Travel/Conservancy-Travel-Policy.lyx

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+\index Index
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+\begin_body
+
+\begin_layout Title
+Software Freedom Conservancy Travel and Reimbursable Expense Policy 
+\end_layout
+
+\begin_layout Section
+Purpose 
+\end_layout
+
+\begin_layout Standard
+This Travel and Reimbursable Expense Policy (
+\begin_inset Quotes eld
+\end_inset
+
+Policy
+\begin_inset Quotes erd
+\end_inset
+
+) applies to all member projects of the Software Freedom Conservancy (
+\begin_inset Quotes eld
+\end_inset
+
+the Conservancy
+\begin_inset Quotes erd
+\end_inset
+
+) and has been created to memorialize the Conservancy's reimbursement policies
+ relating to travel and other business expenses incurred by employees, project
+ volunteers, and while engaged in business on behalf of, or at the behest
+ of, the Project.
+ 
+\end_layout
+
+\begin_layout Standard
+The Conservancy must maintain effective control of business­‐related expenses
+ in order to maintain its financial viability and non-profit status.
+ As such, the 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 the Conservancy
+'s charitable mission are not eligible for reimbursement.
+ 
+\end_layout
+
+\begin_layout Standard
+Any travel that adheres to these policies is considered in‐policy, and does
+ not require special approval, so long as the trip has been approved in
+ writing by the Conservancy, or by a the leadership committe of a Conservancy
+ Member Project (
+\begin_inset Quotes eld
+\end_inset
+
+Project
+\begin_inset Quotes erd
+\end_inset
+
+) in a regular Project vote.
+ The Conservancy and/or a Project via Project vote can limit the 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.
+ 
+\end_layout
+
+\begin_layout Section
+Project Leadership Committee Review
+\end_layout
+
+\begin_layout Standard
+The Conservancy foresees the need for periodic reasonable exceptions to
+ this policy.
+ Persons working on behalf of a specific Project seeking an exception to
+ this Policy must petition the Project's leadership committee to obtain
+ written approval from the Conservancy authorizing the exception.
+ Persons working directly on behalf of the Conservancy must seeking an exception
+ to the Policy must obtain written approval from the Conservancy authorizing
+ the exception.
+ 
+\end_layout
+
+\begin_layout Standard
+Project leadership committees are responsible for creating procedures for
+ requesting exceptions, and submitting to Conservancy reimbursement requests
+ associated with their respective Projects.
+ Project leadership commitees 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 preauthoriz
+ation requests.
+ 
+\end_layout
+
+\begin_layout Section
+Air Travel
+\end_layout
+
+\begin_layout Subsection
+Overall Airfare Cost 
+\end_layout
+
+\begin_layout Standard
+Domestic travel greater than $750 requires Executive Board approval prior
+ to booking, even if all other policy conditions have been met.
+ International travel greater than $1,500 requires Executive Board approval
+ prior to booking, even if all other policy conditions have been met.
+\end_layout
+
+\begin_layout Subsection
+Class of Service 
+\end_layout
+
+\begin_layout Standard
+Coach Airfare is the only acceptable class for all flights (domestic and
+ international) unless the Executive Board provides a special exception
+ and a valid reason.
+ Team members may use airline mileage programs only after the lowest logical
+ fare is obtained.
+ Team members should not book out-of-policy trips (and thus pay a higher
+ fare) in order to qualify for a mileage upgrade.
+ 
+\end_layout
+
+\begin_layout Subsection
+Advance Purchase 
+\end_layout
+
+\begin_layout Standard
+Travel should be booked at least 14 days in advance; any travel booked less
+ than 14 days in advance requires preauthorization by the Executive Board.
+ Flights beyond 365 days in advance also require preauthorization by the
+ Executive Board.
+ 
+\end_layout
+
+\begin_layout Subsection
+Low Fare
+\end_layout
+
+\begin_layout Standard
+The Project aims to balance cost savings with convenience and considers
+ flights that are within $200 of the lowest logical fare to be within policy.
+ Any flights greater than $200 over the lowest logical fare require pre-­‐author
+ization by the Executive Board.
+ The Project will use Kayak.com as the comparison shopping site for determining
+ the baseline lowest fare.
+ 
+\end_layout
+
+\begin_layout Subsection
+Reasonable Flights 
+\end_layout
+
+\begin_layout Standard
+The Project asks that team members consider other departure times during
+ your day of travel as well as longer trips.
+ However, it does consider flights with two or more connections as unreasonable
+ and does not expect team members to consider those reasonable flight options.
+ 
+\end_layout
+
+\begin_layout Subsection
+Out of Policy Bookings 
+\end_layout
+
+\begin_layout Standard
+All travel not adhering to the above policies are considered out of policy
+ and require pre-­approval by the Executive Board.
+ 
+\end_layout
+
+\begin_layout Subsection
+Excess Baggage 
+\end_layout
+
+\begin_layout Standard
+Charges 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.
+ 
+\end_layout
+
+\begin_layout Section
+Reimbursable Expenses 
+\end_layout
+
+\begin_layout Standard
+Conservancy will reimburse persons for Project-related expenses that are
+ incurred while traveling on approved Project business and/or approved Conservan
+cy business.
+ Only necessary, ordinary and reasonable expenses are eligible for reimbursement
+, and only those categories of expenses listed in this document qualify.
+ All reimbursement requests must be submiied within 30 days of incursion,
+ unless a shorter period of time has been defined by the Executive Board
+ for the specific expense.
+ 
+\end_layout
+
+\begin_layout Subsection
+Lodging 
+\end_layout
+
+\begin_layout Standard
+In some cases, the Project may decide to book lodging on behalf of team
+ members.
+ In this case, Project­‐booked lodging is always considered in­‐policy.
+ If a team member wants to stay elsewhere, or self-book at the same location,
+ the Project will only reimburse the team member the amount that it would
+ otherwise have paid.
+ Team members are expected to be cost-conscious and prudent when booking
+ lodging for Project approved trips.
+ Lodging documentation submitied as part of a reimbursement request must
+ include a copy of the hotel invoice detailing all charges (credit card
+ receipts alone are unacceptable).
+ The Project will not reimburse team members for any costs associated with
+ an upgrade of room accommodations.
+ 
+\end_layout
+
+\begin_layout Subsection
+Meals and Entertainment 
+\end_layout
+
+\begin_layout Standard
+Meal expenses are reimbursable only for team members, unless preapproved
+ by the Executive Board.
+ Such expenses can include a gratuity percentage up to 20%.
+ Reimbursement for meals is based on actual expenses incurred, up to a limit
+ of $70 per person per day.
+ In the case of a team member group, one member of the team can pay for
+ the entire meal and submit the expense for reimbursement.
+ A list of all participants must be included with the reimbursement request.
+ 
+\end_layout
+
+\begin_layout Subsection
+Ground Transportation 
+\end_layout
+
+\begin_layout Standard
+Ground transportation necessary as part of authorized Project trips is considere
+d 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 preauthorization by the Executive Board.
+ 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).
+ 
+\end_layout
+
+\begin_layout Subsection
+Rail Transportation
+\end_layout
+
+\begin_layout Standard
+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.
+ 
+\end_layout
+
+\begin_layout Subsection
+Use of Personal Vehicles 
+\end_layout
+
+\begin_layout Standard
+When circumstances require team members 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.
+ 
+\end_layout
+
+\begin_layout Subsection
+Transportation To and From Local Airport
+\end_layout
+
+\begin_layout Standard
+As a non-profit charity, 
+\end_layout
+
+\begin_layout Section
+Satisfaction of IRS Requirements 
+\end_layout
+
+\begin_layout Standard
+Reimbursed travel expenses are subject to examination by the Internal Revenue
+ Service (IRS).
+ Team members are responsible for satisfying the IRS that all expenses are
+ strictly for Project-related purposes, not personal in nature, and therefor
+ not includable as taxable income to the team member.
+ Receipts are required for all expenses, no maier the amount.
+\end_layout
+
+\begin_layout Section
+Currency Exchange Rates 
+\end_layout
+
+\begin_layout Standard
+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.
+ 
+\end_layout
+
+\begin_layout Section
+Consequences of Policy Violations
+\end_layout
+
+\begin_layout Standard
+Failure to comply with this policy may result in the denial of, or delay
+ in payment for, reimbursement requests.
+ 
+\end_layout
+
+\begin_layout Section
+Policy Changes 
+\end_layout
+
+\begin_layout Standard
+The Conservancy reserves the right to change any terms of this policy from
+ time to time.
+ The policy of record shall be the policy most recently distributed by the
+ Conservancy.
+ 
+\end_layout
+
+\end_body
+\end_document