Travel: Reformat the policy as Markdown.
This should be more accessible than the previous asciidoc.
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Brett Smith
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1 changed files with 242 additions and 222 deletions
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@ -1,92 +1,108 @@
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Software Freedom Conservancy Travel and Reimbursable Expense Policy
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===================================================================
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# Software Freedom Conservancy Travel and Reimbursable Expense Policy
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== Overview
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## Overview
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This Travel and Reimbursable Expense Policy (``Policy'') applies to all
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Conservancy Member Projects (``Projects'') of Software Freedom Conservancy
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(``Conservancy'') and has been created to memorialize Conservancy's
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This Travel and Reimbursable Expense Policy ("Policy") applies to all
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Conservancy Member Projects ("Projects") of Software Freedom Conservancy
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("Conservancy") and has been created to memorialize Conservancy's
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reimbursement policies relating to travel and other business expenses
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incurred by Conservancy staff, Project Leadership Committee (``PLC'')
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incurred by Conservancy staff, Project Leadership Committee ("PLC")
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members, and project volunteers while engaged in business on behalf of, or
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at the behest of Conservancy and/or a Project (``Travelers'').
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at the behest of Conservancy and/or a Project ("Travelers").
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This Policy includes an Easy Reference Guide that can be used as a
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This Policy includes an Easy Reference Guide that can be used as a
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template for most of the travel covered under this Policy. When in doubt,
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refer to the more detailed sections below.
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refer to the more detailed sections below.
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== Purpose
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## Purpose
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Conservancy must maintain effective control of business-related expenses
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in order to maintain its financial viability and tax exempt status.
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Conservancy and each Project is also accountable to our donors to ensure
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that we manage their contributions wisely and maximize our ability to
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pursue our charitable mission. As such, Conservancy expects Travelers to
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use good judgment and to claim reimbursement for only those expenses that
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are necessary and reasonable. Excessive expenses, including but not
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limited to luxury accommodations and services unnecessary for, or unrelated
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to the furtherance of Conservancy's charitable mission are not eligible for
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reimbursement.
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in order to maintain its financial viability and tax exempt status.
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Conservancy and each Project is also accountable to our donors to ensure
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that we manage their contributions wisely and maximize our ability to
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pursue our charitable mission. As such, Conservancy expects Travelers to
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use good judgment and to claim reimbursement for only those expenses that
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are necessary and reasonable. Excessive expenses, including but not
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limited to luxury accommodations and services unnecessary for, or unrelated
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to the furtherance of Conservancy's charitable mission are not eligible for
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reimbursement.
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Any travel expense that adheres to this Policy is considered In-Policy
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and does not require special approval, so long as the trip itself
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has been approved in writing by Conservancy's Executive Director or
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by a Project's Leadership Committee (``PLC'') in a regular and documented
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by a Project's Leadership Committee ("PLC") in a regular and documented
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PLC vote. Conservancy and/or a PLC can limit allowable travel expenses
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to an amount less than what would otherwise be considered acceptable
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according to this Policy. If so, the smaller budget is the maximum
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allowed expense.
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allowed expense.
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PLC's may, in fact, have their own travel policy that is more restrictive
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than this one. Please consult the PLC for your Conservancy project before
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incurring an expenses to ensure you understand what expenses can be
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reimbursed.
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== Easy Reference Guide
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## Easy Reference Guide
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Travelers should adhere to the following guidelines to stay In-Policy.
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Travelers should adhere to the following guidelines to stay In-Policy.
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* Flights.
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* Before you buy tickets, save a screenshot of a flight search that
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shows the least expensive fare available from multiple airlines for
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the dates you need to travel.
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* Book at least 14 days in advance.
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* Fares within $100 of that lowest fare you found are In-Policy, even if
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you book on a different site or for different dates.
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* Fares over $750 domestically or $1,500 internationally require
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Conservancy's pre-approval.
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### Flights
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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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* 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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* Before you buy tickets, save a screenshot of a flight search that
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shows the least expensive fare available from multiple airlines for
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the dates you need to travel.
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* Receipts. Keep and submit PDFs of the following, as applicable:
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* Your fare search (i.e., a screen shot)
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* Your plane/rail ticket (e-confirmation of purchase is sufficient)
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* Your hotel/lodging invoice
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* Book at least 14 days in advance.
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* Per Diem.
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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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* Try to be frugal - GSM per-diem rates are rather generous.
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* When attending a conference where food is included, Do The Right
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Thing and claim a lower per-diem.
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* Fares within $100 of that lowest fare you found are In-Policy, even if
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you book on a different site or for different dates.
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* Reimbursement.
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* To receive reimbursement, send hotel and flight/rail receipt,
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along with a list of Per Diem days and totals to
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accounting@sfconservancy.org. Refer to the Expense Report
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section below for details.
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* Your complete reimbursement request must be submitted to
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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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* Fares over $750 domestically or $1,500 internationally require
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Conservancy's pre-approval.
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== Reimbursement Procedure
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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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* 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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### Receipts
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Keep and submit PDFs of the following, as applicable:
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* Your fare search (i.e., a screen shot)
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* Your plane/rail ticket (e-confirmation of purchase is sufficient)
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* Your hotel/lodging invoice
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### Per Diem
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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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* Try to be frugal - GSM per-diem rates are rather generous.
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* When attending a conference where food is included, Do The Right
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Thing and claim a lower per-diem.
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### Reimbursement
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* To receive reimbursement, send hotel and flight/rail receipt,
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along with a list of Per Diem days and totals to
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<accounting@sfconservancy.org>. Refer to the Expense Report
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section below for details.
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* Your complete reimbursement request must be submitted to
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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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## Reimbursement Procedure
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Note that reimbursements are only processed once per week. While we usually
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can turn around reimbursements in about two weeks' time, please be advised
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@ -100,66 +116,69 @@ the following, in a self contained email (with attachments as necessary),
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cc'ing your Project Leadership Committee address (PROJECT@sfconservancy.org)
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for Project approval:
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* a brief paragraph explaining what was accomplished for the project
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during your travel and/or with the funds being reimbursed. This can
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be informal; it's just for our records to confirm the travel advanced
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the not-for-profit mission of both Conservancy and the project.
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* a brief paragraph explaining what was accomplished for the project
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during your travel and/or with the funds being reimbursed. This can
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be informal; it's just for our records to confirm the travel advanced
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the not-for-profit mission of both Conservancy and the project.
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* A brief report listing the items to be reimbursed.
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* A brief report listing the items to be reimbursed.
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* Full receipt(s) for everything, unless the travel policy does not
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require receipts (e.g., for per diem expenses).
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* Full receipt(s) for everything, unless the travel policy does not
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require receipts (e.g., for per diem expenses).
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If your receipts are in a different currency than your preferred one
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for reimbursement, include documentation of the rate conversion (e.g., a
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redacted credit card statement in your preferred currency). Otherwise,
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Conservancy will use the prevailing rate for the date of the expense for
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conversion.
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If your receipts are in a different currency than your preferred one
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for reimbursement, include documentation of the rate conversion (e.g., a
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redacted credit card statement in your preferred currency). Otherwise,
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Conservancy will use the prevailing rate for the date of the expense for
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conversion.
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Please verify that the receipts that you submit are within the attached
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travel policy requirements. Note, however, that your Project Leadership
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Committee may have set a stricter budget than what the general
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Conservancy policy allows.
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Please verify that the receipts that you submit are within the attached
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travel policy requirements. Note, however, that your Project Leadership
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Committee may have set a stricter budget than what the general
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Conservancy policy allows.
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* How you'd liked to be reimbursed. The four payment options, in order of
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Conservancy's preference, are:
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* How you'd liked to be reimbursed. The four payment options, in order of
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Conservancy's preference, are:
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* PayPal. For this, we need (a) the email address that is registered to
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the PayPal account that will receive reimbursement and (b) the
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preferred currency. (Please verify that PayPal supports transactions in
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https://www.paypal.com/cgi-bin/webscr?cmd=p/sell/mc/mc_intro-outside[your
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preferred currency before choosing one].)
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Note that sometimes PayPal charges fees. Usually we're taking
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funds from our PayPal balance, which means no fees appear on our side,
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but they may appear on yours. In our experience, USA PayPal account
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holders physically in the USA are not typically charged fees; but we do
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advise you to check PayPal's fee schedule before choosing this method.
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* PayPal. For this, we need (a) the email address that is registered to
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the PayPal account that will receive reimbursement and (b) the preferred
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currency. (Please verify that PayPal supports transactions in
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[your preferred currency before choosing one](https://www.paypal.com/cgi-bin/webscr?cmd=p/sell/mc/mc_intro-outside).)
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Note that sometimes PayPal charges fees. Usually we're taking funds
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from our PayPal balance, which means no fees appear on our side, but
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they may appear on yours. In our experience, USA PayPal account holders
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physically in the USA are not typically charged fees; but we do advise
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you to check PayPal's fee schedule before choosing this method.
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NOTE: Typically, when choosing PayPal as a payment option, amounts owed
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in USD will be paid in USD, regardless of your preferred currency
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selection.
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* Issue you a check in USD from a USA bank, sent to you via post.
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For this option, I just need your postal address.
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* Wire the amount in your local currency to your bank account in your
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country. For this option, I need as much of the following information
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as it's possible for you to collect.
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* Issue you a check in USD from a USA bank, sent to you via post.
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For this option, I just need your postal address.
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Required information
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~~~~~~~~~~~~~~~~~~~~
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* Wire the amount in your local currency to your bank account in your
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country. For this option, I need as much of the following information
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as it's possible for you to collect.
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**Required information**
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* Full Name of the Account Holder
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* Full Address of the Account Holder
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* Account Number
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* Preferred Currency
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* Bank Name
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* Bank Address
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* Bank ACH or ABA routing number (for banks in the US);
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or SWIFT and/or BIC code (for banks outside the US)
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Additional required information by country
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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**Additional required information by country**
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* All countries inside the EU: IBAN
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@ -187,8 +206,7 @@ for Project approval:
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* United States: Phone Number of the Account Holder
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Additional information we can use
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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**Additional information we can use**
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Banks outside the US will often designate a Correspondent Bank when
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receiving funds from the US. If you can give us the Correspondent
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@ -206,8 +224,7 @@ Project Leadership Committees: when you see emails of this nature, please
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be sure to have your designated Representative review the materials and
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send an approval message to Conservancy.
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== Project Leadership Committee Review
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## Project Leadership Committee Review
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Conservancy foresees the need for periodic reasonable exceptions to
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this Policy. Persons working on behalf of a specific Project seeking
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@ -215,9 +232,9 @@ an exception to this Policy must petition their PLC to obtain written
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approval from Conservancy authorizing the exception. Persons working
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directly on behalf of Conservancy seeking an exception to the
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Policy must obtain written approval from Conservancy authorizing the
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exception.
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exception.
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PLCs are responsible for creating procedures for requesting exceptions,
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PLCs are responsible for creating procedures for requesting exceptions,
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and submitting to Conservancy reimbursement requests associated with
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their respective Projects. PLCs are also responsible for making available
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a list of required response times for inquiries, including but not
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@ -229,35 +246,35 @@ and
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* a specific number of days to respond to pre-authorization requests.
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PLCs are also responsible for monitoring the available balance in their
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Project Fund, and for granting or refusing approval for travel expense
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Project Fund, and for granting or refusing approval for travel expense
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requests based on an assessment of the funds available and of any
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outstanding contracts payable. PLCs are not to approve travel expense
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requests when their Project does not have sufficient funds to cover the
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expense. If a PLC has any questions regarding whether their Project has
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sufficient funds to cover a Traveler's expense request, the PLC should
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outstanding contracts payable. PLCs are not to approve travel expense
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requests when their Project does not have sufficient funds to cover the
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expense. If a PLC has any questions regarding whether their Project has
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sufficient funds to cover a Traveler's expense request, the PLC should
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contact Conservancy.
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== Transportation
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## Transportation
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=== Overall transportation Cost
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### Overall transportation Cost
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Domestic transportation costs greater than US$750 requires Conservancy
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approval prior to booking, even if all other Policy conditions have been
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met. International transportation costs greater than US$1,650 requires
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Conservancy approval prior to booking, even if all other Policy conditions
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Domestic transportation costs greater than US$750 requires Conservancy
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approval prior to booking, even if all other Policy conditions have been
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met. International transportation costs greater than US$1,650 requires
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Conservancy approval prior to booking, even if all other Policy conditions
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have been met.
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=== Advance Purchase
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### Advance Purchase
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Tickets for travel by air or rail (excluding commuter train and subway)
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should be booked at least 14 days in advance; any travel booked less than
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14 days in advance requires written pre-authorization by Conservancy.
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Tickets for travel by air or rail beyond 365 days in advance also require
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Tickets for travel by air or rail (excluding commuter train and subway)
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should be booked at least 14 days in advance; any travel booked less than
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14 days in advance requires written pre-authorization by Conservancy.
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Tickets for travel by air or rail beyond 365 days in advance also require
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written pre-authorization by Conservancy.
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=== Air Travel
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### Air Travel
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==== Class of Service
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#### Class of Service
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Coach and/or Economy Airfare is the only acceptable class for all flights
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(domestic and international) unless a PLC provides a special exception and
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@ -268,34 +285,36 @@ and rewards), provided that the resulting air fare otherwise meets the
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requirements of this Policy. Travelers should not book out-of-Policy trips
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(and thus pay a higher fare) in order to qualify for a mileage upgrade.
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==== Advance Purchase
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#### Advance Purchase
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Air travel should be booked at least 14 days in advance; any travel booked
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less than 14 days in advance requires written pre-authorization by
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Conservancy. Flights beyond 365 days in advance also require written
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pre-authorization by Conservancy.
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==== Low Fare
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#### Low Fare
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Conservancy aims to balance cost savings with convenience and considers
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flights that are within US$100 of the lowest logical fare to be within
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Policy. The lowest logical fare is the least expensive fare available from a
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fare search that meets all of these criteria:
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* The search must include fares from multiple airlines.
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* The search must cover only the dates of relevant travel. For example, if
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you're attending a conference that runs Monday through Friday, the search
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must have you arriving no earlier than Sunday, and leaving no later than
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Saturday.
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* Except as allowed by Policy, the search must not use filters that might
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exclude the least expensive fare. For example, you may filter out
|
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flights with two or more connections, since Conservancy does not
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consider those reasonable. However, you may not filter out specific
|
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airlines, or flights without WiFi.
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* The search must include fares from multiple airlines.
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* The search must cover only the dates of relevant travel. For example, if
|
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you're attending a conference that runs Monday through Friday, the search
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must have you arriving no earlier than Sunday, and leaving no later than
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Saturday.
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* Except as allowed by Policy, the search must not use filters that might
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exclude the least expensive fare. For example, you may filter out
|
||||
flights with two or more connections, since Conservancy does not
|
||||
consider those reasonable. However, you may not filter out specific
|
||||
airlines, or flights without WiFi.
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Any widely-recognized airfare search site that lists results from multiple
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airlines is acceptable, including sites such as http://orbitz.com[Orbitz],
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http://kayak.com[Kayak] or http://hipmunk.com/[Hipmunk]. The PLCs and/or
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airlines is acceptable, including sites such as [Orbitz](http://orbitz.com),
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[Kayak](http://kayak.com) or [Hipmunk](http://hipmunk.com/). The PLCs and/or
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the traveler must submit the output (such as a screenshot or printout from
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the browser) of a online fare search as part of documentation in airfare
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pricing. Make sure the output shows the least expensive fare available.
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@ -306,7 +325,7 @@ booked flights are within Policy.
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Any flights greater than US$100 over the lowest logical fare require
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written pre-authorization by Conservancy.
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==== Reasonable Flights
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#### Reasonable Flights
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Conservancy asks that Travelers allow for flexibility with respect
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to departure times during a desired day of travel, as well as longer
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@ -314,7 +333,7 @@ trips in order to reduce cost. However, Conservancy does consider
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flights with two or more connections as unreasonable and does not
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expect Travelers to consider those flight options to be reasonable.
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==== Excess Baggage
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#### Excess Baggage
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Should a team member travel on an airline that charges for a single piece
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of checked baggage, such a baggage expense is eligible for reimbursement.
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|
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@ -323,12 +342,12 @@ piece, unless that additional baggage is materials specifically related to
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the Project's and Conservancy's mission (i.e., bringing t-shirts and other
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promotional materials to an event).
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==== Out-of-Policy Bookings
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#### Out-of-Policy Bookings
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All air travel not adhering to the above Policies are considered Out-of-Policy
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and require written pre-authorization by Conservancy's Executive Director.
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||||
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==== Cancellation Fees
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||||
#### Cancellation Fees
|
||||
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Cancellation fees and other penalties incurred result of a change
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||||
of plans are reimbursable at Conservancy's discretion. In general,
|
||||
|
|
@ -337,11 +356,11 @@ valid reason for the change of plans. Acceptable reasons include Conservancy
|
|||
and/or the PLC canceling or altering the trip or unexpected delays
|
||||
in flight connections. In instances where these fees are incurred
|
||||
without adequate explanation, Conservancy reserves the right to refuse
|
||||
to reimburse the cost of the fees.
|
||||
to reimburse the cost of the fees.
|
||||
|
||||
=== Other Transportation
|
||||
### Other Transportation
|
||||
|
||||
==== Ground Transportation
|
||||
#### Ground Transportation
|
||||
|
||||
Ground transportation necessary as part of authorized Project trips
|
||||
is considered to be a reasonable expense. Public ground transportation,
|
||||
|
|
@ -352,15 +371,15 @@ by the PLC or by Conservancy's Executive Director. 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).
|
||||
baggage makes a compact vehicle impractical).
|
||||
|
||||
==== Rail Transportation
|
||||
#### Rail Transportation
|
||||
|
||||
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 and/or coach class.
|
||||
|
||||
==== Use of Personal Vehicles
|
||||
#### Use of Personal Vehicles
|
||||
|
||||
When circumstances require Travelers to utilize their personal vehicles
|
||||
for Project purposes, they can be reimbursed at the current USA IRS
|
||||
|
|
@ -368,7 +387,7 @@ rate per mile, plus any related parking expenses and toll fees. Drivers
|
|||
are encouraged to find the lowest cost parking area reasonably near
|
||||
their destination.
|
||||
|
||||
== Lodging
|
||||
## Lodging
|
||||
|
||||
Travelers are expected to be cost-conscious and prudent when booking
|
||||
lodging for approved trips, and to verify that rates are within the
|
||||
|
|
@ -376,17 +395,18 @@ established per-diem rates for the geographic area of travel.
|
|||
|
||||
If the cost per-diem of lodging chosen by the Traveler and/or the PLC
|
||||
exceeds the
|
||||
http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator]'s ``Max lodging'' column and/or
|
||||
http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'s
|
||||
``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.
|
||||
[United States General Services Administration's Per Diem calculator](http://www.gsa.gov/perdiem)'s
|
||||
"Max lodging" column and/or
|
||||
[United States Department of State's "Foreign Per Diem Rates by Location" calculator](http://aoprals.state.gov/web920/per_diem.asp)'s
|
||||
"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
|
||||
include a copy of the hotel invoice detailing all charges (credit card
|
||||
receipts *alone* are unacceptable). In particular, since Conservancy only
|
||||
receipts **alone** are unacceptable). In particular, since Conservancy only
|
||||
reimburses for room charges (plus relevant taxes and fees) for the necessary
|
||||
travel dates, the receipt from the hotel must clearly show the dates of stay,
|
||||
and separately list room charges and any food or service charges.
|
||||
|
|
@ -397,37 +417,37 @@ In some cases, Conservancy, upon consultation with the PLC, may decide to
|
|||
book lodging on behalf of Travelers. In this case, Conservancy-booked
|
||||
lodging is always considered In-Policy.
|
||||
|
||||
== Other Reimbursable Expenses
|
||||
## Other Reimbursable Expenses
|
||||
|
||||
Conservancy will reimburse persons for Project-related expenses that
|
||||
are incurred while traveling on approved Project business and/or approved
|
||||
Conservancy business. Only necessary, ordinary and reasonable expenses
|
||||
are eligible for reimbursement, and only those categories of expenses
|
||||
listed in this document qualify.
|
||||
listed in this document qualify.
|
||||
|
||||
=== Meals and Incidental Expenses
|
||||
### Meals and Incidental Expenses
|
||||
|
||||
==== Overview
|
||||
#### Overview
|
||||
|
||||
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 work, including the day(s) of travel itself. Maximum per diem
|
||||
rates for travel within the United States shall be based on the
|
||||
http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator],
|
||||
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.
|
||||
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
|
||||
work, including the day(s) of travel itself. Maximum per diem rates for
|
||||
travel within the United States shall be based on the
|
||||
[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
|
||||
http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'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.
|
||||
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
|
||||
conference has provided food, or food is provided in some other form, or
|
||||
|
|
@ -439,13 +459,13 @@ amounts allowed were not used during travel.
|
|||
|
||||
PLCs and/or Conservancy have the authority to set lower per diems
|
||||
than those generated by the calculators above. In those instances,
|
||||
Travelers will only be able to submit for the lower per diems.
|
||||
Travelers will only be able to submit for the lower per diems.
|
||||
|
||||
==== Group Meals
|
||||
#### Group Meals
|
||||
|
||||
For groups of Travelers on an In-Policy trip, each Traveler should
|
||||
pay for his/her own meals, seeing as all participants will have an
|
||||
opportunity to submit for separate per diems after the trip.
|
||||
opportunity to submit for separate per diems after the trip.
|
||||
|
||||
For clarification purposes, this Policy does not relate to planned
|
||||
group events that include meals and/or refreshments (e.g., a PLC-organized
|
||||
|
|
@ -455,13 +475,13 @@ large group meals beyond the individual per diem limits of each Traveler,
|
|||
provided that they are within the PLC's technical objectives and/or
|
||||
Conservancy's mission. Travelers anticipating a need to cover such
|
||||
a large group meal should seek pre-approval from his/her PLC and/or Conservancy
|
||||
for such expenses before the trip.
|
||||
for such expenses before the trip.
|
||||
|
||||
For any such group meal, Conservancy will require a written paragraph
|
||||
summary of the meeting, indicating what was accomplished for the Project's
|
||||
and Conservancy's mission.
|
||||
|
||||
==== Meals For Organizational Development
|
||||
#### Meals For Organizational Development
|
||||
|
||||
Travelers may occasionally have the need to invite third parties,
|
||||
e.g., prospective donors, contributors, community members, etc., to
|
||||
|
|
@ -473,52 +493,52 @@ For any such organizational development meal, Conservancy will require a
|
|||
written paragraph summary of the meeting, indicating what was accomplished
|
||||
for the Project's and Conservancy's mission.
|
||||
|
||||
==== Phone Call Charges Part of Per Diem
|
||||
#### Phone Call Charges Part of Per Diem
|
||||
|
||||
Charges for personal phone calls (e.g., made from a hotel, or via
|
||||
a mobile phone in international travel) are not reimbursable as an
|
||||
expense separate from the allocated per diem.
|
||||
expense separate from the allocated per diem.
|
||||
|
||||
==== Currency Conversion Charges Part of Per Diem
|
||||
#### Currency Conversion Charges Part of Per Diem
|
||||
|
||||
Any fees associated with currency conversion are not reimbursable as an
|
||||
expense separate from the allocated per diem.
|
||||
|
||||
=== Conference Registration Fees
|
||||
### Conference Registration Fees
|
||||
|
||||
Conservancy will reimburse conference registration fees up to $100 per day
|
||||
for Travelers on approved Project business and/or approved Conservancy
|
||||
for Travelers on approved Project business and/or approved Conservancy
|
||||
business. For example, a $250 registration fee for a 3-day conference is
|
||||
In-Policy; however, a $225 registration fee for a 2-day conference is not.
|
||||
In-Policy; however, a $225 registration fee for a 2-day conference is not.
|
||||
|
||||
Travelers seeking reimbursement for registration fees that exceed $100 per
|
||||
day must obtain prior approval from Conservancy's Executive Director.
|
||||
Travelers seeking reimbursement for registration fees that exceed $100 per
|
||||
day must obtain prior approval from Conservancy's Executive Director.
|
||||
|
||||
=== Internet Access
|
||||
### Internet Access
|
||||
|
||||
Internet access/wi-fi fees charged by a hotel are reimbursable, provided
|
||||
that they are listed on the hotel/lodging invoice submitted for
|
||||
reimbursement. Other internet access fees (e.g., airport internet
|
||||
services, personal wi-fi hotspots, internet cafes) are not reimbursable
|
||||
except as incidental expenses to be covered by a Traveler's per-diem.
|
||||
that they are listed on the hotel/lodging invoice submitted for
|
||||
reimbursement. Other internet access fees (e.g., airport internet
|
||||
services, personal wi-fi hotspots, internet cafes) are not reimbursable
|
||||
except as incidental expenses to be covered by a Traveler's per-diem.
|
||||
|
||||
== Additional Days of Travel
|
||||
## Additional Days of Travel
|
||||
|
||||
Travelers often seek to add extra days before or after an approved trip
|
||||
(e.g., the weekend before a conference). A Traveler may seek approval for
|
||||
the expenses associated with an extended stay prior to booking the trip,
|
||||
provided that the additional days are solely to enable a Traveler to
|
||||
conduct work within the PLC's objectives and Conservancy's charitable
|
||||
mission, or to get a particular airfare that *reduces* the overall cost of
|
||||
mission, or to get a particular airfare that **reduces** the overall cost of
|
||||
the trip. Travelers may seek approval to book travel itineraries that
|
||||
include extra days for personal reasons, so long as the cost of the flight
|
||||
meets the other requirements of this Policy. Other expenses incurred
|
||||
during extra personal days beyond transportation costs are not reimbursable.
|
||||
|
||||
== Non-reimbursable Expenses
|
||||
## Non-reimbursable Expenses
|
||||
|
||||
Non-reimbursable expenses are identified throughout this policy. The
|
||||
following items are typically non-reimbursable expenses:
|
||||
following items are typically non-reimbursable expenses:
|
||||
|
||||
* Partner, spouse, and/or companion travel
|
||||
|
||||
|
|
@ -527,7 +547,7 @@ following items are typically non-reimbursable expenses:
|
|||
* Upgrades to air travel, car rentals, or hotel rooms
|
||||
|
||||
* Purchase of clothing, luggage, toiletries and other miscellaneous
|
||||
personal items
|
||||
personal items
|
||||
|
||||
* Supplemental travel or car rental insurance
|
||||
|
||||
|
|
@ -541,7 +561,7 @@ programs to upgrade Conservancy-reimbursed expenses. However, Travelers
|
|||
must ensure that Conservancy does not receive nor reimburse any charges
|
||||
for any such transaction.
|
||||
|
||||
== Satisfaction of IRS Requirements
|
||||
## Satisfaction of IRS Requirements
|
||||
|
||||
Reimbursed travel expenses are subject to examination by the USA Internal
|
||||
Revenue Service (IRS). Travelers are responsible for retaining documentary
|
||||
|
|
@ -550,36 +570,36 @@ Conservancy-related purposes, not personal in nature, and therefore not
|
|||
includable as taxable income to the Traveler. Receipts are required for
|
||||
all expenses, no matter the amount.
|
||||
|
||||
== Currency Exchange Rates
|
||||
## 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
|
||||
http://www.bankofcanada.ca/rates/exchange/10-year-converter/[The Bank of Canada 10-year currency converter].
|
||||
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
|
||||
submit expense reports to their PLC. PLCs are to review those expense
|
||||
reports and pass them along to Conservancy's Executive Director for
|
||||
final approval and reimbursement.
|
||||
final approval and reimbursement.
|
||||
|
||||
Travelers traveling on behalf of Conservancy must seek approvals and
|
||||
submit expense reports to Conservancy's Executive Director. Conservancy
|
||||
staff must seek approvals and submit expense reports to Conservancy's
|
||||
Treasurer or to another Conservancy Board Member designated by Conservancy's
|
||||
Board.
|
||||
Board.
|
||||
|
||||
== Expense Reporting
|
||||
## Expense Reporting
|
||||
|
||||
Travelers seeking reimbursement must submit an expense report to the
|
||||
appropriate channel with the following information:
|
||||
|
||||
* Name of Traveler
|
||||
* Name of Traveler
|
||||
|
||||
* Brief description of trip and trip's purpose (e.g., ``August 2011
|
||||
* Brief description of trip and trip's purpose (e.g., "August 2011
|
||||
trip to XYZ conference for ABC project, served as planning committee
|
||||
member''; ``Feb. '12 FOO hackfest in Portland, OR; contributed code'')
|
||||
member"; "Feb. '12 FOO hackfest in Portland, OR; contributed code")
|
||||
|
||||
* A brief paragraph explaining what was accomplished for the project
|
||||
during your travel.
|
||||
|
|
@ -590,30 +610,30 @@ itinerary, etc.) and associated per diem
|
|||
* List of expenses not covered by per diem (e.g., transportation, lodging)
|
||||
with substantiating receipts (or scans of receipts).
|
||||
|
||||
** In the event that it is impractical to obtain a required receipt and/or
|
||||
if such receipt has been inadvertently destroyed or lost, the Traveler should
|
||||
furnish a written statement to that effect, as well as an explanation
|
||||
of the expenditure involved. When possible, secondary documentation (such
|
||||
as a redacted credit card bill) should be provided instead of the
|
||||
lost/destroyed receipt.
|
||||
In the event that it is impractical to obtain a required receipt and/or if
|
||||
such receipt has been inadvertently destroyed or lost, the Traveler should
|
||||
furnish a written statement to that effect, as well as an explanation of
|
||||
the expenditure involved. When possible, secondary documentation (such as
|
||||
a redacted credit card bill) should be provided instead of the
|
||||
lost/destroyed receipt.
|
||||
|
||||
Any expense without a substantiated receipt and/or a supporting written
|
||||
statement will not be reimbursed.
|
||||
statement will not be reimbursed.
|
||||
|
||||
Conservancy requests that all expense reports be submitted within two
|
||||
weeks of travel. Expense reports filed more than 90 days after expenses
|
||||
are incurred *will not be reimbursed*.
|
||||
are incurred **will not be reimbursed**.
|
||||
|
||||
Reimbursements are paid by Conservancy on a NET-30 basis, from the
|
||||
date of receipt by Conservancy of the fully complete report and supporting
|
||||
documentation for the travel.
|
||||
|
||||
== Consequences of Policy Violations
|
||||
## Consequences of Policy Violations
|
||||
|
||||
Failure to comply with this policy may result in the denial of, or delay
|
||||
in payment for, reimbursement requests.
|
||||
|
||||
== Policy Changes
|
||||
## Policy Changes
|
||||
|
||||
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
|
||||
Loading…
Reference in a new issue