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Bradley Kuhn (bkuhn) - 21 months ago 2019-02-28 00:51:11
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="overview">Overview</h2>
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<p>This Travel and Reimbursable Expense Policy (&ldquo;Policy&rdquo;) applies to all
9
 
Conservancy Member Projects (&ldquo;Projects&rdquo;) of Software Freedom Conservancy
10
 
(&ldquo;Conservancy&rdquo;) and has been created to memorialize Conservancy&rsquo;s
11
 
reimbursement policies relating to travel and other business expenses
12
 
incurred by Conservancy staff, Project Leadership Committee (&ldquo;PLC&rdquo;)
13
 
members, and project volunteers while engaged in business on behalf of, or
14
 
at the behest of Conservancy and/or a Project (&ldquo;Travelers&rdquo;).</p>
15
 
<p>This Policy includes an Easy Reference Guide that can be used as a
16
 
template for most of the travel covered under this Policy.  When in doubt,
17
 
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
20
 
in order to maintain its financial viability and tax exempt status.
21
 
Conservancy and each Project is also accountable to our donors to ensure
22
 
that we manage their contributions wisely and maximize our ability to
23
 
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
25
 
are necessary and reasonable.  Excessive expenses, including but not
26
 
limited to luxury accommodations and services unnecessary for, or unrelated
27
 
to the furtherance of Conservancy&rsquo;s charitable mission are not eligible for
28
 
reimbursement.</p>
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<p>Any travel expense that adheres to this Policy is considered In-Policy
30
 
and does not require special approval, so long as the trip itself
31
 
has been approved in writing by Conservancy&rsquo;s Executive Director or
32
 
by a Project&rsquo;s Leadership Committee (&ldquo;PLC&rdquo;) in a regular and documented
33
 
PLC vote.  Conservancy and/or a PLC can limit allowable travel expenses
34
 
to an amount less than what would otherwise be considered acceptable
35
 
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
38
 
than this one.  Please consult the PLC for your Conservancy project before
39
 
incurring an expenses to ensure you understand what expenses can be
40
 
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>
43
 
<h3 id="flights">Flights</h3>
44
 
<ul>
45
 
<li>
46
 
<p>Before you buy tickets, save a screenshot of a flight search that
47
 
  shows the least expensive fare available from multiple airlines for
48
 
  the dates you need to travel.</p>
49
 
</li>
50
 
<li>
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<p>Book at least 14 days in advance.</p>
52
 
</li>
53
 
<li>
54
 
<p>Fares within $100 of that lowest fare you found are In-Policy, even if
55
 
  you book on a different site or for different dates.</p>
56
 
</li>
57
 
<li>
58
 
<p>Fares over $750 domestically or $1,650 internationally require
59
 
  Conservancy&rsquo;s pre-approval.</p>
60
 
</li>
61
 
</ul>
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<h3 id="hotels">Hotels</h3>
63
 
<ul>
64
 
<li>
65
 
<p>Hotels are In-Policy as long as the average nightly rate you pay
66
 
  (excluding taxes and fees) is under the maximum rate for lodging for your
67
 
  destination.  See the &ldquo;Rates&rdquo; section below for details.</p>
68
 
</li>
69
 
<li>
70
 
<p>Be sure the receipt from your hotel includes the dates of your
71
 
  stay, not just a total.</p>
72
 
</li>
73
 
</ul>
74
 
<h3 id="receipts">Receipts</h3>
75
 
<p>Keep and submit PDFs of the following, as applicable:</p>
76
 
<ul>
77
 
<li>
78
 
<p>Your fare search (i.e., a screen shot)</p>
79
 
</li>
80
 
<li>
81
 
<p>Your plane and rail tickets (e-confirmation of purchase is sufficient)</p>
82
 
</li>
83
 
<li>
84
 
<p>Your hotel/lodging invoice</p>
85
 
</li>
86
 
</ul>
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<h3 id="per-diem">Per Diem</h3>
88
 
<ul>
89
 
<li>
90
 
<p>Use your per diem to cover meals and incidental expenses.</p>
91
 
</li>
92
 
<li>
93
 
<p>Your total per diem allowance follows the rates published for your
94
 
  destination.  See the &ldquo;Rates&rdquo; section below for details.</p>
95
 
</li>
96
 
<li>
97
 
<p>Try to be frugal: per diem rates are rather generous.</p>
98
 
</li>
99
 
<li>
100
 
<p>When attending a conference where food is included, Do The Right
101
 
  Thing and claim a lower per diem.</p>
102
 
</li>
103
 
</ul>
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<h3 id="reimbursement">Reimbursement</h3>
105
 
<ul>
106
 
<li>
107
 
<p>To receive reimbursement, send transportation and hotel receipts,
108
 
  along with a list of per diem days and totals, to
109
 
  <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>
111
 
</li>
112
 
<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>
116
 
</li>
117
 
</ul>
118
 
<h2 id="rates">Rates</h2>
119
 
<p>Throughout this document, we refer to rates reported by other parties.</p>
120
 
<p>For travel in the United States, we follow the maximum rates for lodging and
121
 
M&amp;IE per diem set by the
122
 
<a href="https://www.gsa.gov/perdiem">US General Services Administration</a>.</p>
123
 
<p>For travel outside the United States, we follow the maximum rates for lodging and
124
 
M&amp;IE per diem set by the
125
 
<a href="https://aoprals.state.gov/web920/per_diem.asp">US Department of State</a>.</p>
126
 
<p>We calculate the total per diem allowance for a trip using the same method
127
 
as the GSA.  Travelers may request up to 100% of the listed rate for each
128
 
full day of travel, plus 75% of the listed rate for each partial day of
129
 
travel.  For example, if you fly to a conference on Monday, spend Tuesday
130
 
through Thursday at the conference, and return home on Friday, and the per
131
 
diem rate for the conference city is $80, you may request up to $360: $80
132
 
for each day Tuesday through Thursday, plus $60 for each day you flew.</p>
133
 
<p>When we convert currencies (e.g., to determine whether a hotel paid in Euros
134
 
was within the maximum lodging rate), we use the final rate published by
135
 
<a href="https://openexchangerates.org/">Open Exchange Rates</a> on the date we received
136
 
the reimbursement request.  Please do not do your own currency conversions
137
 
in your reimbursement requests.  Simply report expenses in their original
138
 
currency/ies, and we will convert appropriately.  If you have questions or
139
 
concerns about our rates, just ask, and we&rsquo;ll be happy to provide details
140
 
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
143
 
that complete materials are received.  If this is an issue, Conservancy is
144
 
available to prepurchase expensive items like airline tickets on your
145
 
behalf, so that you don&rsquo;t need to be reimbursed.</p>
146
 
<p>If you seek to be reimbursed for Conservancy Project expenses, please send
147
 
the following, in a self contained email (with attachments as necessary),
148
 
cc&rsquo;ing your Project Leadership Committee address (PROJECT@sfconservancy.org)
149
 
for Project approval:</p>
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<ul>
151
 
<li>
152
 
<p>A brief paragraph explaining what was accomplished for the project
153
 
  during your travel and/or with the funds being reimbursed.  This can
154
 
  be informal; it&rsquo;s just for our records to confirm the travel advanced
155
 
  the not-for-profit mission of both Conservancy and the project.</p>
156
 
</li>
157
 
<li>
158
 
<p>A brief report listing the items to be reimbursed.</p>
159
 
</li>
160
 
<li>
161
 
<p>Full receipt(s) for everything, unless the travel policy does not
162
 
  require receipts (e.g., for per diem expenses).</p>
163
 
</li>
164
 
</ul>
165
 
<p>Please verify that the receipts that you submit are within the attached
166
 
  travel policy requirements.  Note, however, that your Project Leadership
167
 
  Committee may have set a stricter budget than what the general
168
 
  Conservancy policy allows.</p>
169
 
<ul>
170
 
<li>
171
 
<p>How you&rsquo;d liked to be reimbursed. The four payment options, in order of
172
 
  Conservancy&rsquo;s preference, are:</p>
173
 
</li>
174
 
<li>
175
 
<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
177
 
    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>.)
179
 
    Note that sometimes PayPal charges fees.  Usually we&rsquo;re taking funds
180
 
    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
182
 
    physically in the USA are not typically charged fees; but we do advise
183
 
    you to check PayPal&rsquo;s fee schedule before choosing this method.</p>
184
 
<p>NOTE: Typically, when choosing PayPal as a payment option, amounts owed
185
 
        in USD will be paid in USD, regardless of your preferred currency
186
 
        selection.</p>
187
 
</li>
188
 
<li>
189
 
<p>Issue you a check in USD from a USA bank, sent to you via post.
190
 
    For this option, I just need your postal address.</p>
191
 
</li>
192
 
<li>
193
 
<p>Wire the amount in your local currency to your bank account in your
194
 
    country.  For this option, I need as much of the following information
195
 
    as it&rsquo;s possible for you to collect.</p>
196
 
<p><strong>Required information</strong></p>
197
 
<ul>
198
 
<li>
199
 
<p>Full Name of the Account Holder</p>
200
 
</li>
201
 
<li>
202
 
<p>Full Address of the Account Holder</p>
203
 
</li>
204
 
<li>
205
 
<p>Account Number</p>
206
 
</li>
207
 
<li>
208
 
<p>Preferred Currency</p>
209
 
</li>
210
 
<li>
211
 
<p>Bank Name</p>
212
 
</li>
213
 
<li>
214
 
<p>Bank Address</p>
215
 
</li>
216
 
<li>
217
 
<p>Bank ACH or ABA routing number (for banks in the US);
218
 
    or SWIFT and/or BIC code (for banks outside the US)</p>
219
 
</li>
220
 
</ul>
221
 
<p><strong>Additional required information by country</strong></p>
222
 
<ul>
223
 
<li>
224
 
<p>All countries inside the EU, and all wires in EUR &amp; XAF: IBAN</p>
225
 
</li>
226
 
<li>
227
 
<p>Australia: BSB or &ldquo;Bank Code&rdquo;</p>
228
 
</li>
229
 
<li>
230
 
<p>Brazil: IBAN; Tax ID of the Account Holder (your 14-digit CNPJ
231
 
      or 11-digit CPF); Phone Number of the Account Holder;
232
 
      and Bank Agency Code</p>
233
 
</li>
234
 
<li>
235
 
<p>LKR Currency: Bank Branch details</p>
236
 
</li>
237
 
<li>
238
 
<p>KES Currency: Bank Branch details</p>
239
 
</li>
240
 
<li>
241
 
<p>Cameroon: IBAN</p>
242
 
</li>
243
 
<li>
244
 
<p>Colombia: Tax ID of the Account Holder; and Phone Number
245
 
      of the Account Holder</p>
246
 
</li>
247
 
<li>
248
 
<p>India: IFSC Code</p>
249
 
</li>
250
 
<li>
251
 
<p>Kenya: The name, address, and branch code of the local branch of your
252
 
      bank where you hold your account</p>
253
 
</li>
254
 
<li>
255
 
<p>Qatar: IBAN</p>
256
 
</li>
257
 
<li>
258
 
<p>Russian Federation: Beneficiary INN; Patronymic Name of Beneficiary;
259
 
      and VAT/VO Code of Beneficiary Bank</p>
260
 
</li>
261
 
<li>
262
 
<p>Ukraine: BSB or &ldquo;Bank Code&rdquo;; Tax ID of the Account Holder;
263
 
      and Phone Number of the Account Holder</p>
264
 
</li>
265
 
<li>
266
 
<p>United States: Phone Number of the Account Holder</p>
267
 
</li>
268
 
</ul>
269
 
<p><strong>Additional information we can use</strong></p>
270
 
<p>Banks outside the US will often designate a Correspondent Bank when
271
 
  receiving funds from the US.  If you can give us the Correspondent
272
 
  Bank Name and ACH, we can specify that in the wire.  Your bank will
273
 
  usually take the fewest fees when receiving wires from its
274
 
  Correspondent Bank, so this will mean the most money for you.</p>
275
 
</li>
276
 
<li>
277
 
<p>A check in your local currency, sent to you via post. For this option, we
278
 
    just need your postal address and what currency you want. Note that this
279
 
    is a more involved option to process and will usually take at least 30
280
 
    days to issue payment.  We do not recommend this method.  Please choose
281
 
    it only if you absolutely cannot receive a wire transfer for some reason.</p>
282
 
</li>
283
 
</ul>
284
 
<p>Project Leadership Committees: when you see emails of this nature, please
285
 
be sure to have your designated Representative review the materials and
286
 
send an approval message to Conservancy.</p>
287
 
<h2 id="project-leadership-committee-review">Project Leadership Committee Review</h2>
288
 
<p>Conservancy foresees the need for periodic reasonable exceptions to
289
 
this Policy.  Persons working on behalf of a specific Project seeking
290
 
an exception to this Policy must petition their PLC to obtain written
291
 
approval from Conservancy authorizing the exception.  Persons working
292
 
directly on behalf of Conservancy seeking an exception to the
293
 
Policy must obtain written approval from Conservancy authorizing the
294
 
exception.</p>
295
 
<p>PLCs are responsible for creating procedures for requesting exceptions,
296
 
and submitting to Conservancy reimbursement requests associated with
297
 
their respective Projects.  PLCs are also responsible for making available
298
 
a list of required response times for inquiries, including but not
299
 
limited to, the following two cases</p>
300
 
<ul>
301
 
<li>
302
 
<p>a specific number of days to respond to regular reimbursement requests,
303
 
and</p>
304
 
</li>
305
 
<li>
306
 
<p>a specific number of days to respond to pre-authorization requests.</p>
307
 
</li>
308
 
</ul>
309
 
<p>PLCs are also responsible for monitoring the available balance in their
310
 
Project Fund, and for granting or refusing approval for travel expense
311
 
requests based on an assessment of the funds available and of any
312
 
outstanding contracts payable.  PLCs are not to approve travel expense
313
 
requests when their Project does not have sufficient funds to cover the
314
 
expense.  If a PLC has any questions regarding whether their Project has
315
 
sufficient funds to cover a Traveler&rsquo;s expense request, the PLC should
316
 
contact Conservancy.</p>
317
 
<h2 id="transportation">Transportation</h2>
318
 
<h3 id="overall-transportation-cost">Overall transportation Cost</h3>
319
 
<p>Domestic transportation costs greater than US$750 requires Conservancy
320
 
approval prior to booking, even if all other Policy conditions have been
321
 
met.  International transportation costs greater than US$1,800 requires
322
 
Conservancy approval prior to booking, even if all other Policy conditions
323
 
have been met.</p>
324
 
<h3 id="advance-purchase">Advance Purchase</h3>
325
 
<p>Tickets for travel by air or rail (excluding commuter train and subway)
326
 
should be booked at least 14 days in advance; any travel booked less than
327
 
14 days in advance requires written pre-authorization by Conservancy.
328
 
Tickets for travel by air or rail beyond 365 days in advance also require
329
 
written pre-authorization by Conservancy.</p>
330
 
<h3 id="air-travel">Air Travel</h3>
331
 
<h4 id="class-of-service">Class of Service</h4>
332
 
<p>Coach and/or Economy Airfare is the only acceptable class for all flights
333
 
(domestic and international) unless a PLC provides a special exception and
334
 
a valid reason (such as a need for business class due to a documented
335
 
medical reason) to Conservancy for written approval.  Travelers may select
336
 
their airline of choice (e.g., for the purpose of collecting airline miles
337
 
and rewards), provided that the resulting fare otherwise meets the
338
 
requirements of this Policy.  Travelers should not book out-of-Policy trips
339
 
(and thus pay a higher fare) in order to qualify for a mileage upgrade.</p>
340
 
<h4 id="advance-purchase_1">Advance Purchase</h4>
341
 
<p>Air travel should be booked at least 14 days in advance; any travel booked
342
 
less than 14 days in advance requires written pre-authorization by
343
 
Conservancy.  Flights beyond 365 days in advance also require written
344
 
pre-authorization by Conservancy.</p>
345
 
<h4 id="low-fare">Low Fare</h4>
346
 
<p>Conservancy aims to balance cost savings with time savings and convenience.
347
 
Budgets for flights are set based on their travel time compared to the
348
 
flight with the lowest available fare.  Flights with fares that are within
349
 
budget are in-Policy.</p>
350
 
<p>To find the lowest available fare, run a flight search that meets these
351
 
criteria, and save the results:</p>
352
 
<ul>
353
 
<li>
354
 
<p>The search must include fares from multiple airlines.  Any
355
 
  widely-recognized airfare search site that lists results from multiple
356
 
  airlines is acceptable, including sites such as
357
 
  <a href="http://orbitz.com">Orbitz</a>, <a href="http://kayak.com">Kayak</a> or
358
 
  <a href="http://hipmunk.com/">Hipmunk</a>.</p>
359
 
</li>
360
 
<li>
361
 
<p>The search must cover only the dates of relevant travel.  For example, if
362
 
  you&rsquo;re attending a conference that runs Monday through Friday, the search
363
 
  must have you arriving no earlier than Sunday, and leaving no later than
364
 
  Saturday.</p>
365
 
</li>
366
 
<li>
367
 
<p>Except as allowed by Policy, the search must not use filters that might
368
 
  exclude the least expensive fare.  For example, you may filter out
369
 
  flights with two or more connections, since Conservancy does not
370
 
  consider those reasonable.  However, you may not filter out specific
371
 
  airlines, or flights without WiFi.</p>
372
 
</li>
373
 
</ul>
374
 
<p>Save the results of this search.  A PDF printout of the first page of
375
 
results from your browser is ideal.  A screenshot can work too.  Just make
376
 
sure the output shows the search criteria and the lowest available fare.
377
 
When you send your reimbursement request, attach these results.</p>
378
 
<p>The budget for a flight is set depending on how its cost and travel time
379
 
compares to the flight with the lowest available fare.  Travel time is
380
 
measured from the scheduled departure time of the first flight in the
381
 
itinerary to the scheduled landing time of the final flight.  We use the
382
 
following table to determine the budget:</p>
383
 
<table>
384
 
<thead>
385
 
<tr>
386
 
<th>If the travel time for a flight is…</th>
387
 
<th>the budget for that flight is…</th>
388
 
</tr>
389
 
</thead>
390
 
<tbody>
391
 
<tr>
392
 
<td>the same or longer than the flight with the lowest available fare</td>
393
 
<td>the lowest available fare + US$100</td>
394
 
</tr>
395
 
<tr>
396
 
<td>less than three hours shorter</td>
397
 
<td>the lowest available fare + US$100</td>
398
 
</tr>
399
 
<tr>
400
 
<td>between three and six hours shorter</td>
401
 
<td>the lowest available fare + US$200</td>
402
 
</tr>
403
 
<tr>
404
 
<td>between six and ten hours shorter</td>
405
 
<td>the lowest available fare + US$350</td>
406
 
</tr>
407
 
<tr>
408
 
<td>at least ten hours shorter</td>
409
 
<td>the lowest available fare + US$600</td>
410
 
</tr>
411
 
</tbody>
412
 
</table>
413
 
<p>Any flight with a total cost that is within its corresponding budget is
414
 
within Policy.  Any flight with a cost over its budget requires written
415
 
pre-authorization by Conservancy.</p>
416
 
<p>Travelers may book their tickets on different dates or a different site as
417
 
long as they used a qualifying fare search site to determine that the
418
 
booked flights are within Policy.</p>
419
 
<h4 id="reasonable-flights">Reasonable Flights</h4>
420
 
<p>Conservancy asks that Travelers allow for flexibility with respect
421
 
to departure times during a desired day of travel, as well as longer
422
 
trips in order to reduce cost.  However, Conservancy does consider
423
 
flights with two or more connections as unreasonable and does not
424
 
expect Travelers to consider those flight options to be reasonable.</p>
425
 
<h4 id="excess-baggage">Excess Baggage</h4>
426
 
<p>Should a team member travel on an airline that charges for a single piece of
427
 
checked baggage, such a baggage expense is eligible for reimbursement with a
428
 
receipt.  Team members are responsible for charges on any baggage beyond a
429
 
single piece, unless that additional baggage is materials specifically
430
 
related to the Project&rsquo;s and Conservancy&rsquo;s mission (i.e., bringing t-shirts
431
 
and other promotional materials to an event).</p>
432
 
<h4 id="out-of-policy-bookings">Out-of-Policy Bookings</h4>
433
 
<p>All air travel not adhering to the above Policies are considered Out-of-Policy
434
 
and require written pre-authorization by an officer of Conservancy.</p>
435
 
<h4 id="cancellation-fees">Cancellation Fees</h4>
436
 
<p>Cancellation fees and other penalties incurred result of a change
437
 
of plans are reimbursable at Conservancy&rsquo;s discretion.  In general,
438
 
Conservancy shall reimburse such fees if the Traveler can submit a
439
 
valid reason for the change of plans.  Acceptable reasons include Conservancy
440
 
and/or the PLC canceling or altering the trip or unexpected delays
441
 
in flight connections.  In instances where these fees are incurred
442
 
without adequate explanation, Conservancy reserves the right to refuse
443
 
to reimburse the cost of the fees.</p>
444
 
<h3 id="other-transportation">Other Transportation</h3>
445
 
<h4 id="ground-transportation">Ground Transportation</h4>
446
 
<p>Ground transportation necessary as part of authorized Project trips
447
 
is considered to be a reasonable expense.   Public ground transportation,
448
 
such as taxis, shuttles, buses and municipal transit, are generally
449
 
the most cost-effective options and are the standard for eligible
450
 
ground transportation reimbursements.  All car rentals require pre-authorization
451
 
by the PLC or by an officer of Conservancy.  When car rentals
452
 
have been pre-approved, the rental of compact cars is encouraged;
453
 
mid-size vehicles are authorized when necessary (e.g., when compact-sized
454
 
vehicles are not available or the number of passengers or volume of
455
 
baggage makes a compact vehicle impractical).</p>
456
 
<h4 id="rail-transportation">Rail Transportation</h4>
457
 
<p>Rail transportation as a means of travel for an authorized Project
458
 
trip is considered to be a reasonable expense.  All rail transportation
459
 
must be in economy and/or coach class.</p>
460
 
<h4 id="use-of-personal-vehicles">Use of Personal Vehicles</h4>
461
 
<p>When circumstances require Travelers to utilize their personal vehicles for
462
 
Project purposes, they can be reimbursed at the current
463
 
<a href="https://www.irs.gov/tax-professionals/standard-mileage-rates/">USA IRS Standard Mileage Rate</a>,
464
 
plus any related parking expenses and toll fees.  Drivers are encouraged to
465
 
find the lowest cost parking area reasonably near their destination.</p>
466
 
<h2 id="additional-days-of-travel">Additional Days of Travel</h2>
467
 
<p>Travelers often seek to add extra days before or after an approved trip
468
 
(e.g., the weekend before a conference). A Traveler may seek approval for
469
 
the expenses associated with an extended stay prior to booking the trip,
470
 
provided that the additional days are solely to enable a Traveler to
471
 
conduct work within the PLC&rsquo;s objectives and Conservancy&rsquo;s charitable
472
 
mission, or to get a particular airfare that <strong>reduces</strong> the overall cost of
473
 
the trip.  Travelers may seek approval to book travel itineraries that
474
 
include extra days for personal reasons, so long as the cost of the flight
475
 
meets the other requirements of this Policy.  Other expenses incurred
476
 
during extra personal days beyond transportation costs are not reimbursable.</p>
477
 
<h2 id="lodging">Lodging</h2>
478
 
<p>Travelers are expected to be cost-conscious and prudent when booking lodging
479
 
for approved trips, and to verify that rates are within the maximum lodging
480
 
rates for the hotel&rsquo;s location.  See the &ldquo;Rates&rdquo; section above for details.</p>
481
 
<p>If the lodging chosen by the Traveler and/or the PLC exceeds the maximum
482
 
lodging rate for the given location (per Traveler), the Traveler and/or the
483
 
PLC <strong>must</strong> obtain written pre-approval from Conservancy and the PLC before
484
 
booking the hotel.  If written pre-approval is not sought or is not granted,
485
 
Conservancy will only reimburse up to the maximum lodging rate.</p>
486
 
<p>Lodging documentation submitted as part of a reimbursement request must
487
 
include a copy of the hotel invoice detailing all charges (credit card
488
 
receipts <strong>alone</strong> are unacceptable).  In particular, since Conservancy only
489
 
reimburses for room charges (plus relevant taxes and fees) for the necessary
490
 
travel dates, the receipt from the hotel must clearly show the dates of stay,
491
 
and separately list room charges and any food or service charges.
492
 
Conservancy will not reimburse Travelers for any costs associated with an
493
 
upgrade of room accommodations.</p>
494
 
<p>In some cases, Conservancy, upon consultation with the PLC, may decide to
495
 
book lodging on behalf of Travelers.  In this case, Conservancy-booked
496
 
lodging is always considered In-Policy.</p>
497
 
<h2 id="other-reimbursable-expenses">Other Reimbursable Expenses</h2>
498
 
<p>Conservancy will reimburse persons for Project-related expenses that
499
 
are incurred while traveling on approved Project business and/or approved
500
 
Conservancy business. Only necessary, ordinary and reasonable expenses
501
 
are eligible for reimbursement, and only those categories of expenses
502
 
listed in this document qualify.</p>
503
 
<h3 id="meals-and-incidental-expenses">Meals and Incidental Expenses</h3>
504
 
<h4 id="overview_1">Overview</h4>
505
 
<p>Travelers can submit for a per diem for meals and incidental expenses for
506
 
every day of a trip devoted to Project- and/or Conservancy-related mission
507
 
work, including the day(s) of travel itself, up to the maximum rate for the
508
 
destination of the trip.  See the &ldquo;Rates&rdquo; section above for details.</p>
509
 
<p>These per diem rates are the maximum daily rate Travelers can claim.  If a
510
 
conference has provided food, or food is provided in some other form, or
511
 
the costs the Traveler incurs are lower than this rate, then the Traveler
512
 
should reasonably reduce their per diem claim.</p>
513
 
<p>PLCs and/or Conservancy have the authority to set lower per diem rates
514
 
than those generated by the calculators above.  In those instances,
515
 
Travelers will only be able to submit for the lower per diem rates.</p>
516
 
<h4 id="group-meals">Group Meals</h4>
517
 
<p>For groups of Travelers on an In-Policy trip, each Traveler should
518
 
pay for his/her own meals, seeing as all participants will have an
519
 
opportunity to submit for separate per diem reimbursements after the trip.</p>
520
 
<p>For clarification purposes, this Policy does not relate to planned
521
 
group events that include meals and/or refreshments (e.g., a PLC-organized
522
 
conference that includes lunch for all attendees).  Further, PLCs and/or
523
 
Conservancy retain the right to allocate a separate budget for anticipated
524
 
large group meals beyond the individual per diem limits of each Traveler,
525
 
provided that they are within the PLC&rsquo;s technical objectives and/or
526
 
Conservancy&rsquo;s mission.  Travelers anticipating a need to cover such
527
 
a large group meal should seek pre-approval from his/her PLC and/or Conservancy
528
 
for such expenses before the trip.</p>
529
 
<p>For any such group meal, Conservancy will require a written paragraph
530
 
summary of the meeting, indicating what was accomplished for the Project&rsquo;s
531
 
and Conservancy&rsquo;s mission.</p>
532
 
<h4 id="meals-for-organizational-development">Meals For Organizational Development</h4>
533
 
<p>Travelers may occasionally have the need to invite third parties
534
 
(e.g., prospective donors, contributors, community members, etc.) to
535
 
meals in order to further a PLC&rsquo;s technical direction and/or Conservancy&rsquo;s
536
 
mission.  Conservancy recommends that Travelers seek pre-approval from
537
 
their PLC and/or Conservancy for such meals.</p>
538
 
<p>For any such organizational development meal, Conservancy will require a
539
 
written paragraph summary of the meeting, indicating what was accomplished
540
 
for the Project&rsquo;s and Conservancy&rsquo;s mission.</p>
541
 
<h4 id="phone-call-charges-part-of-per-diem">Phone Call Charges Part of Per Diem</h4>
542
 
<p>Charges for personal phone calls (e.g., made from a hotel, or via
543
 
a mobile phone in international travel) are not reimbursable as an
544
 
expense separate from the allocated per diem.</p>
545
 
<h4 id="currency-conversion-charges-part-of-per-diem">Currency Conversion Charges Part of Per Diem</h4>
546
 
<p>Any fees associated with currency conversion are not reimbursable as an
547
 
expense separate from the allocated per diem.</p>
548
 
<h3 id="conference-registration-fees">Conference Registration Fees</h3>
549
 
<p>Conservancy will reimburse conference registration fees up to $100 per day
550
 
for Travelers on approved Project business and/or approved Conservancy
551
 
business.  For example, a $250 registration fee for a 3-day conference is
552
 
In-Policy; however, a $225 registration fee for a 2-day conference is not.</p>
553
 
<p>Travelers seeking reimbursement for registration fees that exceed $100 per
554
 
day must obtain prior approval from an officer of Conservancy.</p>
555
 
<h3 id="internet-access">Internet Access</h3>
556
 
<p>Internet access/wi-fi fees charged by a hotel are reimbursable, provided
557
 
that they are listed on the hotel/lodging invoice submitted for
558
 
reimbursement.  Other internet access fees (e.g., airport internet
559
 
services, personal wi-fi hotspots, internet cafes) are not reimbursable
560
 
except as incidental expenses to be covered by a Traveler&rsquo;s per diem.</p>
561
 
<h3 id="visa-fees">Visa Fees</h3>
562
 
<p>Conservancy will reimburse fees charged by an embassy (or any government
563
 
agency) that are mandatory for receiving a visa (or other permission) to
564
 
enter the final destination country of travel, provided proper documentation
565
 
of cost (such as a receipt, or a copy of the visa along with government
566
 
published rates).</p>
567
 
<p>Conservancy may reimburse other ancillary costs, such as use of a travel
568
 
expert agency for obtaining a visa, or additional domestic travel costs
569
 
necessary to obtain a visa, but all such other costs require prior approval
570
 
from Conservancy.</p>
571
 
<h2 id="non-reimbursable-expenses">Non-reimbursable Expenses</h2>
572
 
<p>Non-reimbursable expenses are identified throughout this policy.  The
573
 
following items are typically non-reimbursable expenses:</p>
574
 
<ul>
575
 
<li>
576
 
<p>Partner, spouse, and/or companion travel</p>
577
 
</li>
578
 
<li>
579
 
<p>First class travel (unless medically necessary)</p>
580
 
</li>
581
 
<li>
582
 
<p>Upgrades to air travel, car rentals, or hotel rooms</p>
583
 
</li>
584
 
<li>
585
 
<p>Purchase of clothing, luggage, toiletries and other miscellaneous
586
 
personal items</p>
587
 
</li>
588
 
<li>
589
 
<p>Supplemental travel or car rental insurance</p>
590
 
</li>
591
 
<li>
592
 
<p>Fines, penalties, or legal fees</p>
593
 
</li>
594
 
<li>
595
 
<p>Personal entertainment or recreational expenses beyond the allotted per
596
 
diem</p>
597
 
</li>
598
 
</ul>
599
 
<p>Travelers are permitted to pay for their own upgrades, or use bonus
600
 
programs to upgrade Conservancy-reimbursed expenses.  However, Travelers
601
 
must ensure that Conservancy does not receive nor reimburse any charges
602
 
for any such transaction.</p>
603
 
<h2 id="satisfaction-of-irs-requirements">Satisfaction of IRS Requirements</h2>
604
 
<p>Reimbursed travel expenses are subject to examination by the USA Internal
605
 
Revenue Service (IRS).  Travelers are responsible for retaining documentary
606
 
evidence that all expenses are strictly for Project- and/or
607
 
Conservancy-related purposes, not personal in nature, and therefore not
608
 
includable as taxable income to the Traveler.  Receipts are required for
609
 
all expenses, no matter the amount.</p>
610
 
<h2 id="approvals">Approvals</h2>
611
 
<p>Travelers traveling on behalf of a Project must seek approvals and
612
 
submit expense reports to their PLC.  PLCs are to review those expense
613
 
reports and pass them along to Conservancy&rsquo;s accounting office for
614
 
final approval and reimbursement.</p>
615
 
<p>Travelers traveling on behalf of Conservancy must seek approvals from
616
 
Conservancy&rsquo;s Executive Director, and submit expense reports to
617
 
Conservancy&rsquo;s accounting office for reimbursement.</p>
618
 
<h2 id="expense-reporting">Expense Reporting</h2>
619
 
<p>Travelers seeking reimbursement must submit an expense report to the
620
 
appropriate channel with the following information:</p>
621
 
<ul>
622
 
<li>
623
 
<p>Name of Traveler</p>
624
 
</li>
625
 
<li>
626
 
<p>Brief description of trip and trip&rsquo;s purpose (e.g., &ldquo;August 2011
627
 
trip to XYZ conference for ABC project, served as planning committee
628
 
member&rdquo;; &ldquo;Feb. &lsquo;12 FOO hackfest in Portland, OR; contributed code&rdquo;)</p>
629
 
</li>
630
 
<li>
631
 
<p>A brief paragraph explaining what was accomplished for the project
632
 
during your travel.</p>
633
 
</li>
634
 
<li>
635
 
<p>Number of days traveled (with documentary evidence, e.g., conference
636
 
itinerary, etc.) and associated per diem</p>
637
 
</li>
638
 
<li>
639
 
<p>List of expenses not covered by per diem (e.g., transportation, lodging)
640
 
with substantiating receipts (or scans of receipts).</p>
641
 
</li>
642
 
</ul>
643
 
<p>In the event that it is impractical to obtain a required receipt and/or if
644
 
  such receipt has been inadvertently destroyed or lost, the Traveler should
645
 
  furnish a written statement to that effect, as well as an explanation of
646
 
  the expenditure involved.  When possible, secondary documentation (such as
647
 
  a redacted credit card bill) should be provided instead of the
648
 
  lost/destroyed receipt.</p>
649
 
<p>Any expense without a substantiated receipt and/or a supporting written
650
 
statement will not be reimbursed.</p>
651
 
<p>Conservancy requests that all expense reports be submitted within two weeks
652
 
of travel.  Expense reports filed more than 90 days after the last day of
653
 
travel (or for other reimbursable expenses, the day expenses are incurred)
654
 
<strong>will not be reimbursed</strong>.</p>
655
 
<p>Reimbursements are paid by Conservancy on a NET-30 basis, from the
656
 
date of receipt by Conservancy of the fully complete report and supporting
657
 
documentation for the travel.</p>
658
 
<h2 id="consequences-of-policy-violations">Consequences of Policy Violations</h2>
659
 
<p>Failure to comply with this policy may result in the denial of, or delay
660
 
in payment for, reimbursement requests.</p>
661
 
<h2 id="policy-changes">Policy Changes</h2>
662
 
<p>The Conservancy reserves the right to change any terms of this Policy
663
 
from time to time. The Policy of record shall be the Policy most recently
664
 
distributed by the Conservancy. </p>
665
 

	
666
 
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