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+Software Freedom Conservancy Travel and Reimbursable Expense 
+Policy 
+
+1 Purpose 
+
+This Travel and Reimbursable Expense Policy (“Policy”) applies to 
+all Conservancy Member Projects (“Projects”) of Software Freedom 
+Conservancy (“Conservancy”) and has been created to memorialize 
+Conservancy's reimbursement policies relating to travel and other 
+business expenses incurred by Conservancy staff, Project 
+Leadership Committee (“PLC”) members, and project volunteers 
+while engaged in business on behalf of, or at the behest of 
+Conservancy and/or a Project (“Travelers”). 
+
+Conservancy must maintain effective control of business­‐related 
+expenses in order to maintain its financial viability and tax 
+exempt status. As such, 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 Conservancy's charitable 
+mission are not eligible for reimbursement. 
+
+Any travel expense that adheres to this Policy is considered 
+In-Policy and does not require special approval, so long as the 
+trip itself has been approved in writing by Conservancy's 
+Executive Director or by a Project's Leadership Committee (“PLC”) 
+in a regular and documented PLC vote. Conservancy and/or a PLC 
+can limit allowable 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. 
+
+2 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. 
+
+3 Air Travel
+
+3.1 Overall Airfare Cost 
+
+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.
+
+3.2 Class of Service 
+
+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. 
+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. 
+
+3.3 Advance Purchase 
+
+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. 
+
+3.4 Low Fare
+
+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. PLCs shall use Kayak.com as the comparison shopping 
+site for determining the baseline lowest fare. 
+
+3.5 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.
+
+3.6 Additional Days of Travel
+
+Travelers often seek to add extra days before or after an 
+approved trip (e.g., the weekend before a conference). A traveler 
+may seek approval for the expenses associated with an extended 
+stay prior to booking the trip, provided that the additional days 
+are solely to enable a traveler to conduct work within the PLC's 
+objectives and Conservancy's charitable mission. Travelers may 
+seek approval to book travel itineraries that include extra days 
+for personal reasons, so long as the cost of the flight meets the 
+other requirements of this Policy. Other expenses incurred during 
+extra personal days beyond air fare and transportation to and 
+from the airport are not reimbursable. 
+
+3.7 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. 
+
+3.8 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.
+
+3.9 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. 
+
+4 Other Reimbursable Expenses 
+
+Conservancy will reimburse persons for Project-related expenses 
+that are incurred while traveling on approved Project business 
+and/or approved Conservancy business. Only necessary, ordinary 
+and reasonable expenses are eligible for reimbursement, and only 
+those categories of expenses listed in this document qualify. 
+
+4.1 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 team member the amount that it would otherwise 
+have paid. 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. 
+
+4.2 Meals and Incidental Expenses
+
+4.2.1 Overview
+
+Travelers can submit for a per diem for meals and incidental 
+expenses for every day of a trip devoted to PLC- and/or 
+Conservancy-related mission work, including the day(s) of travel 
+itself. Maximum per diem rates for travel within the United 
+States shall be based on the United States General Services 
+Administration's Per Diem calculator (www.gsa.gov/perdiem), using 
+the ZIP code of the travel destination. For example, a traveler 
+based in Pao 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. Maximum per diem rates 
+for locations outside of the United States shall be based on the 
+United States Department of State's “Foreign Per Diem Rates by 
+Location” calculator's “Meals & Incidental Expenses” (M&IE) 
+column (http://aoprals.state.gov/web920/per_diem.asp), using the 
+name of a listed city closest to the travel destination. For 
+example, a traveler based in Pao Alto heading to a conference in 
+London, England (with a layover in New York City) has a maximum 
+per diem of the M&IE per diem listed London for the entire trip, 
+including days of travel. 
+
+Conservancy encourages travelers to be conservative with their 
+per diem submissions. 
+
+PLCs and/or Conservancy have the authority to set lower per diems 
+than those generated by the calculators above. In those 
+instances, travelers will only be able to submit for the lower 
+per diems. 
+
+4.2.2 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. 
+
+For clarification purposes, this Policy does not relate to 
+planned group events that include meals and/or refreshments 
+(e.g., a PLC-organized conference that includes lunch for all 
+attendees). Further, PLCs and/or Conservancy retain the right to 
+allocate a separate budget for anticipated large group meals 
+beyond the individual per diem limits of each traveler, provided 
+that they are within the PLC's technical objectives and/or 
+Conservancy's mission. Travelers anticipating a need to cover 
+such a large group meal may seek pre-approval from his/her PLC 
+and/or Conservancy for such expenses before the trip. 
+
+4.2.3 Meals For Organizational Development
+
+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. 
+
+4.2.4 Phone Call Charges Part of Per Diem
+
+Charges for personal phone calls (e.g., made from a hotel, or via 
+a mobile phone in international travel) are not reimbursable as 
+an expense separate from the allocated per diem. 
+
+4.3 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). 
+
+4.4 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 class in North America. 
+
+4.5 Use of Personal Vehicles 
+
+When circumstances require travelers 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.
+
+5 Non-reimbursable Expenses
+
+Non-reimbursable expenses are identified throughout this policy. 
+The following items are typically non-reimbursable expenses: 
+
+• Partner, spouse, and/or companion travel
+
+• First class travel
+
+• Upgrades to air travel, car rentals, or hotel rooms
+
+• Purchase of clothing, luggage, toiletries and other 
+  miscellaneous personal items 
+
+• Supplemental travel or car rental insurance
+
+• Fines, penalties, or legal fees
+
+• Personal entertainment or recreational expenses beyond the 
+  allotted per diem
+
+6 Satisfaction of IRS Requirements 
+
+Reimbursed travel expenses are subject to examination by the 
+Internal Revenue Service (IRS). Travelers are responsible for 
+retaining documentary evidence that all expenses are strictly for 
+Project- and/or Conservancy-related purposes, not personal in 
+nature, and therefore not includable as taxable income to the 
+traveler. Receipts are required for all expenses, no matter the 
+amount.
+
+7 Currency Exchange Rates 
+
+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. 
+
+8 Approvals
+
+Travelers traveling on behalf of a Project must seek approvals 
+and submit expense reports to their PLC. PLCs are to review those 
+expense reports and pass them along to Conservancy's Executive 
+Director for final approval and reimbursement. 
+
+Travelers traveling on behalf of Conservancy must seek approvals 
+and submit expense reports to Conservancy's Executive Director. 
+Conservancy staff must seek approvals and submit expense reports 
+to Conservancy's Treasurer or to another Conservancy Board Member 
+designated by Conservancy's Board. 
+
+9 Expense Reporting
+
+Travelers seeking reimbursement must submit an expense report to 
+the appropriate channel with the following information:
+
+• Name of traveler 
+
+• Brief description of trip and trip's purpose (e.g., “August 
+  2011 trip to XYZ conference for ABC project, served as planning 
+  committee member”; “Feb. '12 FOO hackfest in Portland, OR; 
+  contributed code”)
+
+• Number of days traveled (with documentary evidence, e.g., 
+  conference itinerary, etc.) and associated per diem
+
+• List of expenses not covered by per diem (e.g., transportation, 
+  lodging) with substantiating receipts (or scans of receipts) 
+
+  – In the event that it is impractical to obtain a required 
+    receipt or if such receipt has been inadvertently destroyed, 
+    the traveler should furnish a written statement to that 
+    effect, as well as an explanation of the expenditure involved
+
+Any expense without a substantiated receipt and/or a supporting 
+written statement will not be reimbursed. 
+
+Conservancy requests that all expense reports be submitted within 
+two weeks of travel. Expense reports filed more than 60 days 
+after expenses are incurred will not be reimbursed without the 
+approval of Conservancy's Board. 
+
+10 Consequences of Policy Violations
+
+Failure to comply with this policy may result in the denial of, 
+or delay in payment for, reimbursement requests. 
+
+11 Policy Changes 
+
+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. 
+