policies Changeset - 5f8a406c13e3 · Conservancy Kallithea

file renamed from Travel/conservancy-travel-policy.txt to Travel/conservancy-travel-policy.md

Software Freedom Conservancy Travel and Reimbursable Expense Policy

===================================================================

# Software Freedom Conservancy Travel and Reimbursable Expense Policy

== Overview

## Overview

This Travel and Reimbursable Expense Policy (``Policy'') applies to all

Conservancy Member Projects (``Projects'') of Software Freedom Conservancy

(``Conservancy'') and has been created to memorialize Conservancy's

This Travel and Reimbursable Expense Policy ("Policy") applies to all

Conservancy Member Projects ("Projects") of Software Freedom Conservancy

("Conservancy") and has been created to memorialize Conservancy's

reimbursement policies relating to travel and other business expenses

incurred by Conservancy staff, Project Leadership Committee (``PLC'')

incurred by Conservancy staff, Project Leadership Committee ("PLC")

members, and project volunteers while engaged in business on behalf of, or

at the behest of Conservancy and/or a Project (``Travelers'').

at the behest of Conservancy and/or a Project ("Travelers").

This Policy includes an Easy Reference Guide that can be used as a

This Policy includes an Easy Reference Guide that can be used as a

template for most of the travel covered under this Policy.  When in doubt,

refer to the more detailed sections below.

refer to the more detailed sections below.

== Purpose

## Purpose

Conservancy must maintain effective control of business-related expenses

in order to maintain its financial viability and tax exempt status.

Conservancy and each Project is also accountable to our donors to ensure

that we manage their contributions wisely and maximize our ability to

pursue our charitable mission.  As such, Conservancy expects Travelers 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 charitable mission are not eligible for

reimbursement.

in order to maintain its financial viability and tax exempt status.

Conservancy and each Project is also accountable to our donors to ensure

that we manage their contributions wisely and maximize our ability to

pursue our charitable mission.  As such, Conservancy expects Travelers 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 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

by a Project's Leadership Committee ("PLC") in a regular and documented

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.

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.

== Easy Reference Guide

Travelers should adhere to the following guidelines to stay In-Policy.

* Flights.

   * Before you buy tickets, save a screenshot of a flight search that

     shows the least expensive fare available from multiple airlines for

     the dates you need to travel.

   * Book at least 14 days in advance.

   * Fares within $100 of that lowest fare you found are In-Policy, even if

     you book on a different site or for different dates.

   * Fares over $750 domestically or $1,500 internationally require

     Conservancy's pre-approval.

* Hotels.

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

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

     destination.

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

     stay, not just a total.

* Receipts.  Keep and submit PDFs of the following, as applicable:

   * Your fare search (i.e., a screen shot)

   * Your plane/rail ticket (e-confirmation of purchase is sufficient)

   * Your hotel/lodging invoice

* Per Diem.

   * 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.

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

   * When attending a conference where food is included, Do The Right

     Thing and claim a lower per-diem.

* Reimbursement.

   * To receive reimbursement, send hotel and flight/rail receipt,

     along with a list of Per Diem days and totals to

     accounting@sfconservancy.org.  Refer to the Expense Report

     section below for details.

   * Your complete reimbursement request must be submitted to

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

     travel.  Untimely requests *will not be reimbursed*.

== Reimbursement Procedure

## Easy Reference Guide

Travelers should adhere to the following guidelines to stay In-Policy.

### Flights

* Before you buy tickets, save a screenshot of a flight search that

  shows the least expensive fare available from multiple airlines for

  the dates you need to travel.

* Book at least 14 days in advance.

* Fares within $100 of that lowest fare you found are In-Policy, even if

  you book on a different site or for different dates.

* Fares over $750 domestically or $1,500 internationally require

  Conservancy's pre-approval.

### Hotels

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

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

  destination.

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

  stay, not just a total.

### Receipts

Keep and submit PDFs of the following, as applicable:

* Your fare search (i.e., a screen shot)

* Your plane/rail ticket (e-confirmation of purchase is sufficient)

* Your hotel/lodging invoice

### Per Diem

* 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.

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

* When attending a conference where food is included, Do The Right

  Thing and claim a lower per-diem.

### Reimbursement

* To receive reimbursement, send hotel and flight/rail receipt,

  along with a list of Per Diem days and totals to

  <accounting@sfconservancy.org>.  Refer to the Expense Report

  section below for details.

* Your complete reimbursement request must be submitted to

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

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

## Reimbursement Procedure

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

can turn around reimbursements in about two weeks' time, please be advised

...

@@ -100,66 +116,69 @@ 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 your 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 (a) the email address that is registered to

      the PayPal account that will receive reimbursement and (b) the

      preferred currency.  (Please verify that PayPal supports transactions in

      https://www.paypal.com/cgi-bin/webscr?cmd=p/sell/mc/mc_intro-outside[your

      preferred currency before choosing one].)

      Note that sometimes PayPal charges fees.  Usually we're taking

      funds from our PayPal balance, which means no fees appear on our side,

      but they may appear on yours.  In our experience, USA PayPal account

      holders physically in the USA are not typically charged fees; but we do

      advise you to check PayPal's fee schedule before choosing this method.

* 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 your 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 (a) the email address that is registered to

    the PayPal account that will receive reimbursement and (b) the preferred

    currency.  (Please verify that PayPal supports transactions in

    [your preferred currency before choosing one](https://www.paypal.com/cgi-bin/webscr?cmd=p/sell/mc/mc_intro-outside).)

    Note that sometimes PayPal charges fees.  Usually we're taking funds

    from our PayPal balance, which means no fees appear on our side, but

    they may appear on yours.  In our experience, USA PayPal account holders

    physically in the USA are not typically charged fees; but we do advise

    you to check PayPal's fee schedule before choosing this method.

      NOTE: Typically, when choosing PayPal as a payment option, amounts owed

            in USD will be paid in USD, regardless of your preferred currency

            selection.

    * 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.

  * 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.

      Required information

      ~~~~~~~~~~~~~~~~~~~~

      **Required information**

      * Full Name of the Account Holder

      * Full Address of the Account Holder

      * Account Number

      * Preferred Currency

      * Bank Name

      * Bank Address

      * Bank ACH or ABA routing number (for banks in the US);

        or SWIFT and/or BIC code (for banks outside the US)

      Additional required information by country

      ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

      **Additional required information by country**

      * All countries inside the EU: IBAN

...

@@ -187,8 +206,7 @@ for Project approval:

      * United States: Phone Number of the Account Holder

      Additional information we can use

      ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

      **Additional information we can use**

      Banks outside the US will often designate a Correspondent Bank when

      receiving funds from the US.  If you can give us the Correspondent

...

@@ -206,8 +224,7 @@ 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.

== Project Leadership Committee Review

## Project Leadership Committee Review

Conservancy foresees the need for periodic reasonable exceptions to

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

...

@@ -215,9 +232,9 @@ an exception to this Policy must petition their PLC to obtain written

approval from Conservancy authorizing the exception.  Persons working

directly on behalf of Conservancy seeking an exception to the

Policy must obtain written approval from Conservancy authorizing the

exception.

exception.

PLCs are responsible for creating procedures for requesting exceptions,

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

...

@@ -229,35 +246,35 @@ and

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

PLCs are also responsible for monitoring the available balance in their

Project Fund, and for granting or refusing approval for travel expense

Project Fund, and for granting or refusing approval for travel expense

requests based on an assessment of the funds available and of any

outstanding contracts payable.  PLCs are not to approve travel expense

requests when their Project does not have sufficient funds to cover the

expense.  If a PLC has any questions regarding whether their Project has

sufficient funds to cover a Traveler's expense request, the PLC should

outstanding contracts payable.  PLCs are not to approve travel expense

requests when their Project does not have sufficient funds to cover the

expense.  If a PLC has any questions regarding whether their Project has

sufficient funds to cover a Traveler's expense request, the PLC should

contact Conservancy.

== Transportation

## Transportation

=== Overall transportation Cost

### Overall transportation Cost

Domestic transportation costs greater than US$750 requires Conservancy

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

met.  International transportation costs greater than US$1,650 requires

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

Domestic transportation costs greater than US$750 requires Conservancy

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

met.  International transportation costs greater than US$1,650 requires

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

have been met.

=== Advance Purchase

### Advance Purchase

Tickets for travel by air or rail (excluding commuter train and subway)

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

14 days in advance requires written pre-authorization by Conservancy.

Tickets for travel by air or rail beyond 365 days in advance also require

Tickets for travel by air or rail (excluding commuter train and subway)

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

14 days in advance requires written pre-authorization by Conservancy.

Tickets for travel by air or rail beyond 365 days in advance also require

written pre-authorization by Conservancy.

=== Air Travel

### Air Travel

==== Class of Service

#### Class of Service

Coach and/or Economy Airfare is the only acceptable class for all flights

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

...

@@ -268,34 +285,36 @@ 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

#### Advance Purchase

Air 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.

==== Low Fare

#### Low Fare

Conservancy aims to balance cost savings with convenience and considers

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

Policy.  The lowest logical fare is the least expensive fare available from a

fare search that meets all of these criteria:

  * The search must include fares from multiple airlines.

  * The search must cover only the dates of relevant travel.  For example, if

    you're attending a conference that runs Monday through Friday, the search

    must have you arriving no earlier than Sunday, and leaving no later than

    Saturday.

  * Except as allowed by Policy, the search must not use filters that might

    exclude the least expensive fare.  For example, you may filter out

    flights with two or more connections, since Conservancy does not

    consider those reasonable.  However, you may not filter out specific

    airlines, or flights without WiFi.

* The search must include fares from multiple airlines.

* The search must cover only the dates of relevant travel.  For example, if

  you're attending a conference that runs Monday through Friday, the search

  must have you arriving no earlier than Sunday, and leaving no later than

  Saturday.

* Except as allowed by Policy, the search must not use filters that might

  exclude the least expensive fare.  For example, you may filter out

  flights with two or more connections, since Conservancy does not

  consider those reasonable.  However, you may not filter out specific

  airlines, or flights without WiFi.

Any widely-recognized airfare search site that lists results from multiple

airlines is acceptable, including sites such as http://orbitz.com[Orbitz],

http://kayak.com[Kayak] or http://hipmunk.com/[Hipmunk].  The PLCs and/or

airlines is acceptable, including sites such as [Orbitz](http://orbitz.com),

[Kayak](http://kayak.com) or [Hipmunk](http://hipmunk.com/).  The PLCs and/or

the traveler must submit the output (such as a screenshot or printout from

the browser) of a online fare search as part of documentation in airfare

pricing.  Make sure the output shows the least expensive fare available.

...

@@ -306,7 +325,7 @@ booked flights are within Policy.

Any flights greater than US$100 over the lowest logical fare require

written pre-authorization by Conservancy.

==== Reasonable Flights

#### Reasonable Flights

Conservancy asks that Travelers allow for flexibility with respect

to departure times during a desired day of travel, as well as longer

...

@@ -314,7 +333,7 @@ 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.

==== Excess Baggage

#### 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.

...

@@ -323,12 +342,12 @@ 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

#### Out-of-Policy Bookings

All air travel not adhering to the above Policies are considered Out-of-Policy

and require written pre-authorization by Conservancy's Executive Director.

==== Cancellation Fees

#### Cancellation Fees

Cancellation fees and other penalties incurred result of a change

of plans are reimbursable at Conservancy's discretion.  In general,

...

@@ -337,11 +356,11 @@ 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

without adequate explanation, Conservancy reserves the right to refuse

to reimburse the cost of the fees.

to reimburse the cost of the fees.

=== Other Transportation

### Other Transportation

==== Ground Transportation

#### Ground Transportation

Ground transportation necessary as part of authorized Project trips

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

...

@@ -352,15 +371,15 @@ 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).

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 and/or coach class.

==== Use of Personal Vehicles

#### Use of Personal Vehicles

When circumstances require Travelers to utilize their personal vehicles

for Project purposes, they can be reimbursed at the current USA IRS

...

@@ -368,7 +387,7 @@ rate per mile, plus any related parking expenses and toll fees.  Drivers

are encouraged to find the lowest cost parking area reasonably near

their destination.

== Lodging

## Lodging

Travelers are expected to be cost-conscious and prudent when booking

lodging for approved trips, and to verify that rates are within the

...

@@ -376,17 +395,18 @@ 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

http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator]'s ``Max lodging'' column and/or

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

[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.

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).  In particular, since Conservancy only

receipts **alone** are unacceptable).  In particular, since Conservancy only

reimburses for room charges (plus relevant taxes and fees) for the necessary

travel dates, the receipt from the hotel must clearly show the dates of stay,

and separately list room charges and any food or service charges.

...

@@ -397,37 +417,37 @@ In some cases, Conservancy, upon consultation with the PLC, may decide to

book lodging on behalf of Travelers.  In this case, Conservancy-booked

lodging is always considered In-Policy.

== Other Reimbursable Expenses

## Other Reimbursable Expenses

Conservancy will reimburse persons for Project-related expenses that

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

Conservancy business. Only necessary, ordinary and reasonable expenses

are eligible for reimbursement, and only those categories of expenses

listed in this document qualify.

=== 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 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

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 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.

listed in this document qualify.

### 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 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.

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

...

@@ -439,13 +459,13 @@ amounts allowed 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,

Travelers will only be able to submit for the lower per diems.

Travelers will only be able to submit for the lower per diems.

==== Group Meals

#### Group Meals

For groups of Travelers on an In-Policy trip, each Traveler should

pay for his/her own meals, seeing as all participants will have an

opportunity to submit for separate per diems after the trip.

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

...

@@ -455,13 +475,13 @@ 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 should seek pre-approval from his/her PLC and/or Conservancy

for such expenses before the trip.

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

#### Meals For Organizational Development

Travelers may occasionally have the need to invite third parties,

e.g., prospective donors, contributors, community members, etc., to

...

@@ -473,52 +493,52 @@ 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

#### Phone Call Charges Part of Per Diem

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.

expense separate from the allocated per diem.

==== Currency Conversion Charges Part of Per Diem

#### Currency Conversion Charges Part of Per Diem

Any fees associated with currency conversion are not reimbursable as an

expense separate from the allocated per diem.

=== Conference Registration Fees

### Conference Registration Fees

Conservancy will reimburse conference registration fees up to $100 per day

for Travelers on approved Project business and/or approved Conservancy

for Travelers on approved Project business and/or approved Conservancy

business.  For example, a $250 registration fee for a 3-day conference is

In-Policy; however, a $225 registration fee for a 2-day conference is not.

In-Policy; however, a $225 registration fee for a 2-day conference is not.

Travelers seeking reimbursement for registration fees that exceed $100 per

day must obtain prior approval from Conservancy's Executive Director.

Travelers seeking reimbursement for registration fees that exceed $100 per

day must obtain prior approval from Conservancy's Executive Director.

=== Internet Access

### Internet Access

Internet access/wi-fi fees charged by a hotel are reimbursable, provided

that they are listed on the hotel/lodging invoice submitted for

reimbursement.  Other internet access fees (e.g., airport internet

services, personal wi-fi hotspots, internet cafes) are not reimbursable

except as incidental expenses to be covered by a Traveler's per-diem.

that they are listed on the hotel/lodging invoice submitted for

reimbursement.  Other internet access fees (e.g., airport internet

services, personal wi-fi hotspots, internet cafes) are not reimbursable

except as incidental expenses to be covered by a Traveler's per-diem.

== Additional Days of Travel

## 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, or to get a particular airfare that *reduces* the overall cost of

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 transportation costs are not reimbursable.

== Non-reimbursable Expenses

## Non-reimbursable Expenses

Non-reimbursable expenses are identified throughout this policy.  The

following items are typically non-reimbursable expenses:

following items are typically non-reimbursable expenses:

* Partner, spouse, and/or companion travel

...

@@ -527,7 +547,7 @@ following items are typically non-reimbursable expenses:

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

* Purchase of clothing, luggage, toiletries and other miscellaneous

personal items

personal items

* Supplemental travel or car rental insurance

...

@@ -541,7 +561,7 @@ programs to upgrade Conservancy-reimbursed expenses.  However, Travelers

must ensure that Conservancy does not receive nor reimburse any charges

for any such transaction.

== Satisfaction of IRS Requirements

## Satisfaction of IRS Requirements

Reimbursed travel expenses are subject to examination by the USA Internal

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

...

@@ -550,36 +570,36 @@ 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

## 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

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

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

## Approvals

Travelers traveling on behalf of a Project must seek approvals and

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.

final approval and reimbursement.

Travelers traveling on behalf of Conservancy must seek approvals and

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.

Board.

== Expense Reporting

## Expense Reporting

Travelers seeking reimbursement must submit an expense report to the

appropriate channel with the following information:

* Name of Traveler

* Name of Traveler

* Brief description of trip and trip's purpose (e.g., ``August 2011

* Brief description of trip and trip's purpose (e.g., "August 2011

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

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

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

* A brief paragraph explaining what was accomplished for the project

during your travel.

...

@@ -590,30 +610,30 @@ 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).

** 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.  When possible, secondary documentation (such

as a redacted credit card bill) should be provided instead of the

lost/destroyed receipt.

  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.  When possible, secondary documentation (such as

  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.

statement will not be reimbursed.

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*.

are incurred **will not be reimbursed**.

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

## 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

## Policy Changes

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