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Travel/Conservancy-Travel-Policy.lyx
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Travel/Conservancy-Travel-Policy.lyx
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#LyX 2.0 created this file. For more info see http://www.lyx.org/
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\lyxformat 413
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\begin_document
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\begin_header
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\textclass article
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\index Index
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\shortcut idx
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\color #008000
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\end_index
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\secnumdepth 3
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\paragraph_separation indent
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\end_header
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\begin_body
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\begin_layout Title
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Software Freedom Conservancy Travel and Reimbursable Expense Policy
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\end_layout
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\begin_layout Section
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Purpose
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\end_layout
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\begin_layout Standard
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This Travel and Reimbursable Expense Policy (
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\begin_inset Quotes eld
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\end_inset
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Policy
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\begin_inset Quotes erd
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\end_inset
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) applies to all member projects of the Software Freedom Conservancy (
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\begin_inset Quotes eld
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\end_inset
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the Conservancy
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\begin_inset Quotes erd
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\end_inset
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) and has been created to memorialize the Conservancy's reimbursement policies
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relating to travel and other business expenses incurred by employees, project
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volunteers, and while engaged in business on behalf of, or at the behest
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of, the Project.
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\end_layout
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\begin_layout Standard
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The Conservancy must maintain effective control of business‐related expenses
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in order to maintain its financial viability and non-profit status.
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As such, the Conservancy expects persons to use good judgment and to claim
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reimbursement for only those expenses that are necessary and reasonable.
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Excessive expenses, including but not limited to luxury accommodations
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and services unnecessary for or unrelated to the furtherance of the Conservancy
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's charitable mission are not eligible for reimbursement.
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\end_layout
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\begin_layout Standard
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Any travel that adheres to these policies is considered in‐policy, and does
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not require special approval, so long as the trip has been approved in
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writing by the Conservancy, or by a the leadership committe of a Conservancy
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Member Project (
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\begin_inset Quotes eld
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\end_inset
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Project
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\begin_inset Quotes erd
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\end_inset
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) in a regular Project vote.
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The Conservancy and/or a Project via Project vote can limit the travel
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expenses to an amount less than what would otherwise be considered acceptable
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according to this policy.
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If so, the smaller budget is the maximum allowed expense.
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\end_layout
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\begin_layout Section
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Project Leadership Committee Review
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\end_layout
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\begin_layout Standard
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The Conservancy foresees the need for periodic reasonable exceptions to
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this policy.
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Persons working on behalf of a specific Project seeking an exception to
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this Policy must petition the Project's leadership committee to obtain
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written approval from the Conservancy authorizing the exception.
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Persons working directly on behalf of the Conservancy must seeking an exception
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to the Policy must obtain written approval from the Conservancy authorizing
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the exception.
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\end_layout
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\begin_layout Standard
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Project leadership committees are responsible for creating procedures for
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requesting exceptions, and submitting to Conservancy reimbursement requests
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associated with their respective Projects.
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Project leadership commitees are also responsible for making available
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a list of required response times for inquiries, including but not limited
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to, the following two cases: a specific number of days to respond to regular
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reimbursement requests, and a specific number of days to respond to preauthoriz
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ation requests.
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\end_layout
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\begin_layout Section
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Air Travel
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\end_layout
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\begin_layout Subsection
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Overall Airfare Cost
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\end_layout
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\begin_layout Standard
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Domestic travel greater than $750 requires Executive Board approval prior
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to booking, even if all other policy conditions have been met.
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International travel greater than $1,500 requires Executive Board approval
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prior to booking, even if all other policy conditions have been met.
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\end_layout
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\begin_layout Subsection
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Class of Service
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\end_layout
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\begin_layout Standard
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Coach Airfare is the only acceptable class for all flights (domestic and
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international) unless the Executive Board provides a special exception
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and a valid reason.
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Team members may use airline mileage programs only after the lowest logical
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fare is obtained.
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Team members should not book out-of-policy trips (and thus pay a higher
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fare) in order to qualify for a mileage upgrade.
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\end_layout
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\begin_layout Subsection
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Advance Purchase
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\end_layout
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\begin_layout Standard
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Travel should be booked at least 14 days in advance; any travel booked less
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than 14 days in advance requires preauthorization by the Executive Board.
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Flights beyond 365 days in advance also require preauthorization by the
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Executive Board.
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\end_layout
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\begin_layout Subsection
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Low Fare
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\end_layout
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\begin_layout Standard
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The Project aims to balance cost savings with convenience and considers
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flights that are within $200 of the lowest logical fare to be within policy.
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Any flights greater than $200 over the lowest logical fare require pre-‐author
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ization by the Executive Board.
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The Project will use Kayak.com as the comparison shopping site for determining
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the baseline lowest fare.
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\end_layout
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\begin_layout Subsection
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Reasonable Flights
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\end_layout
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\begin_layout Standard
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The Project asks that team members consider other departure times during
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your day of travel as well as longer trips.
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However, it does consider flights with two or more connections as unreasonable
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and does not expect team members to consider those reasonable flight options.
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\end_layout
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\begin_layout Subsection
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Out of Policy Bookings
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\end_layout
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\begin_layout Standard
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All travel not adhering to the above policies are considered out of policy
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and require pre-approval by the Executive Board.
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\end_layout
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\begin_layout Subsection
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Excess Baggage
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\end_layout
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\begin_layout Standard
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Charges Should a team member travel on an airline that charges for a single
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piece of checked baggage, such a baggage expense is eligible for reimbursement.
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Team members are responsible for charges on any baggage beyond a single
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piece.
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\end_layout
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\begin_layout Section
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Reimbursable Expenses
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\end_layout
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\begin_layout Standard
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Conservancy will reimburse persons for Project-related expenses that are
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incurred while traveling on approved Project business and/or approved Conservan
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cy business.
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Only necessary, ordinary and reasonable expenses are eligible for reimbursement
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, and only those categories of expenses listed in this document qualify.
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All reimbursement requests must be submiied within 30 days of incursion,
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unless a shorter period of time has been defined by the Executive Board
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for the specific expense.
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\end_layout
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\begin_layout Subsection
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Lodging
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\end_layout
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\begin_layout Standard
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In some cases, the Project may decide to book lodging on behalf of team
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members.
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In this case, Project‐booked lodging is always considered in‐policy.
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If a team member wants to stay elsewhere, or self-book at the same location,
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the Project will only reimburse the team member the amount that it would
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otherwise have paid.
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Team members are expected to be cost-conscious and prudent when booking
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lodging for Project approved trips.
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Lodging documentation submitied as part of a reimbursement request must
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include a copy of the hotel invoice detailing all charges (credit card
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receipts alone are unacceptable).
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The Project will not reimburse team members for any costs associated with
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an upgrade of room accommodations.
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\end_layout
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\begin_layout Subsection
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Meals and Entertainment
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\end_layout
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\begin_layout Standard
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Meal expenses are reimbursable only for team members, unless preapproved
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by the Executive Board.
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Such expenses can include a gratuity percentage up to 20%.
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Reimbursement for meals is based on actual expenses incurred, up to a limit
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of $70 per person per day.
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In the case of a team member group, one member of the team can pay for
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the entire meal and submit the expense for reimbursement.
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A list of all participants must be included with the reimbursement request.
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\end_layout
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\begin_layout Subsection
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Ground Transportation
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\end_layout
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\begin_layout Standard
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Ground transportation necessary as part of authorized Project trips is considere
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d to be a reasonable expense.
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Public ground transportation, such as taxis, shuttles, buses and municipal
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transit, are generally the most cost-effective options and are the standard
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for eligible ground transportation reimbursements.
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All car rentals require preauthorization by the Executive Board.
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When car rentals have been pre‐approved, the rental of compact cars is
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encouraged; mid‐size vehicles are authorized when necessary (e.g., when compact‐
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sized vehicles are not available or the number of passengers or volume of
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baggage makes a compact vehicle impractical).
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\end_layout
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\begin_layout Subsection
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Rail Transportation
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\end_layout
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\begin_layout Standard
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Rail transportation as a means of travel for an authorized Project trip
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is considered to be a reasonable expense.
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All rail transportation must be in economy class in North America.
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\end_layout
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\begin_layout Subsection
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Use of Personal Vehicles
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\end_layout
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\begin_layout Standard
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When circumstances require team members to utilize their personal vehicles
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for Project purposes, he/she can be reimbursed at the current IRS rate
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per mile, plus any related parking expenses and toll fees.
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\end_layout
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\begin_layout Subsection
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Transportation To and From Local Airport
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\end_layout
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\begin_layout Standard
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As a non-profit charity,
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\end_layout
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\begin_layout Section
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Satisfaction of IRS Requirements
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\end_layout
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\begin_layout Standard
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Reimbursed travel expenses are subject to examination by the Internal Revenue
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Service (IRS).
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Team members are responsible for satisfying the IRS that all expenses are
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strictly for Project-related purposes, not personal in nature, and therefor
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not includable as taxable income to the team member.
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Receipts are required for all expenses, no maier the amount.
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\end_layout
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\begin_layout Section
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Currency Exchange Rates
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\end_layout
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\begin_layout Standard
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Expenses incurred in foreign currencies will be converted to US dollars
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based on the exchange rate on the date of incursion.
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The currency exchange rate of record shall be the one posted at Oanda.com.
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\end_layout
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\begin_layout Section
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Consequences of Policy Violations
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\end_layout
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\begin_layout Standard
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Failure to comply with this policy may result in the denial of, or delay
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in payment for, reimbursement requests.
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\end_layout
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\begin_layout Section
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Policy Changes
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\end_layout
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\begin_layout Standard
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The Conservancy reserves the right to change any terms of this policy from
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time to time.
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The policy of record shall be the policy most recently distributed by the
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Conservancy.
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\end_layout
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\end_body
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\end_document
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