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Travel: Update information about rates we use.

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* Introduce a "Rates" section that's referred to throughout.
* Explain how the total M&IE allowance is calculated.
* Update the info about currency conversions to explain we now use Open
  Exchange Rates based on the date of the reimbursement request.
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Brett Smith 2017-08-24 16:38:17 -04:00
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Travel/conservancy-travel-policy.md
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@ -61,9 +61,9 @@ Travelers should adhere to the following guidelines to stay In-Policy.
### Hotels ### Hotels
* Hotel fares < GSA rates are In-Policy. Visit * Hotels are In-Policy as long as the average nightly rate you pay
<http://www.gsa.gov/perdiem> to determine the rate for your (excluding taxes and fees) is under the maximum rate for lodging for your
destination. destination. See the "Rates" section below for details.
* Be sure the receipt from your hotel includes the dates of your * Be sure the receipt from your hotel includes the dates of your
stay, not just a total. stay, not just a total.
@ -82,9 +82,8 @@ Keep and submit PDFs of the following, as applicable:
* Use your per-diem to cover meals and incidental expenses. * Use your per-diem to cover meals and incidental expenses.
* Your per-diem is based on GSA guidelines. Visit * Your total per diem allowance follows the rates published for your
<http://www.gsa.gov/perdiem> to the determine the per-diem for your destination. See the "Rates" section below for details.
destination.
* Try to be frugal - GSM per-diem rates are rather generous. * Try to be frugal - GSM per-diem rates are rather generous.
@ -102,6 +101,35 @@ Keep and submit PDFs of the following, as applicable:
<accounting@sfconservancy.org> within 90 days of the last date of <accounting@sfconservancy.org> within 90 days of the last date of
travel. Untimely requests **will not be reimbursed**. travel. Untimely requests **will not be reimbursed**.
## Rates
Throughout this document, we refer to rates reported by other parties.
For travel in the United States, we follow the maximum rates for lodging and
M&IE per diem set by the
[US General Services Administration](https://www.gsa.gov/perdiem).
For travel outside the United States, we follow the maximum rates for lodging and
M&IE per diem set by the
[US Department of State](https://aoprals.state.gov/web920/per_diem.asp).
We calculate the total per diem allowance for a trip using the same method
as the GSA. Travelers may request up to 100% of the listed rate for each
full day of travel, plus 75% of the listed rate for each partial day of
travel. For example, if you fly to a conference on Monday, spend Tuesday
through Thursday at the conference, and return home on Friday, and the per
diem rate for the conference city is $80, you may request up to $360: $80
for each day Tuesday through Thursday, plus $60 for each day you flew.
When we convert currencies (e.g., to determine whether a hotel paid in Euros
was within the maximum lodging rate), we use the final rate published by
[Open Exchange Rates](https://openexchangerates.org/) on the date we received
the reimbursement request. Please do not do your own currency conversions
in your reimbursement requests. Simply report expenses in their original
currency/ies, and we will convert appropriately. If you have questions or
concerns about our rates, just ask, and we'll be happy to provide details
before we send you final payment.
## Reimbursement Procedure ## Reimbursement Procedure
Note that reimbursements are only processed once per week. While we usually Note that reimbursements are only processed once per week. While we usually
@ -389,20 +417,15 @@ their destination.
## Lodging ## Lodging
Travelers are expected to be cost-conscious and prudent when booking Travelers are expected to be cost-conscious and prudent when booking lodging
lodging for approved trips, and to verify that rates are within the for approved trips, and to verify that rates are within the maximum lodging
established per-diem rates for the geographic area of travel. rates for the hotel's location. See the "Rates" section above for details.
If the cost per-diem of lodging chosen by the Traveler and/or the PLC If the lodging chosen by the Traveler and/or the PLC exceeds the maximum
exceeds the lodging rate for the given location (per Traveler), the Traveler and/or the
[United States General Services Administration's Per Diem calculator](http://www.gsa.gov/perdiem)'s PLC **must** obtain written pre-approval from Conservancy and the PLC before
"Max lodging" column and/or booking the hotel. If written pre-approval is not sought or is not granted,
[United States Department of State's "Foreign Per Diem Rates by Location" calculator](http://aoprals.state.gov/web920/per_diem.asp)'s Conservancy will only reimburse up to the maximum lodging rate.
"Maximum Lodging Rate column" for the given location (per Traveler), the
Traveler and/or the PLC **must** obtain written pre-approval from
Conservancy and the PLC before booking the hotel. If written pre-approval
is not sought or is not granted, Conservancy will only reimburse up to the
amount in the rate table above.
Lodging documentation submitted as part of a reimbursement request must Lodging documentation submitted as part of a reimbursement request must
include a copy of the hotel invoice detailing all charges (credit card include a copy of the hotel invoice detailing all charges (credit card
@ -431,23 +454,8 @@ listed in this document qualify.
Travelers can submit for a per diem for meals and incidental expenses for Travelers can submit for a per diem for meals and incidental expenses for
every day of a trip devoted to Project- and/or Conservancy-related mission 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 work, including the day(s) of travel itself, up to the maximum rate for the
travel within the United States shall be based on the destination of the trip. See the "Rates" section above for details.
[United States General Services Administration's Per Diem calculator](http://www.gsa.gov/perdiem),
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 of the United States shall be
based on the
[United States Department of State's "Foreign Per Diem Rates by Location" calculator](http://aoprals.state.gov/web920/per_diem.asp)'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 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.
These per diem rates are the maximum daily rate Travelers can claim. If a These per diem rates are the maximum daily rate Travelers can claim. If a
conference has provided food, or food is provided in some other form, or conference has provided food, or food is provided in some other form, or
@ -570,13 +578,6 @@ 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. 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 done using
[The Bank of Canada 10-year currency converter](http://www.bankofcanada.ca/rates/exchange/10-year-converter/).
## Approvals ## Approvals
Travelers traveling on behalf of a Project must seek approvals and Travelers traveling on behalf of a Project must seek approvals and