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Bradley Kuhn (bkuhn) - 7 months ago 2020-03-27 20:21:37
bkuhn@ebb.org
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{% extends "base_projects.html" %}
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{% block subtitle %}Travel and Reimbursable Expense Policy - {% endblock %}
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{% block submenuselection %}Policies{% endblock %}
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{% block content %}
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<h1 id="software-freedom-conservancy-travel-and-reimbursable-expense-policy">Software Freedom Conservancy Travel and Reimbursable Expense Policy</h1>
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<h2 id="covid-19-travel-policy-amendment-2020-03-27">COVID-19 Travel Policy Amendment, 2020-03-27</h2>
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<p>In this difficult time, Conservancy is committed to reimbursing both employee and volunteer travelers who canceled program-related travel due to the COVID-19 pandemic. Please keep in mind that Conservancy is a small charity, and we ask travelers to help us save the most money for Conservancy&rsquo;s projects. You can do this by maximizing the value for cancellations and by avoiding or reducing reimbursements when the vendor of the travel service offers credit and refunds.</p>
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<p>This Policy will remain in effect indefinitely. We will officially rescind this Policy after the impact of the COVID-19 pandemic has subsided. Check back to our travel policy page for the rescinded date before you submit canceled travel reimbursement or book any new travel.</p>
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<h3 id="new-travel-hiatus">New Travel Hiatus</h3>
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<p>No new travel may be <strong>booked</strong> for reimbursement for Conservancy without explicit preapproval directly from Conservancy&rsquo;s Executive Director.  Any travel booked without such preapproval during the hiatus period will not be reimbursed.  If you need such preapproval, please write to the approvals queue and describe why the travel warrants an exception to this Policy.  Ask your PLC for the contact information if you don&rsquo;t have it.</p>
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<p>Canceled trips due to COVID-19 pandemic will be reimbursed as follows.</p>
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<h3 id="trivial-amounts-exception">Trivial Amounts Exception</h3>
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<p>If the entire cost of any specific item is less than or equal to US$150, you need not provide additional documentation for cancellation. Simply submit the expense with the documentation as required under the main travel policy, and include a statement that asserts you did not travel (e.g., &ldquo;I am submitting a request for reimbursement for Conservancy-related travel for PROJECT which was canceled due to the COVID-19 pandemic.&rdquo;)</p>
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<p>Note that the US$150 limit is for five different items: US$150 for airfare, US$150 for hotel/accommodations, US$150 for ground transportation, US$150 for visa fees, and US$150 for conference registration fees.</p>
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<p>This limit may be further reduced by any overall budget set by your project. For example, Outreachy interns, whose travel budget is typically $500 total, may not exceed a $500 reimbursement in any event.</p>
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<h3 id="airfare">Airfare</h3>
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<p>Most airlines are offering flight credit for canceled flights, although some are offering full refunds. Typically, you <strong>cannot</strong> receive this credit or refund unless you phone the airline.</p>
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<p>If your airline&rsquo;s online system does not offer a refund or flight credit, please phone your airline and request a refund. If the airline refuses a refund, ask for flight credit. Many airlines have written policies on their website, such as <a href="https://www.delta.com/us/en/advisories/coronavirus-travel/overview">Delta&rsquo;s</a>.</p>
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<p>Please take notes during your call, including the name of the agent, any confirmation number they give you, the date by which your credit must be used, and the amount of the credit. Most airlines are offering credit for use within one year of the purchase and/or travel date.</p>
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<p>Submit to Conservancy for reimbursement the following four things:</p>
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<ul>
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<li>Your original flight search</li>
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<li>Your original receipt</li>
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<li>A document officially from the airline that shows that flight(s)  is/are canceled</li>
26
 
<li>Your notes (or if possible, written documentation from the airline) documenting your attempt to receive refund/credit. The notes should include when you called, who you talked to, what you requested, of what refund and/or credit you received (if any) and when it expires</li>
27
 
</ul>
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<p>These items must be submitted in full no less than 90 days after your original first date of travel.  We will not reimburse if submissions are not timely.</p>
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<p>If all documentation is in order and the submission is timely, Conservancy will reimburse on usual NET-30 terms the amount you paid out-of-pocket to the airline. If you received flight credit, <strong>you may not use the credit for personal travel</strong> unless you return that amount to Conservancy.  We encourage you to use this credit for Conservancy travel. We will track the flight credit on our books, and expire it on the date of expiration. You will be given a new accounts-payable (A/P) ticket to use with an expiration set to the date of your credit expiration. Please be sure to use that ticket for any reimbursement that includes your flight credit. If you ultimately do not travel for Conservancy and/or your member project before the expiration, the ticket will expire and we&rsquo;ll move the funds off our books.</p>
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<p>In the unlikely event that your airline has a written policy that they are offering no future flight credit nor refunds for COVID-19 cancellations, you can submit that as documentation for reimbursement in lieu of documentation of your phone call.</p>
31
 
<h3 id="hotels">Hotels</h3>
32
 
<p>Most hotels are offering full refunds, even for advance purchase, non-refundable rates. For example, here is <a href="https://www.hilton.com/en/corporate/coronavirus/">Hilton&rsquo;s poicy</a>.</p>
33
 
<p>In our experience, even smaller non-chain hotels are offering refunds if you phone to request them.</p>
34
 
<p>For prepurchase hotels, where your original receipt shows that the fare was a prepurchased and non-refundable rate, please follow the procedures above for flights to seek a refund and/or credit.</p>
35
 
<p>For nonprepurchased hotels, for example, those that have a cancellation period before arrival, it is your responsibility to cancel these in a timely manner. Conservancy will not reimburse for hotel costs where you failed to take advantage the free cancellation period.</p>
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<p>In the unlikely event that you were scheduled to travel immediately before COVID-19 cancellations began (e.g., if you were scheduled to travel the first week of March), and you had to cancel too quickly and were charged by the hotel, please follow the non-refundable fare procedures.</p>
37
 
<h3 id="ground-transportation">Ground Transportation</h3>
38
 
<p>Cancellation policies vary for ground transportation (such as trains). Please follow the rules for airfare in this case.</p>
39
 
<h3 id="visa-fees">Visa Fees</h3>
40
 
<p>Visa fees are generally non-refundable in any event, and our research has shown that most countries are not refunding visa fees for canceled travel due to COVID-19. Accordingly, you may submit your full visa fee receipt for reimbursement pursuant to the main travel policy.</p>
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<h3 id="conference-fees">Conference Fees</h3>
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<p>We have yet to hear of a conference that is not refunding conference registration fees for individuals.  However, in the unlikely event that the conference you sought to attend is not refunding, please follow the airfare refund/credit documentation procedures above.</p>
43
 
<h3 id="mie-per-diem">M&amp;IE Per Diem</h3>
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<p>All other items of reimbursement are typically covered by M&amp;IE Per Diem. No items that are typically covered by M&amp;IE Per Diem are reimbursable if you do not travel, and therefore only the items listed in this document are currently covered for COVID-19 cancellations. If you incurred other expenses not explained here, please write back to your A/P ticket and explain the situation.</p>
45
 
<h3 id="other-difficulties">Other Difficulties</h3>
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<p>Please contact us via your reimbursement ticket if for some reason it is impossible or very difficult for you to follow this Policy.</p>
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<h2 id="overview">Overview</h2>
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<p>This Travel and Reimbursable Expense Policy (&ldquo;Policy&rdquo;) applies to all
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Conservancy Member Projects (&ldquo;Projects&rdquo;) of Software Freedom Conservancy
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(&ldquo;Conservancy&rdquo;) and has been created to memorialize Conservancy&rsquo;s
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reimbursement policies relating to travel and other business expenses
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incurred by Conservancy staff, Project Leadership Committee (&ldquo;PLC&rdquo;)
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members, and project volunteers while engaged in business on behalf of, or
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at the behest of Conservancy and/or a Project (&ldquo;Travelers&rdquo;).</p>
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<p>This Policy includes an Easy Reference Guide that can be used as a
56
 
template for most of the travel covered under this Policy.  When in doubt,
57
 
refer to the more detailed sections below.</p>
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<h2 id="purpose">Purpose</h2>
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<p>Conservancy must maintain effective control of business-related expenses
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in order to maintain its financial viability and tax exempt status.
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Conservancy and each Project is also accountable to our donors to ensure
62
 
that we manage their contributions wisely and maximize our ability to
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pursue our charitable mission.  As such, Conservancy expects Travelers to
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use good judgment and to claim reimbursement for only those expenses that
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are necessary and reasonable.  Excessive expenses, including but not
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limited to luxury accommodations and services unnecessary for, or unrelated
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to the furtherance of Conservancy&rsquo;s charitable mission are not eligible for
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reimbursement.</p>
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<p>Any travel expense that adheres to this Policy is considered In-Policy
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and does not require special approval, so long as the trip itself
71
 
has been approved in writing by Conservancy&rsquo;s Executive Director or
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by a Project&rsquo;s Leadership Committee (&ldquo;PLC&rdquo;) in a regular and documented
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PLC vote.  Conservancy and/or a PLC can limit allowable travel expenses
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to an amount less than what would otherwise be considered acceptable
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according to this Policy. If so, the smaller budget is the maximum
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allowed expense.</p>
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<p>PLC&rsquo;s may, in fact, have their own travel policy that is more restrictive
78
 
than this one.  Please consult the PLC for your Conservancy project before
79
 
incurring an expenses to ensure you understand what expenses can be
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reimbursed.</p>
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<h2 id="easy-reference-guide">Easy Reference Guide</h2>
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<p>Travelers should adhere to the following guidelines to stay In-Policy.</p>
83
 
<h3 id="flights">Flights</h3>
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<ul>
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<li>
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<p>Before you buy tickets, save a screenshot of a flight search that
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  shows the least expensive fare available from multiple airlines for
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  the dates you need to travel.</p>
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</li>
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<li>
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<p>Book at least 14 days in advance.</p>
92
 
</li>
93
 
<li>
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<p>Fares within $100 of that lowest fare you found are In-Policy, even if
95
 
  you book on a different site or for different dates.</p>
96
 
</li>
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<li>
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<p>Fares over $750 domestically or $1,650 internationally require
99
 
  Conservancy&rsquo;s pre-approval.</p>
100
 
</li>
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</ul>
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<h3 id="hotels_1">Hotels</h3>
103
 
<ul>
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<li>
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<p>Hotels are In-Policy as long as the average nightly rate you pay
106
 
  (excluding taxes and fees) is under the maximum rate for lodging for your
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  destination.  See the &ldquo;Rates&rdquo; section below for details.</p>
108
 
</li>
109
 
<li>
110
 
<p>Be sure the receipt from your hotel includes the dates of your
111
 
  stay, not just a total.</p>
112
 
</li>
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</ul>
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<h3 id="receipts">Receipts</h3>
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<p>Keep and submit PDFs of the following, as applicable:</p>
116
 
<ul>
117
 
<li>
118
 
<p>Your fare search (i.e., a screen shot)</p>
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</li>
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<li>
121
 
<p>Your plane and rail tickets (e-confirmation of purchase is sufficient)</p>
122
 
</li>
123
 
<li>
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<p>Your hotel/lodging invoice</p>
125
 
</li>
126
 
</ul>
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<h3 id="per-diem">Per Diem</h3>
128
 
<ul>
129
 
<li>
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<p>Use your per diem to cover meals and incidental expenses.</p>
131
 
</li>
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<li>
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<p>Your total per diem allowance follows the rates published for your
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  destination.  See the &ldquo;Rates&rdquo; section below for details.</p>
135
 
</li>
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<li>
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<p>Try to be frugal: per diem rates are rather generous.</p>
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</li>
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<li>
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<p>When attending a conference where food is included, Do The Right
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  Thing and claim a lower per diem.</p>
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</li>
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</ul>
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<h3 id="reimbursement">Reimbursement</h3>
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<ul>
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<li>
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<p>To receive reimbursement, send transportation and hotel receipts,
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  along with a list of per diem days and totals, to
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  <a href="&#109;&#97;&#105;&#108;&#116;&#111;&#58;&#97;&#99;&#99;&#111;&#117;&#110;&#116;&#115;&#45;&#112;&#97;&#121;&#97;&#98;&#108;&#101;&#64;&#116;&#105;&#120;&#46;&#115;&#102;&#99;&#111;&#110;&#115;&#101;&#114;&#118;&#97;&#110;&#99;&#121;&#46;&#111;&#114;&#103;">&#97;&#99;&#99;&#111;&#117;&#110;&#116;&#115;&#45;&#112;&#97;&#121;&#97;&#98;&#108;&#101;&#64;&#116;&#105;&#120;&#46;&#115;&#102;&#99;&#111;&#110;&#115;&#101;&#114;&#118;&#97;&#110;&#99;&#121;&#46;&#111;&#114;&#103;</a>.  Refer to the Expense Report
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  section below for details.</p>
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</li>
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<li>
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<p>Your complete reimbursement request must be submitted to
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  <a href="&#109;&#97;&#105;&#108;&#116;&#111;&#58;&#97;&#99;&#99;&#111;&#117;&#110;&#116;&#115;&#45;&#112;&#97;&#121;&#97;&#98;&#108;&#101;&#64;&#116;&#105;&#120;&#46;&#115;&#102;&#99;&#111;&#110;&#115;&#101;&#114;&#118;&#97;&#110;&#99;&#121;&#46;&#111;&#114;&#103;">&#97;&#99;&#99;&#111;&#117;&#110;&#116;&#115;&#45;&#112;&#97;&#121;&#97;&#98;&#108;&#101;&#64;&#116;&#105;&#120;&#46;&#115;&#102;&#99;&#111;&#110;&#115;&#101;&#114;&#118;&#97;&#110;&#99;&#121;&#46;&#111;&#114;&#103;</a> within 90 days of the last date of
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  travel.  Untimely requests <strong>will not be reimbursed</strong>.</p>
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</li>
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</ul>
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<h2 id="rates">Rates</h2>
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<p>Throughout this document, we refer to rates reported by other parties.</p>
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<p>For travel in the United States, we follow the maximum rates for lodging and
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M&amp;IE per diem set by the
162
 
<a href="https://www.gsa.gov/perdiem">US General Services Administration</a>.</p>
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<p>For travel outside the United States, we follow the maximum rates for lodging and
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M&amp;IE per diem set by the
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<a href="https://aoprals.state.gov/web920/per_diem.asp">US Department of State</a>.</p>
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<p>We calculate the total per diem allowance for a trip using the same method
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as the GSA.  Travelers may request up to 100% of the listed rate for each
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full day of travel, plus 75% of the listed rate for each partial day of
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travel.  For example, if you fly to a conference on Monday, spend Tuesday
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through Thursday at the conference, and return home on Friday, and the per
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diem rate for the conference city is $80, you may request up to $360: $80
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for each day Tuesday through Thursday, plus $60 for each day you flew.</p>
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<p>When we convert currencies (e.g., to determine whether a hotel paid in Euros
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was within the maximum lodging rate), we use the final rate published by
175
 
<a href="https://openexchangerates.org/">Open Exchange Rates</a> on the date we received
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the reimbursement request.  Please do not do your own currency conversions
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in your reimbursement requests.  Simply report expenses in their original
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currency/ies, and we will convert appropriately.  If you have questions or
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concerns about our rates, just ask, and we&rsquo;ll be happy to provide details
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before we send you final payment.</p>
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<h2 id="reimbursement-procedure">Reimbursement Procedure</h2>
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<p>Conservancy handles reimbursements on a NET-30 basis, starting from the date
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that complete materials are received.  If this is an issue, Conservancy is
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available to prepurchase expensive items like airline tickets on your
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behalf, so that you don&rsquo;t need to be reimbursed.</p>
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<p>If you seek to be reimbursed for Conservancy Project expenses, please send
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the following, in a self contained email (with attachments as necessary),
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cc&rsquo;ing your Project Leadership Committee address (PROJECT@sfconservancy.org)
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for Project approval:</p>
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<ul>
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<li>
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<p>A brief paragraph explaining what was accomplished for the project
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  during your travel and/or with the funds being reimbursed.  This can
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  be informal; it&rsquo;s just for our records to confirm the travel advanced
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  the not-for-profit mission of both Conservancy and the project.</p>
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</li>
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<li>
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<p>A brief report listing the items to be reimbursed.</p>
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</li>
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<li>
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<p>Full receipt(s) for everything, unless the travel policy does not
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  require receipts (e.g., for per diem expenses).</p>
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</li>
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</ul>
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<p>Please verify that the receipts that you submit are within the attached
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  travel policy requirements.  Note, however, that your Project Leadership
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  Committee may have set a stricter budget than what the general
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  Conservancy policy allows.</p>
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<ul>
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<li>
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<p>How you&rsquo;d liked to be reimbursed. The four payment options, in order of
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  Conservancy&rsquo;s preference, are:</p>
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</li>
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<li>
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<p>PayPal.  For this, we need (a) the email address that is registered to
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    the PayPal account that will receive reimbursement and (b) the preferred
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    currency.  (Please verify that PayPal
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    <a href="https://www.paypal.com/us/selfhelp/article/how-do-i-send-a-payment-in-another-currency-faq1555/3">lists your preferred currency as available before choosing one</a>.)
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    Note that sometimes PayPal charges fees.  Usually we&rsquo;re taking funds
220
 
    from our PayPal balance, which means no fees appear on our side, but
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    they may appear on yours.  In our experience, USA PayPal account holders
222
 
    physically in the USA are not typically charged fees; but we do advise
223
 
    you to check PayPal&rsquo;s fee schedule before choosing this method.</p>
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<p>NOTE: Typically, when choosing PayPal as a payment option, amounts owed
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        in USD will be paid in USD, regardless of your preferred currency
226
 
        selection.</p>
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</li>
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<li>
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<p>Issue you a check in USD from a USA bank, sent to you via post.
230
 
    For this option, I just need your postal address.</p>
231
 
</li>
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<li>
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<p>Wire the amount in your local currency to your bank account in your
234
 
    country.  For this option, I need as much of the following information
235
 
    as it&rsquo;s possible for you to collect.</p>
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<p><strong>Required information</strong></p>
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<ul>
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<li>
239
 
<p>Full Name of the Account Holder</p>
240
 
</li>
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<li>
242
 
<p>Full Address of the Account Holder</p>
243
 
</li>
244
 
<li>
245
 
<p>Account Number</p>
246
 
</li>
247
 
<li>
248
 
<p>Preferred Currency</p>
249
 
</li>
250
 
<li>
251
 
<p>Bank Name</p>
252
 
</li>
253
 
<li>
254
 
<p>Bank Address</p>
255
 
</li>
256
 
<li>
257
 
<p>Bank ACH or ABA routing number (for banks in the US);
258
 
    or SWIFT and/or BIC code (for banks outside the US)</p>
259
 
</li>
260
 
</ul>
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<p><strong>Additional required information by country</strong></p>
262
 
<ul>
263
 
<li>
264
 
<p>All countries inside the EU, and all wires in EUR &amp; XAF: IBAN</p>
265
 
</li>
266
 
<li>
267
 
<p>Australia: BSB or &ldquo;Bank Code&rdquo;</p>
268
 
</li>
269
 
<li>
270
 
<p>Brazil: IBAN; Tax ID of the Account Holder (your 14-digit CNPJ
271
 
      or 11-digit CPF); Phone Number of the Account Holder;
272
 
      and Bank Agency Code</p>
273
 
</li>
274
 
<li>
275
 
<p>LKR Currency: Bank Branch details</p>
276
 
</li>
277
 
<li>
278
 
<p>KES Currency: Bank Branch details</p>
279
 
</li>
280
 
<li>
281
 
<p>Cameroon: IBAN</p>
282
 
</li>
283
 
<li>
284
 
<p>Colombia: Tax ID of the Account Holder; and Phone Number
285
 
      of the Account Holder</p>
286
 
</li>
287
 
<li>
288
 
<p>India: IFSC Code</p>
289
 
</li>
290
 
<li>
291
 
<p>Kenya: The name, address, and branch code of the local branch of your
292
 
      bank where you hold your account</p>
293
 
</li>
294
 
<li>
295
 
<p>Qatar: IBAN</p>
296
 
</li>
297
 
<li>
298
 
<p>Russian Federation: Beneficiary INN; Patronymic Name of Beneficiary;
299
 
      and VAT/VO Code of Beneficiary Bank</p>
300
 
</li>
301
 
<li>
302
 
<p>Ukraine: BSB or &ldquo;Bank Code&rdquo;; Tax ID of the Account Holder;
303
 
      and Phone Number of the Account Holder</p>
304
 
</li>
305
 
<li>
306
 
<p>United States: Phone Number of the Account Holder</p>
307
 
</li>
308
 
</ul>
309
 
<p><strong>Additional information we can use</strong></p>
310
 
<p>Banks outside the US will often designate a Correspondent Bank when
311
 
  receiving funds from the US.  If you can give us the Correspondent
312
 
  Bank Name and ACH, we can specify that in the wire.  Your bank will
313
 
  usually take the fewest fees when receiving wires from its
314
 
  Correspondent Bank, so this will mean the most money for you.</p>
315
 
</li>
316
 
<li>
317
 
<p>A check in your local currency, sent to you via post. For this option, we
318
 
    just need your postal address and what currency you want. Note that this
319
 
    is a more involved option to process and will usually take at least 30
320
 
    days to issue payment.  We do not recommend this method.  Please choose
321
 
    it only if you absolutely cannot receive a wire transfer for some reason.</p>
322
 
</li>
323
 
</ul>
324
 
<p>Project Leadership Committees: when you see emails of this nature, please
325
 
be sure to have your designated Representative review the materials and
326
 
send an approval message to Conservancy.</p>
327
 
<h2 id="project-leadership-committee-review">Project Leadership Committee Review</h2>
328
 
<p>Conservancy foresees the need for periodic reasonable exceptions to
329
 
this Policy.  Persons working on behalf of a specific Project seeking
330
 
an exception to this Policy must petition their PLC to obtain written
331
 
approval from Conservancy authorizing the exception.  Persons working
332
 
directly on behalf of Conservancy seeking an exception to the
333
 
Policy must obtain written approval from Conservancy authorizing the
334
 
exception.</p>
335
 
<p>PLCs are responsible for creating procedures for requesting exceptions,
336
 
and submitting to Conservancy reimbursement requests associated with
337
 
their respective Projects.  PLCs are also responsible for making available
338
 
a list of required response times for inquiries, including but not
339
 
limited to, the following two cases</p>
340
 
<ul>
341
 
<li>
342
 
<p>a specific number of days to respond to regular reimbursement requests,
343
 
and</p>
344
 
</li>
345
 
<li>
346
 
<p>a specific number of days to respond to pre-authorization requests.</p>
347
 
</li>
348
 
</ul>
349
 
<p>PLCs are also responsible for monitoring the available balance in their
350
 
Project Fund, and for granting or refusing approval for travel expense
351
 
requests based on an assessment of the funds available and of any
352
 
outstanding contracts payable.  PLCs are not to approve travel expense
353
 
requests when their Project does not have sufficient funds to cover the
354
 
expense.  If a PLC has any questions regarding whether their Project has
355
 
sufficient funds to cover a Traveler&rsquo;s expense request, the PLC should
356
 
contact Conservancy.</p>
357
 
<h2 id="transportation">Transportation</h2>
358
 
<h3 id="overall-transportation-cost">Overall transportation Cost</h3>
359
 
<p>Domestic transportation costs greater than US$750 requires Conservancy
360
 
approval prior to booking, even if all other Policy conditions have been
361
 
met.  International transportation costs greater than US$1,800 requires
362
 
Conservancy approval prior to booking, even if all other Policy conditions
363
 
have been met.</p>
364
 
<h3 id="advance-purchase">Advance Purchase</h3>
365
 
<p>Tickets for travel by air or rail (excluding commuter train and subway)
366
 
should be booked at least 14 days in advance; any travel booked less than
367
 
14 days in advance requires written pre-authorization by Conservancy.
368
 
Tickets for travel by air or rail beyond 365 days in advance also require
369
 
written pre-authorization by Conservancy.</p>
370
 
<h3 id="air-travel">Air Travel</h3>
371
 
<h4 id="class-of-service">Class of Service</h4>
372
 
<p>Coach and/or Economy Airfare is the only acceptable class for all flights
373
 
(domestic and international) unless a PLC provides a special exception and
374
 
a valid reason (such as a need for business class due to a documented
375
 
medical reason) to Conservancy for written approval.  Travelers may select
376
 
their airline of choice (e.g., for the purpose of collecting airline miles
377
 
and rewards), provided that the resulting fare otherwise meets the
378
 
requirements of this Policy.  Travelers should not book out-of-Policy trips
379
 
(and thus pay a higher fare) in order to qualify for a mileage upgrade.</p>
380
 
<h4 id="advance-purchase_1">Advance Purchase</h4>
381
 
<p>Air travel should be booked at least 14 days in advance; any travel booked
382
 
less than 14 days in advance requires written pre-authorization by
383
 
Conservancy.  Flights beyond 365 days in advance also require written
384
 
pre-authorization by Conservancy.</p>
385
 
<h4 id="low-fare">Low Fare</h4>
386
 
<p>Conservancy aims to balance cost savings with time savings and convenience.
387
 
Budgets for flights are set based on their travel time compared to the
388
 
flight with the lowest available fare.  Flights with fares that are within
389
 
budget are in-Policy.</p>
390
 
<p>To find the lowest available fare, run a flight search that meets these
391
 
criteria, and save the results:</p>
392
 
<ul>
393
 
<li>
394
 
<p>The search must include fares from multiple airlines.  Any
395
 
  widely-recognized airfare search site that lists results from multiple
396
 
  airlines is acceptable, including sites such as
397
 
  <a href="http://orbitz.com">Orbitz</a>, <a href="http://kayak.com">Kayak</a> or
398
 
  <a href="http://hipmunk.com/">Hipmunk</a>.</p>
399
 
</li>
400
 
<li>
401
 
<p>The search must cover only the dates of relevant travel.  For example, if
402
 
  you&rsquo;re attending a conference that runs Monday through Friday, the search
403
 
  must have you arriving no earlier than Sunday, and leaving no later than
404
 
  Saturday.</p>
405
 
</li>
406
 
<li>
407
 
<p>Except as allowed by Policy, the search must not use filters that might
408
 
  exclude the least expensive fare.  For example, you may filter out
409
 
  flights with two or more connections, since Conservancy does not
410
 
  consider those reasonable.  However, you may not filter out specific
411
 
  airlines, or flights without WiFi.</p>
412
 
</li>
413
 
</ul>
414
 
<p>Save the results of this search.  A PDF printout of the first page of
415
 
results from your browser is ideal.  A screenshot can work too.  Just make
416
 
sure the output shows the search criteria and the lowest available fare.
417
 
When you send your reimbursement request, attach these results.</p>
418
 
<p>The budget for a flight is set depending on how its cost and travel time
419
 
compares to the flight with the lowest available fare.  Travel time is
420
 
measured from the scheduled departure time of the first flight in the
421
 
itinerary to the scheduled landing time of the final flight.  We use the
422
 
following table to determine the budget:</p>
423
 
<table>
424
 
<thead>
425
 
<tr>
426
 
<th>If the travel time for a flight is…</th>
427
 
<th>the budget for that flight is…</th>
428
 
</tr>
429
 
</thead>
430
 
<tbody>
431
 
<tr>
432
 
<td>the same or longer than the flight with the lowest available fare</td>
433
 
<td>the lowest available fare + US$100</td>
434
 
</tr>
435
 
<tr>
436
 
<td>less than three hours shorter</td>
437
 
<td>the lowest available fare + US$100</td>
438
 
</tr>
439
 
<tr>
440
 
<td>between three and six hours shorter</td>
441
 
<td>the lowest available fare + US$200</td>
442
 
</tr>
443
 
<tr>
444
 
<td>between six and ten hours shorter</td>
445
 
<td>the lowest available fare + US$350</td>
446
 
</tr>
447
 
<tr>
448
 
<td>at least ten hours shorter</td>
449
 
<td>the lowest available fare + US$600</td>
450
 
</tr>
451
 
</tbody>
452
 
</table>
453
 
<p>Any flight with a total cost that is within its corresponding budget is
454
 
within Policy.  Any flight with a cost over its budget requires written
455
 
pre-authorization by Conservancy.</p>
456
 
<p>Travelers may book their tickets on different dates or a different site as
457
 
long as they used a qualifying fare search site to determine that the
458
 
booked flights are within Policy.</p>
459
 
<h4 id="reasonable-flights">Reasonable Flights</h4>
460
 
<p>Conservancy asks that Travelers allow for flexibility with respect
461
 
to departure times during a desired day of travel, as well as longer
462
 
trips in order to reduce cost.  However, Conservancy does consider
463
 
flights with two or more connections as unreasonable and does not
464
 
expect Travelers to consider those flight options to be reasonable.</p>
465
 
<h4 id="excess-baggage">Excess Baggage</h4>
466
 
<p>Should a team member travel on an airline that charges for a single piece of
467
 
checked baggage, such a baggage expense is eligible for reimbursement with a
468
 
receipt.  Team members are responsible for charges on any baggage beyond a
469
 
single piece, unless that additional baggage is materials specifically
470
 
related to the Project&rsquo;s and Conservancy&rsquo;s mission (i.e., bringing t-shirts
471
 
and other promotional materials to an event).</p>
472
 
<h4 id="out-of-policy-bookings">Out-of-Policy Bookings</h4>
473
 
<p>All air travel not adhering to the above Policies are considered Out-of-Policy
474
 
and require written pre-authorization by an officer of Conservancy.</p>
475
 
<h4 id="cancellation-fees">Cancellation Fees</h4>
476
 
<p>Cancellation fees and other penalties incurred result of a change
477
 
of plans are reimbursable at Conservancy&rsquo;s discretion.  In general,
478
 
Conservancy shall reimburse such fees if the Traveler can submit a
479
 
valid reason for the change of plans.  Acceptable reasons include Conservancy
480
 
and/or the PLC canceling or altering the trip or unexpected delays
481
 
in flight connections.  In instances where these fees are incurred
482
 
without adequate explanation, Conservancy reserves the right to refuse
483
 
to reimburse the cost of the fees.</p>
484
 
<h3 id="other-transportation">Other Transportation</h3>
485
 
<h4 id="ground-transportation_1">Ground Transportation</h4>
486
 
<p>Ground transportation necessary as part of authorized Project trips
487
 
is considered to be a reasonable expense.   Public ground transportation,
488
 
such as taxis, shuttles, buses and municipal transit, are generally
489
 
the most cost-effective options and are the standard for eligible
490
 
ground transportation reimbursements.  All car rentals require pre-authorization
491
 
by the PLC or by an officer of Conservancy.  When car rentals
492
 
have been pre-approved, the rental of compact cars is encouraged;
493
 
mid-size vehicles are authorized when necessary (e.g., when compact-sized
494
 
vehicles are not available or the number of passengers or volume of
495
 
baggage makes a compact vehicle impractical).</p>
496
 
<h4 id="rail-transportation">Rail Transportation</h4>
497
 
<p>Rail transportation as a means of travel for an authorized Project
498
 
trip is considered to be a reasonable expense.  All rail transportation
499
 
must be in economy and/or coach class.</p>
500
 
<h4 id="use-of-personal-vehicles">Use of Personal Vehicles</h4>
501
 
<p>When circumstances require Travelers to utilize their personal vehicles for
502
 
Project purposes, they can be reimbursed at the current
503
 
<a href="https://www.irs.gov/tax-professionals/standard-mileage-rates/">USA IRS Standard Mileage Rate</a>,
504
 
plus any related parking expenses and toll fees.  Drivers are encouraged to
505
 
find the lowest cost parking area reasonably near their destination.</p>
506
 
<h2 id="additional-days-of-travel">Additional Days of Travel</h2>
507
 
<p>Travelers often seek to add extra days before or after an approved trip
508
 
(e.g., the weekend before a conference). A Traveler may seek approval for
509
 
the expenses associated with an extended stay prior to booking the trip,
510
 
provided that the additional days are solely to enable a Traveler to
511
 
conduct work within the PLC&rsquo;s objectives and Conservancy&rsquo;s charitable
512
 
mission, or to get a particular airfare that <strong>reduces</strong> the overall cost of
513
 
the trip.  Travelers may seek approval to book travel itineraries that
514
 
include extra days for personal reasons, so long as the cost of the flight
515
 
meets the other requirements of this Policy.  Other expenses incurred
516
 
during extra personal days beyond transportation costs are not reimbursable.</p>
517
 
<h2 id="lodging">Lodging</h2>
518
 
<p>Travelers are expected to be cost-conscious and prudent when booking lodging
519
 
for approved trips, and to verify that rates are within the maximum lodging
520
 
rates for the hotel&rsquo;s location.  See the &ldquo;Rates&rdquo; section above for details.</p>
521
 
<p>If the lodging chosen by the Traveler and/or the PLC exceeds the maximum
522
 
lodging rate for the given location (per Traveler), the Traveler and/or the
523
 
PLC <strong>must</strong> obtain written pre-approval from Conservancy and the PLC before
524
 
booking the hotel.  If written pre-approval is not sought or is not granted,
525
 
Conservancy will only reimburse up to the maximum lodging rate.</p>
526
 
<p>Lodging documentation submitted as part of a reimbursement request must
527
 
include a copy of the hotel invoice detailing all charges (credit card
528
 
receipts <strong>alone</strong> are unacceptable).  In particular, since Conservancy only
529
 
reimburses for room charges (plus relevant taxes and fees) for the necessary
530
 
travel dates, the receipt from the hotel must clearly show the dates of stay,
531
 
and separately list room charges and any food or service charges.
532
 
Conservancy will not reimburse Travelers for any costs associated with an
533
 
upgrade of room accommodations.</p>
534
 
<p>In some cases, Conservancy, upon consultation with the PLC, may decide to
535
 
book lodging on behalf of Travelers.  In this case, Conservancy-booked
536
 
lodging is always considered In-Policy.</p>
537
 
<h2 id="other-reimbursable-expenses">Other Reimbursable Expenses</h2>
538
 
<p>Conservancy will reimburse persons for Project-related expenses that
539
 
are incurred while traveling on approved Project business and/or approved
540
 
Conservancy business. Only necessary, ordinary and reasonable expenses
541
 
are eligible for reimbursement, and only those categories of expenses
542
 
listed in this document qualify.</p>
543
 
<h3 id="meals-and-incidental-expenses">Meals and Incidental Expenses</h3>
544
 
<h4 id="overview_1">Overview</h4>
545
 
<p>Travelers can submit for a per diem for meals and incidental expenses for
546
 
every day of a trip devoted to Project- and/or Conservancy-related mission
547
 
work, including the day(s) of travel itself, up to the maximum rate for the
548
 
destination of the trip.  See the &ldquo;Rates&rdquo; section above for details.</p>
549
 
<p>These per diem rates are the maximum daily rate Travelers can claim.  If a
550
 
conference has provided food, or food is provided in some other form, or
551
 
the costs the Traveler incurs are lower than this rate, then the Traveler
552
 
should reasonably reduce their per diem claim.</p>
553
 
<p>PLCs and/or Conservancy have the authority to set lower per diem rates
554
 
than those generated by the calculators above.  In those instances,
555
 
Travelers will only be able to submit for the lower per diem rates.</p>
556
 
<h4 id="group-meals">Group Meals</h4>
557
 
<p>For groups of Travelers on an In-Policy trip, each Traveler should
558
 
pay for his/her own meals, seeing as all participants will have an
559
 
opportunity to submit for separate per diem reimbursements after the trip.</p>
560
 
<p>For clarification purposes, this Policy does not relate to planned
561
 
group events that include meals and/or refreshments (e.g., a PLC-organized
562
 
conference that includes lunch for all attendees).  Further, PLCs and/or
563
 
Conservancy retain the right to allocate a separate budget for anticipated
564
 
large group meals beyond the individual per diem limits of each Traveler,
565
 
provided that they are within the PLC&rsquo;s technical objectives and/or
566
 
Conservancy&rsquo;s mission.  Travelers anticipating a need to cover such
567
 
a large group meal should seek pre-approval from his/her PLC and/or Conservancy
568
 
for such expenses before the trip.</p>
569
 
<p>For any such group meal, Conservancy will require a written paragraph
570
 
summary of the meeting, indicating what was accomplished for the Project&rsquo;s
571
 
and Conservancy&rsquo;s mission.</p>
572
 
<h4 id="meals-for-organizational-development">Meals For Organizational Development</h4>
573
 
<p>Travelers may occasionally have the need to invite third parties
574
 
(e.g., prospective donors, contributors, community members, etc.) to
575
 
meals in order to further a PLC&rsquo;s technical direction and/or Conservancy&rsquo;s
576
 
mission.  Conservancy recommends that Travelers seek pre-approval from
577
 
their PLC and/or Conservancy for such meals.</p>
578
 
<p>For any such organizational development meal, Conservancy will require a
579
 
written paragraph summary of the meeting, indicating what was accomplished
580
 
for the Project&rsquo;s and Conservancy&rsquo;s mission.</p>
581
 
<h4 id="phone-call-charges-part-of-per-diem">Phone Call Charges Part of Per Diem</h4>
582
 
<p>Charges for personal phone calls (e.g., made from a hotel, or via
583
 
a mobile phone in international travel) are not reimbursable as an
584
 
expense separate from the allocated per diem.</p>
585
 
<h4 id="currency-conversion-charges-part-of-per-diem">Currency Conversion Charges Part of Per Diem</h4>
586
 
<p>Any fees associated with currency conversion are not reimbursable as an
587
 
expense separate from the allocated per diem.</p>
588
 
<h3 id="conference-registration-fees">Conference Registration Fees</h3>
589
 
<p>Conservancy will reimburse conference registration fees up to $100 per day
590
 
for Travelers on approved Project business and/or approved Conservancy
591
 
business.  For example, a $250 registration fee for a 3-day conference is
592
 
In-Policy; however, a $225 registration fee for a 2-day conference is not.</p>
593
 
<p>Travelers seeking reimbursement for registration fees that exceed $100 per
594
 
day must obtain prior approval from an officer of Conservancy.</p>
595
 
<h3 id="internet-access">Internet Access</h3>
596
 
<p>Internet access/wi-fi fees charged by a hotel are reimbursable, provided
597
 
that they are listed on the hotel/lodging invoice submitted for
598
 
reimbursement.  Other internet access fees (e.g., airport internet
599
 
services, personal wi-fi hotspots, internet cafes) are not reimbursable
600
 
except as incidental expenses to be covered by a Traveler&rsquo;s per diem.</p>
601
 
<h3 id="visa-fees_1">Visa Fees</h3>
602
 
<p>Conservancy will reimburse fees charged by an embassy (or any government
603
 
agency) that are mandatory for receiving a visa (or other permission) to
604
 
enter the final destination country of travel, provided proper documentation
605
 
of cost (such as a receipt, or a copy of the visa along with government
606
 
published rates).</p>
607
 
<p>Conservancy may reimburse other ancillary costs, such as use of a travel
608
 
expert agency for obtaining a visa, or additional domestic travel costs
609
 
necessary to obtain a visa, but all such other costs require prior approval
610
 
from Conservancy.</p>
611
 
<h2 id="non-reimbursable-expenses">Non-reimbursable Expenses</h2>
612
 
<p>Non-reimbursable expenses are identified throughout this policy.  The
613
 
following items are typically non-reimbursable expenses:</p>
614
 
<ul>
615
 
<li>
616
 
<p>Partner, spouse, and/or companion travel</p>
617
 
</li>
618
 
<li>
619
 
<p>First class travel (unless medically necessary)</p>
620
 
</li>
621
 
<li>
622
 
<p>Upgrades to air travel, car rentals, or hotel rooms</p>
623
 
</li>
624
 
<li>
625
 
<p>Purchase of clothing, luggage, toiletries and other miscellaneous
626
 
personal items</p>
627
 
</li>
628
 
<li>
629
 
<p>Supplemental travel or car rental insurance</p>
630
 
</li>
631
 
<li>
632
 
<p>Fines, penalties, or legal fees</p>
633
 
</li>
634
 
<li>
635
 
<p>Personal entertainment or recreational expenses beyond the allotted per
636
 
diem</p>
637
 
</li>
638
 
</ul>
639
 
<p>Travelers are permitted to pay for their own upgrades, or use bonus
640
 
programs to upgrade Conservancy-reimbursed expenses.  However, Travelers
641
 
must ensure that Conservancy does not receive nor reimburse any charges
642
 
for any such transaction.</p>
643
 
<h2 id="satisfaction-of-irs-requirements">Satisfaction of IRS Requirements</h2>
644
 
<p>Reimbursed travel expenses are subject to examination by the USA Internal
645
 
Revenue Service (IRS).  Travelers are responsible for retaining documentary
646
 
evidence that all expenses are strictly for Project- and/or
647
 
Conservancy-related purposes, not personal in nature, and therefore not
648
 
includable as taxable income to the Traveler.  Receipts are required for
649
 
all expenses, no matter the amount.</p>
650
 
<h2 id="approvals">Approvals</h2>
651
 
<p>Travelers traveling on behalf of a Project must seek approvals and
652
 
submit expense reports to their PLC.  PLCs are to review those expense
653
 
reports and pass them along to Conservancy&rsquo;s accounting office for
654
 
final approval and reimbursement.</p>
655
 
<p>Travelers traveling on behalf of Conservancy must seek approvals from
656
 
Conservancy&rsquo;s Executive Director, and submit expense reports to
657
 
Conservancy&rsquo;s accounting office for reimbursement.</p>
658
 
<h2 id="expense-reporting">Expense Reporting</h2>
659
 
<p>Travelers seeking reimbursement must submit an expense report to the
660
 
appropriate channel with the following information:</p>
661
 
<ul>
662
 
<li>
663
 
<p>Name of Traveler</p>
664
 
</li>
665
 
<li>
666
 
<p>Brief description of trip and trip&rsquo;s purpose (e.g., &ldquo;August 2011
667
 
trip to XYZ conference for ABC project, served as planning committee
668
 
member&rdquo;; &ldquo;Feb. &lsquo;12 FOO hackfest in Portland, OR; contributed code&rdquo;)</p>
669
 
</li>
670
 
<li>
671
 
<p>A brief paragraph explaining what was accomplished for the project
672
 
during your travel.</p>
673
 
</li>
674
 
<li>
675
 
<p>Number of days traveled (with documentary evidence, e.g., conference
676
 
itinerary, etc.) and associated per diem</p>
677
 
</li>
678
 
<li>
679
 
<p>List of expenses not covered by per diem (e.g., transportation, lodging)
680
 
with substantiating receipts (or scans of receipts).</p>
681
 
</li>
682
 
</ul>
683
 
<p>In the event that it is impractical to obtain a required receipt and/or if
684
 
  such receipt has been inadvertently destroyed or lost, the Traveler should
685
 
  furnish a written statement to that effect, as well as an explanation of
686
 
  the expenditure involved.  When possible, secondary documentation (such as
687
 
  a redacted credit card bill) should be provided instead of the
688
 
  lost/destroyed receipt.</p>
689
 
<p>Any expense without a substantiated receipt and/or a supporting written
690
 
statement will not be reimbursed.</p>
691
 
<p>Conservancy requests that all expense reports be submitted within two weeks
692
 
of travel.  Expense reports filed more than 90 days after the last day of
693
 
travel (or for other reimbursable expenses, the day expenses are incurred)
694
 
<strong>will not be reimbursed</strong>.</p>
695
 
<p>Reimbursements are paid by Conservancy on a NET-30 basis, from the
696
 
date of receipt by Conservancy of the fully complete report and supporting
697
 
documentation for the travel.</p>
698
 
<h2 id="consequences-of-policy-violations">Consequences of Policy Violations</h2>
699
 
<p>Failure to comply with this policy may result in the denial of, or delay
700
 
in payment for, reimbursement requests.</p>
701
 
<h2 id="policy-changes">Policy Changes</h2>
702
 
<p>The Conservancy reserves the right to change any terms of this Policy
703
 
from time to time. The Policy of record shall be the Policy most recently
704
 
distributed by the Conservancy. </p>
705
 

	
706
 
{% endblock %}
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