre‐authorization by Conservancy.
  Projects shall use Kayak.com as the comparison shopping site for determining
  the baseline lowest fare.
 \end_layout
@@ ... / @@ -211,21 +218,21 @@ 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.
 Conservancy asks that travellers allow for flexibilty 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 travellers to consider those flight
  options to be reasonable.
 \end_layout
 \begin_layout Subsection
-Out of Policy Bookings
+Out-of-Policy Bookings
 \end_layout
 \begin_layout Standard
 All travel not adhering to the above policies are considered out of policy
  and require pre-approval by the Executive Board.
 All travel not adhering to the above Policies are considered Out-of-Policy
  and require written preauthorization by Conservancy.
 \end_layout
 \begin_layout Subsection
@@ ... / @@ -348,10 +355,10 @@ Satisfaction of IRS Requirements @@
 \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.
  Team members are responsible for retaining documentary evidence 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 matter the amount.
 \end_layout
 \begin_layout Section
@@ ... / @@ -380,9 +387,9 @@ Policy Changes @@
 \end_layout
 \begin_layout Standard
-The Conservancy reserves the right to change any terms of this policy from
+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
+ The Policy of record shall be the Policy most recently distributed by the
  Conservancy.
 \end_layout

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