Travel: Update information about rates we use.
* 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
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1 changed files with 44 additions and 43 deletions
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@ -61,9 +61,9 @@ Travelers should adhere to the following guidelines to stay In-Policy.
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### Hotels
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* Hotel fares < GSA rates are In-Policy. Visit
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<http://www.gsa.gov/perdiem> to determine the rate for your
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destination.
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* Hotels are In-Policy as long as the average nightly rate you pay
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(excluding taxes and fees) is under the maximum rate for lodging for your
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destination. See the "Rates" section below for details.
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* Be sure the receipt from your hotel includes the dates of your
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stay, not just a total.
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@ -82,9 +82,8 @@ Keep and submit PDFs of the following, as applicable:
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* Use your per-diem to cover meals and incidental expenses.
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* Your per-diem is based on GSA guidelines. Visit
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<http://www.gsa.gov/perdiem> to the determine the per-diem for your
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destination.
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* Your total per diem allowance follows the rates published for your
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destination. See the "Rates" section below for details.
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* Try to be frugal - GSM per-diem rates are rather generous.
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@ -102,6 +101,35 @@ Keep and submit PDFs of the following, as applicable:
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<accounting@sfconservancy.org> within 90 days of the last date of
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travel. Untimely requests **will not be reimbursed**.
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## Rates
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Throughout this document, we refer to rates reported by other parties.
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For travel in the United States, we follow the maximum rates for lodging and
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M&IE per diem set by the
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[US General Services Administration](https://www.gsa.gov/perdiem).
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For travel outside the United States, we follow the maximum rates for lodging and
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M&IE per diem set by the
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[US Department of State](https://aoprals.state.gov/web920/per_diem.asp).
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We calculate the total per diem allowance for a trip using the same method
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as the GSA. Travelers may request up to 100% of the listed rate for each
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full day of travel, plus 75% of the listed rate for each partial day of
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travel. For example, if you fly to a conference on Monday, spend Tuesday
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through Thursday at the conference, and return home on Friday, and the per
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diem rate for the conference city is $80, you may request up to $360: $80
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for each day Tuesday through Thursday, plus $60 for each day you flew.
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When we convert currencies (e.g., to determine whether a hotel paid in Euros
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was within the maximum lodging rate), we use the final rate published by
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[Open Exchange Rates](https://openexchangerates.org/) on the date we received
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the reimbursement request. Please do not do your own currency conversions
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in your reimbursement requests. Simply report expenses in their original
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currency/ies, and we will convert appropriately. If you have questions or
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concerns about our rates, just ask, and we'll be happy to provide details
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before we send you final payment.
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## Reimbursement Procedure
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Note that reimbursements are only processed once per week. While we usually
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@ -389,20 +417,15 @@ their destination.
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## Lodging
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Travelers are expected to be cost-conscious and prudent when booking
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lodging for approved trips, and to verify that rates are within the
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established per-diem rates for the geographic area of travel.
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Travelers are expected to be cost-conscious and prudent when booking lodging
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for approved trips, and to verify that rates are within the maximum lodging
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rates for the hotel's location. See the "Rates" section above for details.
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If the cost per-diem of lodging chosen by the Traveler and/or the PLC
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exceeds the
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[United States General Services Administration's Per Diem calculator](http://www.gsa.gov/perdiem)'s
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"Max lodging" column and/or
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[United States Department of State's "Foreign Per Diem Rates by Location" calculator](http://aoprals.state.gov/web920/per_diem.asp)'s
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"Maximum Lodging Rate column" for the given location (per Traveler), the
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Traveler and/or the PLC **must** obtain written pre-approval from
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Conservancy and the PLC before booking the hotel. If written pre-approval
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is not sought or is not granted, Conservancy will only reimburse up to the
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amount in the rate table above.
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If the lodging chosen by the Traveler and/or the PLC exceeds the maximum
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lodging rate for the given location (per Traveler), the Traveler and/or the
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PLC **must** obtain written pre-approval from Conservancy and the PLC before
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booking the hotel. If written pre-approval is not sought or is not granted,
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Conservancy will only reimburse up to the maximum lodging rate.
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Lodging documentation submitted 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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@ -431,23 +454,8 @@ listed in this document qualify.
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Travelers can submit for a per diem for meals and incidental expenses for
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every day of a trip devoted to Project- and/or Conservancy-related mission
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work, including the day(s) of travel itself. Maximum per diem rates for
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travel within the United States shall be based on the
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[United States General Services Administration's Per Diem calculator](http://www.gsa.gov/perdiem),
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using the ZIP code of the travel destination. For example, a Traveler based
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in Palo Alto, CA heading to a conference in Atlanta, GA (with a layover in
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Dallas, TX each way) will use the ZIP code of the destination in Atlanta to
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calculate the maximum per diem for the entire trip, including days of
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travel.
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Maximum per diem rates for locations outside of the United States shall be
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based on the
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[United States Department of State's "Foreign Per Diem Rates by Location" calculator](http://aoprals.state.gov/web920/per_diem.asp)'s
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"Meals & Incidental Expenses" (M&IE) column, using the name of a listed city
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closest to the travel destination. For example, a Traveler based in Palo
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Alto heading to a conference in London, England (with a layover in New York
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City) has a maximum per diem of the M&IE per diem listed London for the
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entire trip, including days of travel.
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work, including the day(s) of travel itself, up to the maximum rate for the
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destination of the trip. See the "Rates" section above for details.
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These per diem rates are the maximum daily rate Travelers can claim. If a
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conference has provided food, or food is provided in some other form, or
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@ -570,13 +578,6 @@ Conservancy-related purposes, not personal in nature, and therefore not
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includable as taxable income to the Traveler. Receipts are required for
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all expenses, no matter the amount.
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## Currency Exchange Rates
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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. The currency exchange
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rate of record shall be done using
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[The Bank of Canada 10-year currency converter](http://www.bankofcanada.ca/rates/exchange/10-year-converter/).
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## Approvals
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Travelers traveling on behalf of a Project must seek approvals and
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