policies Changeset - bcc90cfb1a5d · Conservancy Kallithea

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@@ -74,26 +74,26 @@ Keep and submit PDFs of the following, as applicable:

* Your fare search (i.e., a screen shot)

* Your plane/rail ticket (e-confirmation of purchase is sufficient)

* Your plane and rail tickets (e-confirmation of purchase is sufficient)

* Your hotel/lodging invoice

### Per Diem

* Use your per-diem to cover meals and incidental expenses.

* Use your per diem to cover meals and incidental expenses.

* Your total per diem allowance follows the rates published for your

  destination.  See the "Rates" section below for details.

* Try to be frugal - GSM per-diem rates are rather generous.

* Try to be frugal: per diem rates are rather generous.

* When attending a conference where food is included, Do The Right

  Thing and claim a lower per-diem.

  Thing and claim a lower per diem.

### Reimbursement

* To receive reimbursement, send hotel and flight/rail receipt,

  along with a list of Per Diem days and totals to

* To receive reimbursement, send transportation and hotel receipts,

  along with a list of per diem days and totals, to

  <accounting@sfconservancy.org>.  Refer to the Expense Report

  section below for details.

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@@ -142,7 +142,7 @@ the following, in a self contained email (with attachments as necessary),

cc'ing your Project Leadership Committee address (PROJECT@sfconservancy.org)

for Project approval:

* a brief paragraph explaining what was accomplished for the project

* A brief paragraph explaining what was accomplished for the project

  during your travel and/or with the funds being reimbursed.  This can

  be informal; it's just for our records to confirm the travel advanced

  the not-for-profit mission of both Conservancy and the project.

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@@ -307,7 +307,7 @@ Coach and/or Economy Airfare is the only acceptable class for all flights

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

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

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.

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@@ -473,15 +473,15 @@ conference has provided food, or food is provided in some other form, or

the costs the Traveler incurs are lower than this rate, then the Traveler

should reasonably reduce their per diem claim.

PLCs and/or Conservancy have the authority to set lower per diems

PLCs and/or Conservancy have the authority to set lower per diem rates

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 diem rates.

#### Group Meals

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.

opportunity to submit for separate per diem reimbursements after the trip.

For clarification purposes, this Policy does not relate to planned

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

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@@ -499,8 +499,8 @@ and Conservancy's mission.

#### Meals For Organizational Development

Travelers may occasionally have the need to invite third parties,

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

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

their PLC and/or Conservancy for such meals.

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@@ -536,7 +536,7 @@ Internet access/wi-fi fees charged by a hotel are reimbursable, provided

that they are listed on the hotel/lodging invoice submitted for

reimbursement.  Other internet access fees (e.g., airport internet

services, personal wi-fi hotspots, internet cafes) are not reimbursable

except as incidental expenses to be covered by a Traveler's per-diem.

except as incidental expenses to be covered by a Traveler's per diem.

## Non-reimbursable Expenses