diff --git a/Travel/conservancy-travel-policy.txt b/Travel/conservancy-travel-policy.txt index 41bdc58c0308036bcd3cf54286b071b100b3dfd7..9838f24bbc9583a48e4d8c303c6be0f96d0e29ba 100644 --- a/Travel/conservancy-travel-policy.txt +++ b/Travel/conservancy-travel-policy.txt @@ -46,6 +46,36 @@ reimbursed. == Easy Reference Guide +Travelers should adhere to the following guidelines to stay In-Policy. + +* Flights. + * Book 14 days in advance. + * Air fares within $100 of the lowest fare (using standard + airfare search tools) are In-Policy. Fares > $750 domestically + and > $1,500 internationally require pre-approval. + +* Hotels. + * Hotel fares > the GSA rates are In-Policy. Visit + http://www.gsa.gov/perdiem to determine the rate for your + destination. + +* Receipts. 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 hotel/lodging receipt + +* Per Diem. + * Use your per-diem to cover meals and incidental expenses. + * When attending a conference where food is included, Do The Right + Thing and claim a lower per-diem. + * Your per-diem is based on GSA guidelines. Visit + http://www.gsa.gov/perdiem to the determine the rate for your + destination. + +* Reimbursement. + * To receive reimbursement, submit an Expense Report. Refer to + the Expense Report section below for guidelines. + == Project Leadership Committee Review @@ -120,8 +150,8 @@ pre-authorization by Conservancy. Conservancy aims to balance cost savings with convenience and considers flights that are within US$100 of the lowest logical fare to be within Policy. Any flights greater than US$100 over the lowest logical fare -require written pre-authorization by Conservancy. PLCs shall use FIXME -as the comparison shopping site for determining the baseline lowest fare. +require written pre-authorization by Conservancy. PLCs shall use standard +air fare search sites for determining the baseline lowest fare. ==== Reasonable Flights @@ -177,7 +207,7 @@ 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 +==== Use of Personal Vehiclesw When circumstances require Travelers to utilize their personal vehicles for Project purposes, they can be reimbursed at the current USA IRS