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.

allowed expense. 

Conservancy foresees the need for periodic reasonable exceptions to

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

days to respond to pre-authorization requests. 

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

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

been met.

Coach Airfare is the only acceptable class for all flights (domestic

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

upgrade. 

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

less than 14 days in advance requires written pre-authorization by

pre-authorization by Conservancy. 

Conservancy aims to balance cost savings with convenience and considers

logical fare require written pre­-authorization by Conservancy. PLCs

shall use Kayak.com as the comparison shopping site for determining

the baseline lowest fare. 

Conservancy asks that travelers allow for flexibility with respect

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

expect travelers to consider those flight options to be reasonable.

Travelers often seek to add extra days before or after an approved

trip (e.g., the weekend before a conference). A traveler may seek

air fare and transportation to and from the airport are not reimbursable. 

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.

piece. 

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 and other penalties incurred result of a change

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

to reimburse the cost of the fees. 

Conservancy will reimburse persons for Project-related expenses that

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

listed in this document qualify. 

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

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

accommodations. 

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

for every day of a trip devoted to PLC- and/or Conservancy-related

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

using the name of a listed city closest to the travel destination.

For example, a traveler based in Pao Alto heading to a conference

in London, England (with a layover in New York City) has a maximum

including days of travel. 

Conservancy encourages travelers to be conservative with their per

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

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

for such expenses before the trip. 

Travelers may occasionally have the need to invite third parties,

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

their PLC and/or Conservancy for such meals. 

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 necessary as part of authorized Project trips

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

baggage makes a compact vehicle impractical). 

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 class in North America. 

When circumstances require travelers to utilize their personal vehicles

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

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

Non-reimbursable expenses are identified throughout this policy. The

following items are typically non-reimbursable expenses: 

personal items 

Reimbursed travel expenses are subject to examination by the Internal

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

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 the one posted at Oanda.com. 

Travelers traveling on behalf of a Project must seek approvals and

submit expense reports to their PLC. PLCs are to review those expense

Board. 

Travelers seeking reimbursement must submit an expense report to the

appropriate channel with the following information:

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

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

itinerary, etc.) and associated per diem

with substantiating receipts (or scans of receipts) 

if such receipt has been inadvertently destroyed, the traveler should

furnish a written statement to that effect, as well as an explanation

of the expenditure involved

Any expense without a substantiated receipt and/or a supporting written

statement will not be reimbursed. 

of Conservancy's Board. 

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 Conservancy.