diff --git a/Travel/Conservancy-Travel-Policy.lyx b/Travel/Conservancy-Travel-Policy.lyx deleted file mode 100644 index 0ea919fdd95b0b03ab143ee7ce91aa881252c561..0000000000000000000000000000000000000000 --- a/Travel/Conservancy-Travel-Policy.lyx +++ /dev/null @@ -1,398 +0,0 @@ -#LyX 2.0 created this file. 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-\begin_body - -\begin_layout Title -Software Freedom Conservancy Travel and Reimbursable Expense Policy -\end_layout - -\begin_layout Section -Purpose -\end_layout - -\begin_layout Standard -This Travel and Reimbursable Expense Policy ( -\begin_inset Quotes eld -\end_inset - -Policy -\begin_inset Quotes erd -\end_inset - -) applies to all Conservancy Member Projects ( -\begin_inset Quotes eld -\end_inset - -Projects -\begin_inset Quotes erd -\end_inset - -) of the Software Freedom Conservancy ( -\begin_inset Quotes eld -\end_inset - -the Conservancy -\begin_inset Quotes erd -\end_inset - -) and has been created to memorialize the Conservancy's reimbursement policies - relating to travel and other business expenses incurred by employees, project - volunteers, and while engaged in business on behalf of, or at the behest - of a Project. - -\end_layout - -\begin_layout Standard -The Conservancy must maintain effective control of business­‐related expenses - in order to maintain its financial viability and tax exempt status. - As such, the Conservancy expects persons to use good judgment and to claim - reimbursement for only those expenses that are necessary and reasonable. - Excessive expenses, including but not limited to luxury accommodations - and services unnecessary for or unrelated to the furtherance of the Conservancy -'s charitable mission are not eligible for reimbursement. - -\end_layout - -\begin_layout Standard -Any travel that adheres to this Policy is considered In-Policy, and does - not require special approval, so long as the trip has been approved in - writing by the Conservancy or by a Project's Leasdership Committee ( -\begin_inset Quotes eld -\end_inset - -PLC -\begin_inset Quotes erd -\end_inset - -) in a regular and documented PLC vote. - The Conservancy and/or a PLC can limit the travel expenses to an amount - less than what would otherwise be considered acceptable according to this - Policy. - If so, the smaller budget is the maximum allowed expense. - -\end_layout - -\begin_layout Section -Project Leadership Committee Review -\end_layout - -\begin_layout Standard -The 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 the - Conservancy authorizing the exception. - Persons working directly on behalf of the Conservancy must seeking an exception - to the Policy must obtain written approval from the Conservancy authorizing - the exception. - -\end_layout - -\begin_layout Standard -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 preauthorization requests. - -\end_layout - -\begin_layout Section -Air Travel -\end_layout - -\begin_layout Subsection -Overall Airfare Cost -\end_layout - -\begin_layout Standard -Domestic travel greater than U.S.$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 approval - prior to booking, even if all other Policy conditions have been met. -\end_layout - -\begin_layout Subsection -Class of Service -\end_layout - -\begin_layout Standard -Coach Airfare is the only acceptable class for all flights (domestic and - international) unless a PLC provides a special exception and a valid reason - to Conservancy for written approval. - Team members may use airline mileage programs only after the lowest logical - fare is obtained. - Team members should not book out-of-Policy trips (and thus pay a higher - fare) in order to qualify for a mileage upgrade. - -\end_layout - -\begin_layout Subsection -Advance Purchase -\end_layout - -\begin_layout Standard -Travel should be booked at least 14 days in advance; any travel booked less - than 14 days in advance requires written preauthorization by Conservancy. - Flights beyond 365 days in advance also require written preauthorization - by Conservancy. - -\end_layout - -\begin_layout Subsection -Low Fare -\end_layout - -\begin_layout Standard -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 logical fare require written - pre­‐authorization by Conservancy. - Projects shall use Kayak.com as the comparison shopping site for determining - the baseline lowest fare. - -\end_layout - -\begin_layout Subsection -Reasonable Flights -\end_layout - -\begin_layout Standard -Conservancy asks that travellers allow for flexibilty 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 travellers to consider those flight - options to be reasonable. -\end_layout - -\begin_layout Subsection -Out-of-Policy Bookings -\end_layout - -\begin_layout Standard -All travel not adhering to the above Policies are considered Out-of-Policy - and require written preauthorization by Conservancy. -\end_layout - -\begin_layout Subsection -Excess Baggage -\end_layout - -\begin_layout Standard -Charges 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. - -\end_layout - -\begin_layout Section -Reimbursable Expenses -\end_layout - -\begin_layout Standard -Conservancy will reimburse persons for Project-related expenses that are - incurred while traveling on approved Project business and/or approved Conservan -cy business. - Only necessary, ordinary and reasonable expenses are eligible for reimbursement -, and only those categories of expenses listed in this document qualify. - All reimbursement requests must be submiied within 30 days of incursion, - unless a shorter period of time has been defined by the Executive Board - for the specific expense. - -\end_layout - -\begin_layout Subsection -Lodging -\end_layout - -\begin_layout Standard -In some cases, the Project may decide to book lodging on behalf of team - members. - In this case, Project­‐booked lodging is always considered in­‐policy. - If a team member wants to stay elsewhere, or self-book at the same location, - the Project will only reimburse the team member the amount that it would - otherwise have paid. - Team members are expected to be cost-conscious and prudent when booking - lodging for Project approved trips. - Lodging documentation submitied as part of a reimbursement request must - include a copy of the hotel invoice detailing all charges (credit card - receipts alone are unacceptable). - The Project will not reimburse team members for any costs associated with - an upgrade of room accommodations. - -\end_layout - -\begin_layout Subsection -Meals and Entertainment -\end_layout - -\begin_layout Standard -Meal expenses are reimbursable only for team members, unless preapproved - by the Executive Board. - Such expenses can include a gratuity percentage up to 20%. - Reimbursement for meals is based on actual expenses incurred, up to a limit - of $70 per person per day. - In the case of a team member group, one member of the team can pay for - the entire meal and submit the expense for reimbursement. - A list of all participants must be included with the reimbursement request. - -\end_layout - -\begin_layout Subsection -Ground Transportation -\end_layout - -\begin_layout Standard -Ground transportation necessary as part of authorized Project trips is considere -d 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 preauthorization by the Executive Board. - 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). - -\end_layout - -\begin_layout Subsection -Rail Transportation -\end_layout - -\begin_layout Standard -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 class in North America. - -\end_layout - -\begin_layout Subsection -Use of Personal Vehicles -\end_layout - -\begin_layout Standard -When circumstances require team members to utilize their personal vehicles - for Project purposes, he/she can be reimbursed at the current IRS rate - per mile, plus any related parking expenses and toll fees. - -\end_layout - -\begin_layout Subsection -Transportation To and From Local Airport -\end_layout - -\begin_layout Standard -As a non-profit charity, -\end_layout - -\begin_layout Section -Satisfaction of IRS Requirements -\end_layout - -\begin_layout Standard -Reimbursed travel expenses are subject to examination by the Internal Revenue - Service (IRS). - Team members are responsible for retaining documentary evidence that all - expenses are strictly for Project-related purposes, not personal in nature, - and therefor not includable as taxable income to the team member. - Receipts are required for all expenses, no matter the amount. -\end_layout - -\begin_layout Section -Currency Exchange Rates -\end_layout - -\begin_layout Standard -Expenses incurred in foreign currencies will be converted to US dollars - based on the exchange rate on the date of incursion. - The currency exchange rate of record shall be the one posted at Oanda.com. - -\end_layout - -\begin_layout Section -Consequences of Policy Violations -\end_layout - -\begin_layout Standard -Failure to comply with this policy may result in the denial of, or delay - in payment for, reimbursement requests. - -\end_layout - -\begin_layout Section -Policy Changes -\end_layout - -\begin_layout Standard -The Conservancy reserves the right to change any terms of this Policy from - time to time. - The Policy of record shall be the Policy most recently distributed by the - Conservancy. - -\end_layout - -\end_body -\end_document