Full Address of Account Holder

                  Bank Name

                  Bank Address

                  Tax ID of account holder (mandatory for Colombia)

                  Phone Number of account holder (mandatory for Colombia)

                  IBAN (if available, *required* for EU countries)

                  BSB Code (mandatory for Australia, not required elsewhere)

                  Preferred Currency (absolutely mandatory)

      Note that if there is an intermediary bank involved in the USA, you

      should provide all this information for both the intermediary bank

      and the final bank.  Note in particular that if the intermediary

      bank is in the USA, an ACH or ABA routing number is absolutely

      mandatory.

    * Issue you a check in your local currency, sent to you via post.  For

      this option, I just need your postal address and what currency you

      want.

Project Leadership Committees: when you see emails of this nature, please

be sure to have your designated Representative review the materials and

send an approval message to Conservancy.

== Project Leadership Committee Review

Conservancy foresees the need for periodic reasonable exceptions to

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

an exception to this Policy must petition their PLC to obtain written

approval from Conservancy authorizing the exception.  Persons working

directly on behalf of Conservancy must seeking an exception to the

Policy must obtain written approval from Conservancy authorizing the

exception. 

PLCs are responsible for creating procedures for requesting exceptions, 

and submitting to Conservancy reimbursement requests associated with

their respective Projects.  PLCs are also responsible for making available

a list of required response times for inquiries, including but not

limited to, the following two cases

* a specific number of days to respond to regular reimbursement requests,

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 

requests based on an assessment of the funds available and of any

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.

== Transportation

=== Overall transportation Cost

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$1,650 requires 

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

have been met.

=== 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

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

(and thus pay a higher fare) in order to qualify for a mileage upgrade.

==== Advance Purchase

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

Conservancy aims to balance cost savings with convenience and considers

flights that are within US$100 of the lowest logical fare to be within

==== Reasonable Flights

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.

==== 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.

Team members are responsible for charges on any baggage beyond a single

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

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 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

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 Transportation

==== 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

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

lodging for approved trips, and to verify that rates are within the

established per-diem rates for the geographic area of travel.

If the cost per-diem of lodging chosen by the Traveler and/or the PLC

exceeds the

http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator]'s ``Max lodging'' column and/or

http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'s 

``Maximum Lodging Rate column'' for the given location (per Traveler), the Traveler

and/or the PLC *must* obtain written

pre-approval from Conservancy and the PLC before booking the hotel.  If

written pre-approval is not sought or is not granted, Conservancy will only

reimburse up to the amount in the rate table above.

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).  In particular, since Conservancy only

reimburses for room charges (plus relevant taxes and fees) for the necessary

travel dates, the receipt from the hotel must clearly show the dates of stay,

and separately list room charges and any food or service charges.

Conservancy will not reimburse Travelers for any costs associated with an

upgrade of room accommodations.

In some cases, Conservancy, upon consultation with the PLC, may decide to

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

lodging is always considered In-Policy.

== Other Reimbursable Expenses

Conservancy will reimburse persons for Project-related expenses that

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