policies Changeset - 95200fbc9024 · Conservancy Kallithea

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@@ -56,17 +56,27 @@ and

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

== Air Travel

== Transportation

=== Overall Airfare Cost

=== Overall transportation Cost

Domestic travel greater than US$750 requires Conservancy approval

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

International travel greater than US$1,500 requires Conservancy

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

been met.

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$1,500 requires

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

have been met.

=== Class of Service

=== 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

written pre-authorization by Conservancy.

=== Air Travel

==== 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

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@@ -74,17 +84,17 @@ a valid reason (such as a need for business class due to a documented

medical reason) to Conservancy for written approval.  Travelers may select

their airline of choice (e.g., for the purpose of collecting airline miles

and rewards), provided that the resulting air fare otherwise meets the

requirements of this Policy. Travelers should not book out-of-Policy trips

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

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

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

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@@ -92,29 +102,15 @@ Policy.  Any flights greater than US$100 over the lowest logical fare

require written pre-authorization by Conservancy. PLCs shall use FIXME

as the comparison shopping site for determining the baseline lowest fare.

=== Reasonable Flights

==== Reasonable Flights

Conservancy asks that travelers allow for flexibility with respect

Conservancy asks that Travelers allow for flexibility 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 travelers to consider those flight options to be reasonable.

expect Travelers to consider those flight options to be reasonable.

=== 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

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 air fare and transportation to and from

the airport are not reimbursable.

=== 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.

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@@ -123,43 +119,72 @@ 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,

Conservancy shall reimburse such fees if the traveler can submit a

Conservancy shall reimburse such fees if the Traveler can submit a

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.

== Other Reimbursable Expenses

=== Other Transportation

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.

==== Ground Transportation

Ground transportation necessary as part of authorized Project trips

is considered 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 pre-authorization

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).

==== 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

When circumstances require Travelers to utilize their personal vehicles

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

rate per mile, plus any related parking expenses and toll fees.  Drivers

are encouraged to find the lowest cost reasonably parking area nearby

their destination.

=== Lodging

== Lodging

In some cases, Conservancy or a PLC may decide to book lodging on

behalf of travelers.  In this case, Conservancy-booked lodging is

always considered In-Policy.  If a traveler wants to stay elsewhere

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

always considered In-Policy.  If a Traveler wants to stay elsewhere

or self-book at the same location, Conservancy will only reimburse

the team member the amount that it would otherwise have paid.  Travelers

the Traveler the amount that it would otherwise have paid.  Travelers

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

for approved trips.  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).  Conservancy will not

reimburse travelers for any costs associated with an upgrade of room

accommodations.

reimburse Travelers for any costs associated with an upgrade of room

accommodations.

== 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

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@@ -170,7 +195,7 @@ 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

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,

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@@ -180,22 +205,22 @@ 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

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.

Conservancy encourages travelers to be conservative with their per

Conservancy encourages Travelers to be conservative with their per

diem submissions, and consider asking for less if the full per diem

amounts 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

For groups of travelers on an In-Policy trip, each traveler should

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.

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@@ -203,7 +228,7 @@ For clarification purposes, this Policy does not relate to planned

group events that include meals and/or refreshments (e.g., a PLC-organized

conference that includes lunch for all attendees).  Further, PLCs and/or

Conservancy retain the right to allocate a separate budget for anticipated

large group meals beyond the individual per diem limits of each traveler,

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

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@@ -218,7 +243,7 @@ and Conservancy's mission.

Travelers may occasionally have the need to invite third parties,

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

meals in order to further a PLC's technical direction and/or Conservancy's

mission.  Conservancy recommends that travelers seek pre-approval from

mission.  Conservancy recommends that Travelers seek pre-approval from

their PLC and/or Conservancy for such meals.

For any such organizational development meal, Conservancy will require a

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@@ -231,34 +256,20 @@ 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.

==== Ground Transportation

== Additional Days of Travel

Ground transportation necessary as part of authorized Project trips

is considered 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 pre-authorization

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).

==== 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

When circumstances require travelers to utilize their personal vehicles

for Project purposes, he/she can be reimbursed at the current USA IRS

rate per mile, plus any related parking expenses and toll fees.  Drivers

are encouraged to find the lowest cost reasonably parking area nearby

their destination.

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

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:

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@@ -280,7 +291,7 @@ personal items

diem

Travelers are permitted to pay for their own upgrades, or use bonus

programs to upgrade Conservancy-reimbursed expenses.  However, travelers

programs to upgrade Conservancy-reimbursed expenses.  However, Travelers

must ensure that Conservancy does not receive nor reimburses any charges

for any such transaction.

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@@ -290,7 +301,7 @@ 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

includable as taxable income to the Traveler.  Receipts are required for

all expenses, no matter the amount.

== Currency Exchange Rates

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@@ -318,7 +329,7 @@ Board.

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

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

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@@ -334,7 +345,7 @@ itinerary, etc.) and associated per diem

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

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

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