policies Changeset - d8aadc0bbea0 · Conservancy Kallithea

Changeset - d8aadc0bbea0

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Bradley M. Kuhn - 11 years ago 2012-09-28 14:27:57
bkuhn@sfconservancy.org

Clearly organize text to pre-approval required if Per-Diem Lodging rates exceeded.

Based on discussion with Conservancy's Treasurer, I reworked this section
to clearly state that Conservancy can approve higher rates for hotels, but
that such approval should be done before travel begins. I also cut down
some of the extra detail in this section that I think is obvious (i.e.,
how to use the GSA website).

1 file changed with 22 insertions and 20 deletions:

Travel/conservancy-travel-policy.txt

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Travel/conservancy-travel-policy.txt

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@@ ... / @@ -175,26 +175,28 @@ their destination. @@
 == Lodging
 In some cases, Conservancy or a PLC may decide to book lodging on
 behalf of Travelers.  In this case, Conservancy-booked lodging is
 always considered In-Policy.  If a Traveler wants to stay elsewhere
 or self-book at the same location, Conservancy will only reimburse
 the Traveler up to the amount specified in the "Loding" column of the
 http://www.gsa.gov/perdiem[United States General Services Administration's
 Per Diem calculator], using the ZIP code of the travel destination.
 For example, a Traveler based in Palo Alto, CA heading to a conference in
 Atlanta, GA (with 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.  Travelers seeking to be reimbursed
 beyond that rate must obtain written approvel from their PLC and from
 Conservancy.
 Travelers are expected to be cost-conscious and prudent when booking lodging
 for approved trips.  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).  Conservancy will not
 reimburse Travelers for any costs associated with an upgrade of room
 accommodations.
 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, 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).  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

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