Many changes.

Travel/conservancy-travel-policy.txt

@@ -18,7 +18,7 @@ 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
@@ -30,6 +30,10 @@ 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
 
@@ -45,14 +49,15 @@ PLCs are responsible for creating procedures for requesting exceptions,
 and submitting to Conservancy reimbursement requests associated with
 their respective Projects.  PLCs are also responsible for making available
 a list of required response times for inquiries, including but not
-limited to, the following two cases: a specific number of days to
+limited to, the following two cases
-respond to regular reimbursement requests, and a specific number of
-days to respond to pre-authorization requests. 
 
+* 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
@@ -61,18 +66,16 @@ 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
+Coach and/or Economy Airfare is the only acceptable class for all flights
-and international) unless a PLC provides a special exception and a
+(domestic and international) unless a PLC provides a special exception and
-valid reason to Conservancy for written approval. Travelers may select
+a valid reason (such as a need for business class due to a documented
-their airline of choice (e.g., for the purpose of collecting airline
+medical reason) to Conservancy for written approval.  Travelers may select
-miles and rewards), provided that the resulting air fare otherwise
+their airline of choice (e.g., for the purpose of collecting airline miles
-meets the requirements of this Policy. Travelers should not book out-of-Policy
+and rewards), provided that the resulting air fare otherwise meets the
-trips (and thus pay a higher fare) in order to qualify for a mileage
+requirements of this Policy. Travelers should not book out-of-Policy trips
-upgrade. 
+(and thus pay a higher fare) in order to qualify for a mileage upgrade.
-
 
 === Advance Purchase
 
@@ -81,16 +84,13 @@ less than 14 days in advance requires written pre-authorization by
 Conservancy.  Flights beyond 365 days in advance also require written
 pre-authorization by Conservancy.
 
-
 === Low Fare
 
 Conservancy aims to balance cost savings with convenience and considers
-flights that are within US$200 of the lowest logical fare to be
+flights that are within US$100 of the lowest logical fare to be within
-within Policy. Any flights greater than US$200 over the lowest
+Policy.  Any flights greater than US$100 over the lowest logical fare
-logical fare require written pre­-authorization by Conservancy. PLCs
+require written pre-authorization by Conservancy. PLCs shall use FIXME
-shall use Kayak.com as the comparison shopping site for determining
+as the comparison shopping site for determining the baseline lowest fare.
-the baseline lowest fare. 
-
 
 === Reasonable Flights
 
@@ -100,28 +100,28 @@ 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
+Travelers often seek to add extra days before or after an approved trip
-trip (e.g., the weekend before a conference). A traveler may seek
+(e.g., the weekend before a conference). A traveler may seek approval for
-approval for the expenses associated with an extended stay prior to
+the expenses associated with an extended stay prior to booking the trip,
-booking the trip, provided that the additional days are solely to
+provided that the additional days are solely to enable a traveler to
-enable a traveler to conduct work within the PLC's objectives and
+conduct work within the PLC's objectives and Conservancy's charitable
-Conservancy's charitable mission. Travelers may seek approval to book
+mission, or to get a particular airfare that *reduces* the overall cost of
-travel itineraries that include extra days for personal reasons, so
+the trip.  Travelers may seek approval to book travel itineraries that
-long as the cost of the flight meets the other requirements of this
+include extra days for personal reasons, so long as the cost of the flight
-Policy. Other expenses incurred during extra personal days beyond
+meets the other requirements of this Policy.  Other expenses incurred
-air fare and transportation to and from the airport are not reimbursable. 
+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
+Should a team member travel on an airline that charges for a single piece
-piece of checked baggage, such a baggage expense is eligible for reimbursement.
+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
 
@@ -139,7 +139,6 @@ 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
+behalf of travelers.  In this case, Conservancy-booked lodging is
 always considered In-Policy.  If a traveler wants to stay elsewhere
 or self-book at the same location, Conservancy will only reimburse
 the team member the amount that it would otherwise have paid.  Travelers
 are expected to be cost-conscious and prudent when booking lodging
 for approved trips.  Lodging documentation submitted as part of a reimbursement
 request must include a copy of the hotel invoice detailing all charges
-(credit card receipts alone are unacceptable). Conservancy will not
+(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
+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 United
+rates for travel within the United States shall be based on the
-States General Services Administration's Per Diem calculator (www.gsa.gov/perdiem),
+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 Pao Alto, CA heading to a conference in Atlanta, GA (with
+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,
 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
@@ -208,9 +206,12 @@ 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
+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
 
@@ -220,6 +221,9 @@ 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.
 
+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
 
@@ -227,7 +231,6 @@ 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
@@ -236,25 +239,24 @@ 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;
+have been pre-approved, the rental of compact cars is encouraged;
-mid-size vehicles are authorized when necessary (e.g., when compact­-sized
+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. 
+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
+for Project purposes, he/she can be reimbursed at the current USA IRS
-rate per mile, plus any related parking expenses and toll fees.
+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
 
@@ -263,7 +265,7 @@ 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
 
@@ -277,23 +279,26 @@ 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
+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
 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. 
+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
 
@@ -308,7 +313,6 @@ 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
+** In the event that it is impractical to obtain a required receipt and/or
-if such receipt has been inadvertently destroyed, the traveler should
+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
+Conservancy requests that all expense reports be submitted within two
-two weeks of travel. Expense reports filed more than 60 days after
+weeks of travel.  Expense reports filed more than 90 days after expenses
-expenses are incurred will not be reimbursed without the approval
+are incurred will not be reimbursed without the approval of Conservancy's
-of Conservancy's Board. 
+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