included in the identified categories - should be determined 

primarily by the application of the General Guidelines affecting 

document retention in this Section, as well as the exception for 

litigation-relevant records described in the next Section and any 

other pertinent factors.

3 Document Storage Methods

All Conservancy documents are stored electronically in a 

version-controlled repository on a remote server that is backed 

up to drives on our local premises, with the following 

  * 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).

    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

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 

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.

* Personal entertainment or recreational expenses beyond the allotted per

diem

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

programs to upgrade Conservancy-reimbursed expenses.  However, Travelers

for any such transaction.

== Satisfaction of IRS Requirements

Reimbursed travel expenses are subject to examination by the USA Internal

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

      - Full Name, as it appears on the Passport

      - Issue Date

      - Expiration date

      - Country of Issue

      - Gender

      - Date of Birth

  * Frequent flyer numbers for major airlines (if you want the miles credited)

  * Seat Preference (either specific seats, or "Aisle vs. Window" preference)

  * Meal Preference (if a meal is included in the coach flight)