Travel/Conservancy-Travel-Policy.lyx

@@ -76,7 +76,15 @@ Policy
 \begin_inset Quotes erd
 \end_inset
 
-) applies to all member projects of the Software Freedom Conservancy (
+) applies to all Conservancy Member Projects (
+\begin_inset Quotes eld
+\end_inset
+
+Projects
+\begin_inset Quotes erd
+\end_inset
+
+) of the Software Freedom Conservancy (
 \begin_inset Quotes eld
 \end_inset
 
@@ -87,13 +95,13 @@ the Conservancy
 ) 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.
+ of a 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.
+ in order to maintain its financial viability and tax exempt 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
@@ -103,21 +111,20 @@ The Conservancy must maintain effective control of business­‐related expenses
 \end_layout
 
 \begin_layout Standard
-Any travel that adheres to these policies is considered in‐policy, and does
+Any travel that adheres to this Policy 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
+ writing by the Conservancy or by a Project's Leasdership Committee (
- Member Project (
 \begin_inset Quotes eld
 \end_inset
 
-Project
+PLC
 \begin_inset Quotes erd
 \end_inset
 
-) in a regular Project vote.
+) in a regular and documented PLC vote.
- The Conservancy and/or a Project via Project vote can limit the travel
+ The Conservancy and/or a PLC can limit the travel expenses to an amount
- expenses to an amount less than what would otherwise be considered acceptable
+ less than what would otherwise be considered acceptable according to this
- according to this policy.
+ Policy.
  If so, the smaller budget is the maximum allowed expense.
  
 \end_layout
@@ -128,10 +135,10 @@ Project Leadership Committee Review
 
 \begin_layout Standard
 The Conservancy foresees the need for periodic reasonable exceptions to
- this policy.
+ 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
+ this Policy must petition their PLC to obtain written approval from the
- written approval from the Conservancy authorizing the exception.
+ 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.
@@ -139,14 +146,13 @@ The Conservancy foresees the need for periodic reasonable exceptions to
 \end_layout
 
 \begin_layout Standard
-Project leadership committees are responsible for creating procedures for
+PLCs are responsible for creating procedures for requesting exceptions,
- requesting exceptions, and submitting to Conservancy reimbursement requests
+ and submitting to Conservancy reimbursement requests associated with their
- associated with their respective Projects.
+ respective Projects.
- Project leadership commitees are also responsible for making available
+ PLCs are also responsible for making available a list of required response
- a list of required response times for inquiries, including but not limited
+ times for inquiries, including but not limited to, the following two cases:
- to, the following two cases: a specific number of days to respond to regular
+ a specific number of days to respond to regular reimbursement requests,
- reimbursement requests, and a specific number of days to respond to preauthoriz
+ and a specific number of days to respond to preauthorization requests.
-ation requests.
  
 \end_layout
 
@@ -159,10 +165,10 @@ Overall Airfare Cost
 \end_layout
 
 \begin_layout Standard
-Domestic travel greater than $750 requires Executive Board approval prior
+Domestic travel greater than U.S.$750 requires Conservancy approval prior
- to booking, even if all other policy conditions have been met.
+ to booking, even if all other Policy conditions have been met.
- International travel greater than $1,500 requires Executive Board approval
+ International travel greater than U.S.$1,500 requires Conservancy approval
- prior to booking, even if all other policy conditions have been met.
+ prior to booking, even if all other Policy conditions have been met.
 \end_layout
 
 \begin_layout Subsection
@@ -171,11 +177,11 @@ Class of Service
 
 \begin_layout Standard
 Coach Airfare is the only acceptable class for all flights (domestic and
- international) unless the Executive Board provides a special exception
+ international) unless a PLC provides a special exception and a valid reason
- and a valid reason.
+ to Conservancy for written approval.
  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
+ 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
@@ -186,9 +192,9 @@ Advance Purchase
 
 \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.
+ than 14 days in advance requires written preauthorization by Conservancy.
- Flights beyond 365 days in advance also require preauthorization by the
+ Flights beyond 365 days in advance also require written preauthorization
- Executive Board.
+ by Conservancy.
  
 \end_layout
 
@@ -197,11 +203,12 @@ Low Fare
 \end_layout
 
 \begin_layout Standard
-The Project aims to balance cost savings with convenience and considers
+Conservancy aims to balance cost savings with convenience and considers
- flights that are within $200 of the lowest logical fare to be within policy.
+ flights that are within U.S.$200 of the lowest logical fare to be within
- Any flights greater than $200 over the lowest logical fare require pre-­‐author
+ Policy.
-ization by the Executive Board.
+ Any flights greater than U.S.$200 over the lowest logical fare require written
- The Project will use Kayak.com as the comparison shopping site for determining
+ pre­‐authorization by Conservancy.
+ Projects shall use Kayak.com as the comparison shopping site for determining
  the baseline lowest fare.
  
 \end_layout
@@ -211,21 +218,21 @@ Reasonable Flights
 \end_layout
 
 \begin_layout Standard
-The Project asks that team members consider other departure times during
+Conservancy asks that travellers allow for flexibilty with respect to departure
- your day of travel as well as longer trips.
+ times during a desired day of travel, as well as longer trips in order
- However, it does consider flights with two or more connections as unreasonable
+ to reduce cost.
- and does not expect team members to consider those reasonable flight options.
+ However, Conservancy does consider flights with two or more connections
- 
+ as unreasonable and does not expect travellers to consider those flight
+ options to be reasonable.
 \end_layout
 
 \begin_layout Subsection
-Out of Policy Bookings 
+Out-of-Policy Bookings 
 \end_layout
 
 \begin_layout Standard
-All travel not adhering to the above policies are considered out of policy
+All travel not adhering to the above Policies are considered Out-of-Policy
- and require pre-­approval by the Executive Board.
+ and require written preauthorization by Conservancy.
- 
 \end_layout
 
 \begin_layout Subsection
@@ -348,10 +355,10 @@ Satisfaction of IRS Requirements
 \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
+ Team members are responsible for retaining documentary evidence that all
- strictly for Project-related purposes, not personal in nature, and therefor
+ expenses are strictly for Project-related purposes, not personal in nature,
- not includable as taxable income to the team member.
+ and therefor not includable as taxable income to the team member.
- Receipts are required for all expenses, no maier the amount.
+ Receipts are required for all expenses, no matter the amount.
 \end_layout
 
 \begin_layout Section
@@ -380,9 +387,9 @@ Policy Changes
 \end_layout
 
 \begin_layout Standard
-The Conservancy reserves the right to change any terms of this policy from
+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
+ The Policy of record shall be the Policy most recently distributed by the
  Conservancy.
  
 \end_layout