Travel/conservancy-travel-policy.txt

@@ -79,6 +79,91 @@ Travelers should adhere to the following guidelines to stay In-Policy.
           accounting@sfconservancy.org.  Refer to the Expense Report 
           section below for details.  
 
+== Reimbursement Procedure
+
+Note that reimbursements are only processed once per week, and you sent your
+reimbursement in late on last week, so it wasn't processed until this week's
+group.  Also, while we usually can turn around reimbursements in about two
+weeks' time, please be advised that Conservancy officially does
+reimbursements on a NET-30 basis, starting from the date that complete
+materials are received.  If this is an issue, Conservancy is available to
+prepurchase expensive items like airline tickets on your behalf, so that you
+don't need to be reimbursed.
+
+If you seek to be reimbursed for Conservancy Project expenses, please send
+the following, in a self contained email (with attachments as necessary),
+cc'ing your Project Leadership Committee address (PROJECT@sfconservancy.org)
+for Project approval:
+
+  * a brief paragraph explaining what was accomplished for the project
+    during your travel and/or with the funds being reimbursed.  This can
+    be informal; it's just for our records to confirm the travel advanced
+    the not-for-profit mission of both Conservancy and the project.
+
+  * A brief report listing the items to be reimbursed.
+
+  * Full receipt(s) for everything, unless the travel policy does not
+    require receipts (e.g., for per diem expenses).
+
+    If your receipts are in a different currency than you're preferred one
+    for reimbursement, include documentation of the rate conversion (e.g., a
+    redacted credit card statement in your preferred currency).  Otherwise,
+    Conservancy will use the prevailing rate for the date of the expense for
+    conversion.
+
+    Please verify that the receipts that you submit are within the attached
+    travel policy requirements.  Note, however, that your Project Leadership
+    Committee may have set a stricter budget than what the general
+    Conservancy policy allows.
+
+  * How you'd liked to be reimbursed. The four payment options, in order of
+    Conservancy's preference, are:
+
+    * Paypal.  For this, we need an email address that is valid for the
+      Paypal account be paid.  Note that sometimes PayPal fees are
+      assessed.  Usually we're taking funds from our PayPal balance, which
+      means no fees appear on our side, but they may appear on yours.  It
+      might be worth it to check the fee schedule before choosing this
+      method.
+
+    * Issue you a check in USD from a USA bank, sent to you via post.
+      For this option, I just need your postal address.
+
+    * Wire the amount in your local currency to your bank account in your
+      country.  For this option, I need as much of the following information
+      as it's possible for you to collect.  While some of this information
+      isn't always needed, the more I have, the less likely there will be
+      problems with your wire.  I note below in parenthesis which fields are
+      mandatory, which varies based on where you are in the world.
+
+                  SWIFT and/or BIC Code (mandatory for non-USA wires)
+                  ACH or ABA routing number (mandatory for USA wires)
+                  Account Number  (absolutely mandatory)
+                  Full Name of the Account Holder  (absolutely mandatory)
+                  Full Address of Account Holder
+                  Bank Name
+                  Bank Address
+                  Tax ID of account holder (mandatory for Colombia)
+                  Phone Number of account holder (mandatory for Colombia)
+                  IBAN (if available, *required* for EU countries)
+                  BSB Code (mandatory for Australia, not required elsewhere)
+                  Preferred Currency (absolutely mandatory)
+
+      Note that if there is an intermediary bank involved in the USA, you
+      should provide all this information for both the intermediary bank
+      and the final bank.  Note in particular that if the intermediary
+      bank is in the USA, an ACH or ABA routing number is absolutely
+      mandatory.
+
+    * Issue you a check in your local currency, sent to you via post.  For
+      this option, I just need your postal address and what currency you
+      want.
+
+Project Leadership Committees: when you see emails of this nature, please
+be sure to have your designated Representative review the materials and
+send an approval message to Conservancy.
+
+
 == Project Leadership Committee Review
 
 Conservancy foresees the need for periodic reasonable exceptions to