policies Changeset - a4e7a7b1e8cf · Conservancy Kallithea

Changeset - a4e7a7b1e8cf

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Bradley M. Kuhn - 12 years ago 2012-03-28 13:44:46
bkuhn@sfconservancy.org

Format converstion to asciidoc.

3 files changed with 85 insertions and 829 deletions:

Travel/Conservancy-Travel-Policy.lyx

398

Travel/Conservancy-Travel-Policy.txt

344

Travel/conservancy-travel-policy.txt

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Travel/Conservancy-Travel-Policy.lyx

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 file renamed from Travel/Conservancy-Travel-Policy.tex to Travel/conservancy-travel-policy.txt
 %% LyX 2.0.1 created this file.  For more info, see http://www.lyx.org/.
 %% Do not edit unless you really know what you are doing.
 \documentclass[english]{article}
 \usepackage[T1]{fontenc}
 \usepackage[latin9]{inputenc}
 \usepackage{babel}
 \begin{document}
 \title{Software Freedom Conservancy Travel and Reimbursable Expense Policy }
 \maketitle
 \section{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'').
 Conservancy must maintain effective control of business-related expenses
 Software Freedom Conservancy Travel and Reimbursable Expense Policy
 ===================================================================
 :Date:      28 March 2012
 == 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'').
 Conservancy must maintain effective control of business - related expenses
 in order to maintain its financial viability and tax exempt status.
@@ ... / @@ -41,3 +33,3 @@ allowed expense. @@
-\section{Project Leadership Committee Review}
+== Project Leadership Committee Review
@@ ... / @@ -60,10 +52,10 @@ days to respond to pre-authorization requests. @@
-\section{Air Travel}
+== Air Travel
-\subsection{Overall Airfare Cost }
+=== Overall Airfare Cost
-Domestic travel greater than U.S.\$750 requires Conservancy approval
+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 U.S.\$1,500 requires Conservancy
+International travel greater than US$1,500 requires Conservancy
 approval prior to booking, even if all other Policy conditions have
@@ ... / @@ -72,3 +64,3 @@ been met. @@
-\subsection{Class of Service }
+=== Class of Service
@@ ... / @@ -84,3 +76,3 @@ upgrade. @@
-\subsection{Advance Purchase }
+=== Advance Purchase
@@ ... / @@ -92,7 +84,7 @@ pre-authorization by Conservancy. @@
-\subsection{Low Fare}
+=== Low Fare
 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
 flights that are within US$200 of the lowest logical fare to be
 within Policy. Any flights greater than US$200 over the lowest
 logical fare require written pre-authorization by Conservancy. PLCs
@@ ... / @@ -102,3 +94,3 @@ the baseline lowest fare. @@
-\subsection{Reasonable Flights }
+=== Reasonable Flights
@@ ... @@
-\subsection{Additional Days of Travel}
+=== Additional Days of Travel
@@ ... @@
-\subsection{Excess Baggage }
+=== Excess Baggage
@@ ... / @@ -133,3 +125,3 @@ piece. @@
-\subsection{Out-of-Policy Bookings }
+=== Out-of-Policy Bookings
@@ ... @@
 \subsection{Cancellation Fees}
 === Cancellation Fees
@@ ... / @@ -151,3 +142,3 @@ to reimburse the cost of the fees. @@
-\section{Other Reimbursable Expenses }
+== Other Reimbursable Expenses
@@ ... / @@ -160,3 +151,3 @@ listed in this document qualify. @@
-\subsection{Lodging }
+=== Lodging
@@ ... / @@ -175,6 +166,6 @@ accommodations. @@
-\subsection{Meals and Incidental Expenses}
+=== Meals and Incidental Expenses
-\subsubsection{Overview}
+==== Overview
@@ ... @@
 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's ``Meals
 \& Incidental Expenses'' (M\&IE) column (http://aoprals.state.gov/web920/per\_diem.asp),
 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.
@@ ... @@
 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,
 per diem of the M&IE per diem listed London for the entire trip,
 including days of travel.
@@ ... @@
-\subsubsection{Group Meals }
+==== Group Meals
@@ ... / @@ -224,3 +214,3 @@ for such expenses before the trip. @@
-\subsubsection{Meals For Organizational Development}
+==== Meals For Organizational Development
@@ ... / @@ -233,3 +223,3 @@ their PLC and/or Conservancy for such meals. @@
-\subsubsection{Phone Call Charges Part of Per Diem}
+==== Phone Call Charges Part of Per Diem
@@ ... / @@ -240,3 +230,3 @@ expense separate from the allocated per diem. @@
-\subsection{Ground Transportation }
+==== Ground Transportation
@@ ... / @@ -254,3 +244,3 @@ baggage makes a compact vehicle impractical). @@
-\subsection{Rail Transportation}
+==== Rail Transportation}
@@ ... / @@ -261,3 +251,3 @@ must be in economy class in North America. @@
-\subsection{Use of Personal Vehicles }
+==== Use of Personal Vehicles
@@ ... @@
-\section{Non-reimbursable Expenses}
+==== Non-reimbursable Expenses
@@ ... @@
 following items are typically non-reimbursable expenses:
 \begin{itemize}
 \item Partner, spouse, and/or companion travel
 \item First class travel
 \item Upgrades to air travel, car rentals, or hotel rooms
 \item Purchase of clothing, luggage, toiletries and other miscellaneous
 * Partner, spouse, and/or companion travel
 * First class travel
 * Upgrades to air travel, car rentals, or hotel rooms
 * Purchase of clothing, luggage, toiletries and other miscellaneous
 personal items
 \item Supplemental travel or car rental insurance
 \item Fines, penalties, or legal fees
 \item Personal entertainment or recreational expenses beyond the allotted
 per diem
 \end{itemize}
 \section{Satisfaction of IRS Requirements }
 * Supplemental travel or car rental insurance
 * Fines, penalties, or legal fees
 * Personal entertainment or recreational expenses beyond the allotted per
 diem
 == Satisfaction of IRS Requirements
@@ ... @@
 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.
 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.
-\section{Currency Exchange Rates }
+== Currency Exchange Rates
@@ ... @@
-\section{Approvals}
+== Approvals
@@ ... / @@ -315,3 +311,3 @@ Board. @@
-\section{Expense Reporting}
+== Expense Reporting
@@ ... @@
 appropriate channel with the following information:
 \begin{itemize}
 \item Name of traveler
 \item Brief description of trip and trip's purpose (e.g., ``August 2011
 * 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
 member''; ``Feb. '12 FOO hackfest in Portland, OR; contributed code'')
 \item Number of days traveled (with documentary evidence, e.g., conference
 * Number of days traveled (with documentary evidence, e.g., conference
 itinerary, etc.) and associated per diem
 \item List of expenses not covered by per diem (e.g., transportation, lodging)
 * List of expenses not covered by per diem (e.g., transportation, lodging)
 with substantiating receipts (or scans of receipts)
 \begin{itemize}
 \item In the event that it is impractical to obtain a required receipt or
 ** In the event that it is impractical to obtain a required receipt or
 if such receipt has been inadvertently destroyed, the traveler should
@@ ... @@
 of the expenditure involved
 \end{itemize}
 \end{itemize}
 Any expense without a substantiated receipt and/or a supporting written
@@ ... / @@ -345,9 +343,9 @@ of Conservancy's Board. @@
-\section{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.
 Failure to comply with this policy may result in the denial of, or delay
 in payment for, reimbursement requests.
-\section{Policy Changes }
+== Policy Changes
@@ ... @@
 distributed by the Conservancy.
-\end{document}

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