== Purpose

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'')

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

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

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

As such, 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 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

PLC vote.  Conservancy and/or a PLC can limit allowable travel expenses

Reimbursed travel expenses are subject to examination by the USA Internal

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

evidence that all expenses are strictly for Project- and/or

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

== 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. 

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