#LyX 2.0 created this file. For more info see http://www.lyx.org/ \lyxformat 413 \begin_document \begin_header \textclass article \use_default_options true \maintain_unincluded_children false \language english \language_package default \inputencoding auto \fontencoding global \font_roman default \font_sans default \font_typewriter default \font_default_family default \use_non_tex_fonts false \font_sc false \font_osf false \font_sf_scale 100 \font_tt_scale 100 \graphics default \default_output_format default \output_sync 0 \bibtex_command default \index_command default \paperfontsize default \use_hyperref false \papersize default \use_geometry false \use_amsmath 1 \use_esint 1 \use_mhchem 1 \use_mathdots 1 \cite_engine basic \use_bibtopic false \use_indices false \paperorientation portrait \suppress_date false \use_refstyle 1 \index Index \shortcut idx \color #008000 \end_index \secnumdepth 3 \tocdepth 3 \paragraph_separation indent \paragraph_indentation default \quotes_language english \papercolumns 1 \papersides 1 \paperpagestyle default \tracking_changes false \output_changes false \html_math_output 0 \html_css_as_file 0 \html_be_strict false \end_header \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