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+Software Freedom Conservancy Travel and Reimbursable Expense Policy
+===================================================================
+:Date:      28 March 2012
+
+
+== 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. 
+
+
+== 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. 
+
+
+== Air Travel
+
+
+=== Overall Airfare Cost
+
+Domestic travel greater than US$750 requires Conservancy approval
+prior to booking, even if all other Policy conditions have been met.
+International travel greater than US$1,500 requires Conservancy
+approval prior to booking, even if all other Policy conditions have
+been met.
+
+
+=== 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. 
+
+
+=== 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. 
+
+
+=== Low Fare
+
+Conservancy aims to balance cost savings with convenience and considers
+flights that are within US$200 of the lowest logical fare to be
+within Policy. Any flights greater than US$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. 
+
+
+=== 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.
+
+
+=== 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. 
+
+
+=== 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. 
+
+
+=== 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 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. 
+
+
+=== 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. 
+
+
+=== Meals and Incidental Expenses
+
+
+==== 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
+http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'s ``Meals & Incidental Expenses'' (M&IE) column,
+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. 
+
+
+==== 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. 
+
+
+==== 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. 
+
+
+==== 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. 
+
+
+==== 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 class in North America. 
+
+
+==== 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.
+
+
+==== 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
+
+
+== 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.
+
+
+== 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. 
+
+
+== 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. 
+
+
+== 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. 
+
+
+== Consequences of Policy Violations
+
+Failure to comply with this policy may result in the denial of, or delay
+in payment for, reimbursement requests.
+
+
+== 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. 
+