diff --git a/Travel/conservancy-travel-policy.txt b/Travel/conservancy-travel-policy.txt index 4fc4c2a..e8e9fa5 100644 --- a/Travel/conservancy-travel-policy.txt +++ b/Travel/conservancy-travel-policy.txt @@ -18,41 +18,46 @@ in order to maintain its financial viability and tax exempt status. As such, Conservancy expects persons to use good judgment and to claim reimbursement for only those expenses that are necessary and reasonable. Excessive expenses, including but not limited to luxury accommodations -and services unnecessary for or unrelated to the furtherance of Conservancy's +and services unnecessary for, or unrelated to the furtherance of Conservancy's charitable mission are not eligible for reimbursement. Any travel expense that adheres to this Policy is considered In-Policy and does not require special approval, so long as the trip itself has been approved in writing by Conservancy's Executive Director or by a Project's Leadership Committee (``PLC'') in a regular and documented -PLC vote. Conservancy and/or a PLC can limit allowable travel expenses +PLC vote. Conservancy and/or a PLC can limit allowable travel expenses to an amount less than what would otherwise be considered acceptable according to this Policy. If so, the smaller budget is the maximum allowed expense. +PLC's may, in fact, have their own travel policy that is more restrictive +than this one. Please consult the PLC for your Conservancy project before +incurring an expenses to ensure you understand what expenses can be +reimbursed. == Project Leadership Committee Review Conservancy foresees the need for periodic reasonable exceptions to -this Policy. Persons working on behalf of a specific Project seeking +this Policy. Persons working on behalf of a specific Project seeking an exception to this Policy must petition their PLC to obtain written -approval from Conservancy authorizing the exception. Persons working +approval from Conservancy authorizing the exception. Persons working directly on behalf of Conservancy must seeking an exception to the Policy must obtain written approval from Conservancy authorizing the exception. PLCs are responsible for creating procedures for requesting exceptions, and submitting to Conservancy reimbursement requests associated with -their respective Projects. PLCs are also responsible for making available +their respective Projects. PLCs are also responsible for making available a list of required response times for inquiries, including but not -limited to, the following two cases: a specific number of days to -respond to regular reimbursement requests, and a specific number of -days to respond to pre-authorization requests. +limited to, the following two cases +* a specific number of days to respond to regular reimbursement requests, +and + +* a specific number of days to respond to pre-authorization requests. == Air Travel - === Overall Airfare Cost Domestic travel greater than US$750 requires Conservancy approval @@ -61,67 +66,62 @@ International travel greater than US$1,500 requires Conservancy approval prior to booking, even if all other Policy conditions have been met. - === Class of Service -Coach Airfare is the only acceptable class for all flights (domestic -and international) unless a PLC provides a special exception and a -valid reason to Conservancy for written approval. Travelers may select -their airline of choice (e.g., for the purpose of collecting airline -miles and rewards), provided that the resulting air fare otherwise -meets the requirements of this Policy. Travelers should not book out-of-Policy -trips (and thus pay a higher fare) in order to qualify for a mileage -upgrade. - +Coach and/or Economy Airfare is the only acceptable class for all flights +(domestic and international) unless a PLC provides a special exception and +a valid reason (such as a need for business class due to a documented +medical reason) to Conservancy for written approval. Travelers may select +their airline of choice (e.g., for the purpose of collecting airline miles +and rewards), provided that the resulting air fare otherwise meets the +requirements of this Policy. Travelers should not book out-of-Policy trips +(and thus pay a higher fare) in order to qualify for a mileage upgrade. === Advance Purchase Travel should be booked at least 14 days in advance; any travel booked less than 14 days in advance requires written pre-authorization by -Conservancy. Flights beyond 365 days in advance also require written -pre-authorization by Conservancy. - +Conservancy. Flights beyond 365 days in advance also require written +pre-authorization by Conservancy. === Low Fare Conservancy aims to balance cost savings with convenience and considers -flights that are within US$200 of the lowest logical fare to be -within Policy. Any flights greater than US$200 over the lowest -logical fare require written pre­-authorization by Conservancy. PLCs -shall use Kayak.com as the comparison shopping site for determining -the baseline lowest fare. - +flights that are within US$100 of the lowest logical fare to be within +Policy. Any flights greater than US$100 over the lowest logical fare +require written pre-authorization by Conservancy. PLCs shall use FIXME +as the comparison shopping site for determining the baseline lowest fare. === Reasonable Flights Conservancy asks that travelers allow for flexibility with respect to departure times during a desired day of travel, as well as longer -trips in order to reduce cost. However, Conservancy does consider +trips in order to reduce cost. However, Conservancy does consider flights with two or more connections as unreasonable and does not expect travelers to consider those flight options to be reasonable. - === Additional Days of Travel -Travelers often seek to add extra days before or after an approved -trip (e.g., the weekend before a conference). A traveler may seek -approval for the expenses associated with an extended stay prior to -booking the trip, provided that the additional days are solely to -enable a traveler to conduct work within the PLC's objectives and -Conservancy's charitable mission. Travelers may seek approval to book -travel itineraries that include extra days for personal reasons, so -long as the cost of the flight meets the other requirements of this -Policy. Other expenses incurred during extra personal days beyond -air fare and transportation to and from the airport are not reimbursable. - +Travelers often seek to add extra days before or after an approved trip +(e.g., the weekend before a conference). A traveler may seek approval for +the expenses associated with an extended stay prior to booking the trip, +provided that the additional days are solely to enable a traveler to +conduct work within the PLC's objectives and Conservancy's charitable +mission, or to get a particular airfare that *reduces* the overall cost of +the trip. Travelers may seek approval to book travel itineraries that +include extra days for personal reasons, so long as the cost of the flight +meets the other requirements of this Policy. Other expenses incurred +during extra personal days beyond air fare and transportation to and from +the airport are not reimbursable. === Excess Baggage -Should a team member travel on an airline that charges for a single -piece of checked baggage, such a baggage expense is eligible for reimbursement. +Should a team member travel on an airline that charges for a single piece +of checked baggage, such a baggage expense is eligible for reimbursement. Team members are responsible for charges on any baggage beyond a single -piece. - +piece, unless that additional baggage is materials specifically related to +the Project's and Conservancy's mission (i.e., bringing t-shirts and other +promotional materials to an event). === Out-of-Policy Bookings @@ -131,15 +131,14 @@ and require written pre-authorization by Conservancy's Executive Director. === Cancellation Fees Cancellation fees and other penalties incurred result of a change -of plans are reimbursable at Conservancy's discretion. In general, +of plans are reimbursable at Conservancy's discretion. In general, Conservancy shall reimburse such fees if the traveler can submit a -valid reason for the change of plans. Acceptable reasons include Conservancy +valid reason for the change of plans. Acceptable reasons include Conservancy and/or the PLC canceling or altering the trip or unexpected delays -in flight connections. In instances where these fees are incurred +in flight connections. In instances where these fees are incurred without adequate explanation, Conservancy reserves the right to refuse to reimburse the cost of the fees. - == Other Reimbursable Expenses Conservancy will reimburse persons for Project-related expenses that @@ -148,53 +147,52 @@ Conservancy business. Only necessary, ordinary and reasonable expenses are eligible for reimbursement, and only those categories of expenses listed in this document qualify. - === Lodging In some cases, Conservancy or a PLC may decide to book lodging on -behalf of travelers. In this case, Conservancy­-booked lodging is -always considered In-Policy. If a traveler wants to stay elsewhere +behalf of travelers. In this case, Conservancy-booked lodging is +always considered In-Policy. If a traveler wants to stay elsewhere or self-book at the same location, Conservancy will only reimburse -the team member the amount that it would otherwise have paid. Travelers +the team member the amount that it would otherwise have paid. Travelers are expected to be cost-conscious and prudent when booking lodging -for approved trips. Lodging documentation submitted as part of a reimbursement +for approved trips. Lodging documentation submitted as part of a reimbursement request must include a copy of the hotel invoice detailing all charges -(credit card receipts alone are unacceptable). Conservancy will not +(credit card receipts *alone* are unacceptable). Conservancy will not reimburse travelers for any costs associated with an upgrade of room accommodations. - === Meals and Incidental Expenses - ==== Overview Travelers can submit for a per diem for meals and incidental expenses -for every day of a trip devoted to PLC- and/or Conservancy-related -mission work, including the day(s) of travel itself. Maximum per diem -rates for travel within the United States shall be based on the United -States General Services Administration's Per Diem calculator (www.gsa.gov/perdiem), -using the ZIP code of the travel destination. For example, a traveler -based in Pao Alto, CA heading to a conference in Atlanta, GA (with +for every day of a trip devoted to Project- and/or Conservancy-related +mission work, including the day(s) of travel itself. Maximum per diem +rates for travel within the United States shall be based on the +http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator], +using the ZIP code of the travel destination. For example, a traveler +based in Palo Alto, CA heading to a conference in Atlanta, GA (with a layover in Dallas, TX each way) will use the ZIP code of the destination in Atlanta to calculate the maximum per diem for the entire trip, -including days of travel. Maximum per diem rates for locations outside +including days of travel. + +Maximum per diem rates for locations outside of the United States shall be based on the http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'s ``Meals & Incidental Expenses'' (M&IE) column, using the name of a listed city closest to the travel destination. -For example, a traveler based in Pao Alto heading to a conference +For example, a traveler based in Palo Alto heading to a conference in London, England (with a layover in New York City) has a maximum per diem of the M&IE per diem listed London for the entire trip, including days of travel. Conservancy encourages travelers to be conservative with their per -diem submissions. +diem submissions, and consider asking for less if the full per diem +amounts were not used during travel. PLCs and/or Conservancy have the authority to set lower per diems -than those generated by the calculators above. In those instances, +than those generated by the calculators above. In those instances, travelers will only be able to submit for the lower per diems. - ==== Group Meals For groups of travelers on an In-Policy trip, each traveler should @@ -203,23 +201,29 @@ opportunity to submit for separate per diems after the trip. For clarification purposes, this Policy does not relate to planned group events that include meals and/or refreshments (e.g., a PLC-organized -conference that includes lunch for all attendees). Further, PLCs and/or +conference that includes lunch for all attendees). Further, PLCs and/or Conservancy retain the right to allocate a separate budget for anticipated large group meals beyond the individual per diem limits of each traveler, provided that they are within the PLC's technical objectives and/or -Conservancy's mission. Travelers anticipating a need to cover such -a large group meal may seek pre-approval from his/her PLC and/or Conservancy +Conservancy's mission. Travelers anticipating a need to cover such +a large group meal should seek pre-approval from his/her PLC and/or Conservancy for such expenses before the trip. +For any such group meal, Conservancy will require a written paragraph +summary of the meeting, indicating what was accomplished for the Project's +and Conservancy's mission. ==== Meals For Organizational Development Travelers may occasionally have the need to invite third parties, e.g., prospective donors, contributors, community members, etc., to meals in order to further a PLC's technical direction and/or Conservancy's -mission. Conservancy recommends that travelers seek pre-approval from -their PLC and/or Conservancy for such meals. +mission. Conservancy recommends that travelers seek pre-approval from +their PLC and/or Conservancy for such meals. +For any such organizational development meal, Conservancy will require a +written paragraph summary of the meeting, indicating what was accomplished +for the Project's and Conservancy's mission. ==== Phone Call Charges Part of Per Diem @@ -227,43 +231,41 @@ Charges for personal phone calls (e.g., made from a hotel, or via a mobile phone in international travel) are not reimbursable as an expense separate from the allocated per diem. - ==== Ground Transportation Ground transportation necessary as part of authorized Project trips -is considered to be a reasonable expense. Public ground transportation, +is considered to be a reasonable expense. Public ground transportation, such as taxis, shuttles, buses and municipal transit, are generally the most cost-effective options and are the standard for eligible -ground transportation reimbursements. All car rentals require pre-authorization -by the PLC or by Conservancy's Executive Director. When car rentals -have been pre­-approved, the rental of compact cars is encouraged; -mid-size vehicles are authorized when necessary (e.g., when compact­-sized +ground transportation reimbursements. All car rentals require pre-authorization +by the PLC or by Conservancy's Executive Director. When car rentals +have been pre-approved, the rental of compact cars is encouraged; +mid-size vehicles are authorized when necessary (e.g., when compact-sized vehicles are not available or the number of passengers or volume of baggage makes a compact vehicle impractical). - -==== Rail Transportation} +==== Rail Transportation Rail transportation as a means of travel for an authorized Project -trip is considered to be a reasonable expense. All rail transportation -must be in economy class in North America. - +trip is considered to be a reasonable expense. All rail transportation +must be in economy and/or coach class. ==== Use of Personal Vehicles When circumstances require travelers to utilize their personal vehicles -for Project purposes, he/she can be reimbursed at the current IRS -rate per mile, plus any related parking expenses and toll fees. - +for Project purposes, he/she can be reimbursed at the current USA IRS +rate per mile, plus any related parking expenses and toll fees. Drivers +are encouraged to find the lowest cost reasonably parking area nearby +their destination. ==== Non-reimbursable Expenses -Non-reimbursable expenses are identified throughout this policy. The +Non-reimbursable expenses are identified throughout this policy. The following items are typically non-reimbursable expenses: * Partner, spouse, and/or companion travel -* First class travel +* First class travel (unless medically necessary) * Upgrades to air travel, car rentals, or hotel rooms @@ -277,38 +279,40 @@ personal items * Personal entertainment or recreational expenses beyond the allotted per diem +Travelers are permitted to pay for their own upgrades, or use bonus +programs to upgrade Conservancy-reimbursed expenses. However, travelers +must ensure that Conservancy does not receive nor reimburses any charges +for any such transaction. == Satisfaction of IRS Requirements -Reimbursed travel expenses are subject to examination by the Internal -Revenue Service (IRS). Travelers are responsible for retaining documentary +Reimbursed travel expenses are subject to examination by the USA Internal +Revenue Service (IRS). Travelers are responsible for retaining documentary evidence that all expenses are strictly for Project- and/or Conservancy-related purposes, not personal in nature, and therefore not -includable as taxable income to the traveler. Receipts are required for +includable as taxable income to the traveler. Receipts are required for all expenses, no matter the amount. - == Currency Exchange Rates Expenses incurred in foreign currencies will be converted to US dollars -based on the exchange rate on the date of incursion. The currency -exchange rate of record shall be the one posted at Oanda.com. - +based on the exchange rate on the date of incursion. The currency +exchange rate of record shall be done using +[http://www.bankofcanada.ca/rates/exchange/10-year-converter/]The Bank of Canada 10-year currency converter. == Approvals Travelers traveling on behalf of a Project must seek approvals and -submit expense reports to their PLC. PLCs are to review those expense +submit expense reports to their PLC. PLCs are to review those expense reports and pass them along to Conservancy's Executive Director for final approval and reimbursement. Travelers traveling on behalf of Conservancy must seek approvals and -submit expense reports to Conservancy's Executive Director. Conservancy +submit expense reports to Conservancy's Executive Director. Conservancy staff must seek approvals and submit expense reports to Conservancy's Treasurer or to another Conservancy Board Member designated by Conservancy's Board. - == Expense Reporting Travelers seeking reimbursement must submit an expense report to the @@ -320,33 +324,37 @@ appropriate channel with the following information: trip to XYZ conference for ABC project, served as planning committee member''; ``Feb. '12 FOO hackfest in Portland, OR; contributed code'') +* A brief paragraph explaining what was accomplished for the project +during your travel. + * Number of days traveled (with documentary evidence, e.g., conference itinerary, etc.) and associated per diem * List of expenses not covered by per diem (e.g., transportation, lodging) -with substantiating receipts (or scans of receipts) +with substantiating receipts (or scans of receipts). -** In the event that it is impractical to obtain a required receipt or -if such receipt has been inadvertently destroyed, the traveler should +** In the event that it is impractical to obtain a required receipt and/or +if such receipt has been inadvertently destroyed or lost, the traveler should furnish a written statement to that effect, as well as an explanation -of the expenditure involved - +of the expenditure involved. When possible, secondary documentation (such +a redacted credit card bill) should be provided instead of the +lost/destroyed receipt. Any expense without a substantiated receipt and/or a supporting written statement will not be reimbursed. -Conservancy requests that all expense reports be submitted within -two weeks of travel. Expense reports filed more than 60 days after -expenses are incurred will not be reimbursed without the approval -of Conservancy's Board. - +Conservancy requests that all expense reports be submitted within two +weeks of travel. Expense reports filed more than 90 days after expenses +are incurred will not be reimbursed without the approval of Conservancy's +Board. Reimbursements are paid by Conservancy on a NET-30 basis, from the +date of receipt by Conservancy of the fully complete report and supporting +documentation for the travel. == Consequences of Policy Violations Failure to comply with this policy may result in the denial of, or delay in payment for, reimbursement requests. - == Policy Changes The Conservancy reserves the right to change any terms of this Policy