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Travel/conservancy-travel-policy.txt
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@ -56,17 +56,27 @@ and
* a specific number of days to respond to pre-authorization requests. * a specific number of days to respond to pre-authorization requests.
== Air Travel == Transportation
=== Overall Airfare Cost === Overall transportation Cost
Domestic travel greater than US$750 requires Conservancy approval Domestic transportation costs greater than US$750 requires Conservancy
prior to booking, even if all other Policy conditions have been met. approval prior to booking, even if all other Policy conditions have been
International travel greater than US$1,500 requires Conservancy met. International transportation costs greater than US$1,500 requires
approval prior to booking, even if all other Policy conditions have Conservancy approval prior to booking, even if all other Policy conditions
been met. have been met.
=== Class of Service === Advance Purchase
Tickets for travel by air or rail (excluding commuter train and subway)
should be booked at least 14 days in advance; any travel booked less than
14 days in advance requires written pre-authorization by Conservancy.
Tickets for travel by air or rail beyond 365 days in advance also require
written pre-authorization by Conservancy.
=== Air Travel
==== Class of Service
Coach and/or Economy Airfare is the only acceptable class for all flights Coach and/or Economy Airfare is the only acceptable class for all flights
(domestic and international) unless a PLC provides a special exception and (domestic and international) unless a PLC provides a special exception and
@ -74,17 +84,17 @@ a valid reason (such as a need for business class due to a documented
medical reason) to Conservancy for written approval. Travelers may select medical reason) to Conservancy for written approval. Travelers may select
their airline of choice (e.g., for the purpose of collecting airline miles their airline of choice (e.g., for the purpose of collecting airline miles
and rewards), provided that the resulting air fare otherwise meets the and rewards), provided that the resulting air fare otherwise meets the
requirements of this Policy. Travelers should not book out-of-Policy trips requirements of this Policy. Travelers should not book out-of-Policy trips
(and thus pay a higher fare) in order to qualify for a mileage upgrade. (and thus pay a higher fare) in order to qualify for a mileage upgrade.
=== Advance Purchase ==== Advance Purchase
Travel should be booked at least 14 days in advance; any travel booked Air travel should be booked at least 14 days in advance; any travel booked
less than 14 days in advance requires written pre-authorization by less than 14 days in advance requires written pre-authorization by
Conservancy. Flights beyond 365 days in advance also require written Conservancy. Flights beyond 365 days in advance also require written
pre-authorization by Conservancy. pre-authorization by Conservancy.
=== Low Fare ==== Low Fare
Conservancy aims to balance cost savings with convenience and considers Conservancy aims to balance cost savings with convenience and considers
flights that are within US$100 of the lowest logical fare to be within flights that are within US$100 of the lowest logical fare to be within
@ -92,29 +102,15 @@ Policy. Any flights greater than US$100 over the lowest logical fare
require written pre-authorization by Conservancy. PLCs shall use FIXME require written pre-authorization by Conservancy. PLCs shall use FIXME
as the comparison shopping site for determining the baseline lowest fare. as the comparison shopping site for determining the baseline lowest fare.
=== Reasonable Flights ==== Reasonable Flights
Conservancy asks that travelers allow for flexibility with respect Conservancy asks that Travelers allow for flexibility with respect
to departure times during a desired day of travel, as well as longer to departure times during a desired day of travel, as well as longer
trips in order to reduce cost. However, Conservancy does consider trips in order to reduce cost. However, Conservancy does consider
flights with two or more connections as unreasonable and does not flights with two or more connections as unreasonable and does not
expect travelers to consider those flight options to be reasonable. expect Travelers to consider those flight options to be reasonable.
=== Additional Days of Travel ==== Excess Baggage
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
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 air fare and transportation to and from
the airport are not reimbursable.
=== Excess Baggage
Should a team member travel on an airline that charges for a single piece Should a team member travel on an airline that charges for a single piece
of checked baggage, such a baggage expense is eligible for reimbursement. of checked baggage, such a baggage expense is eligible for reimbursement.
@ -123,113 +119,23 @@ piece, unless that additional baggage is materials specifically related to
the Project's and Conservancy's mission (i.e., bringing t-shirts and other the Project's and Conservancy's mission (i.e., bringing t-shirts and other
promotional materials to an event). promotional materials to an event).
=== Out-of-Policy Bookings ==== Out-of-Policy Bookings
All air travel not adhering to the above Policies are considered Out-of-Policy All air travel not adhering to the above Policies are considered Out-of-Policy
and require written pre-authorization by Conservancy's Executive Director. and require written pre-authorization by Conservancy's Executive Director.
=== Cancellation Fees ==== Cancellation Fees
Cancellation fees and other penalties incurred result of a change Cancellation fees and other penalties incurred result of a change
of plans are reimbursable at Conservancy's discretion. In general, of plans are reimbursable at Conservancy's discretion. In general,
Conservancy shall reimburse such fees if the traveler can submit a Conservancy shall reimburse such fees if the Traveler can submit a
valid reason for the change of plans. Acceptable reasons include Conservancy valid reason for the change of plans. Acceptable reasons include Conservancy
and/or the PLC canceling or altering the trip or unexpected delays and/or the PLC canceling or altering the trip or unexpected delays
in flight connections. In instances where these fees are incurred in flight connections. In instances where these fees are incurred
without adequate explanation, Conservancy reserves the right to refuse without adequate explanation, Conservancy reserves the right to refuse
to reimburse the cost of the fees. to reimburse the cost of the fees.
== Other Reimbursable Expenses === Other Transportation
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.
=== Lodging
In some cases, Conservancy or a PLC may decide to book lodging on
behalf of travelers. In this case, Conservancy-booked lodging is
always considered In-Policy. If a traveler wants to stay elsewhere
or self-book at the same location, Conservancy will only reimburse
the team member the amount that it would otherwise have paid. Travelers
are expected to be cost-conscious and prudent when booking lodging
for approved trips. 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). Conservancy will not
reimburse travelers for any costs associated with an upgrade of room
accommodations.
=== Meals and Incidental Expenses
==== 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.
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.
Conservancy encourages travelers to be conservative with their per
diem submissions, and consider asking for less if the full per diem
amounts 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.
==== 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.
For clarification purposes, this Policy does not relate to planned
group events that include meals and/or refreshments (e.g., a PLC-organized
conference that includes lunch for all attendees). Further, PLCs and/or
Conservancy retain the right to allocate a separate budget for anticipated
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 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
Travelers may occasionally have the need to invite third parties,
e.g., prospective donors, contributors, community members, etc., to
meals in order to further a PLC's technical direction and/or Conservancy's
mission. Conservancy recommends that travelers seek pre-approval from
their PLC and/or Conservancy for such meals.
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
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.
==== Ground Transportation ==== Ground Transportation
@ -252,13 +158,118 @@ 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 When circumstances require Travelers to utilize their personal vehicles
for Project purposes, he/she can be reimbursed at the current USA IRS for Project purposes, they can be reimbursed at the current USA IRS
rate per mile, plus any related parking expenses and toll fees. Drivers rate per mile, plus any related parking expenses and toll fees. Drivers
are encouraged to find the lowest cost reasonably parking area nearby are encouraged to find the lowest cost reasonably parking area nearby
their destination. their destination.
==== Non-reimbursable Expenses == Lodging
In some cases, Conservancy or a PLC may decide to book lodging on
behalf of Travelers. In this case, Conservancy-booked lodging is
always considered In-Policy. If a Traveler wants to stay elsewhere
or self-book at the same location, Conservancy will only reimburse
the Traveler the amount that it would otherwise have paid. Travelers
are expected to be cost-conscious and prudent when booking lodging
for approved trips. 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). Conservancy will not
reimburse Travelers for any costs associated with an upgrade of room
accommodations.
== 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.
=== Meals and Incidental Expenses
==== 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.
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.
Conservancy encourages Travelers to be conservative with their per
diem submissions, and consider asking for less if the full per diem
amounts 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.
==== 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.
For clarification purposes, this Policy does not relate to planned
group events that include meals and/or refreshments (e.g., a PLC-organized
conference that includes lunch for all attendees). Further, PLCs and/or
Conservancy retain the right to allocate a separate budget for anticipated
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 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
Travelers may occasionally have the need to invite third parties,
e.g., prospective donors, contributors, community members, etc., to
meals in order to further a PLC's technical direction and/or Conservancy's
mission. Conservancy recommends that Travelers seek pre-approval from
their PLC and/or Conservancy for such meals.
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
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.
== 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
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 are identified throughout this policy. The Non-reimbursable expenses are identified throughout this policy. The
following items are typically non-reimbursable expenses: following items are typically non-reimbursable expenses:
@ -280,7 +291,7 @@ personal items
diem diem
Travelers are permitted to pay for their own upgrades, or use bonus Travelers are permitted to pay for their own upgrades, or use bonus
programs to upgrade Conservancy-reimbursed expenses. However, travelers programs to upgrade Conservancy-reimbursed expenses. However, Travelers
must ensure that Conservancy does not receive nor reimburses any charges must ensure that Conservancy does not receive nor reimburses any charges
for any such transaction. for any such transaction.
@ -290,7 +301,7 @@ Reimbursed travel expenses are subject to examination by the USA Internal
Revenue Service (IRS). Travelers are responsible for retaining documentary Revenue Service (IRS). Travelers are responsible for retaining documentary
evidence that all expenses are strictly for Project- and/or evidence that all expenses are strictly for Project- and/or
Conservancy-related purposes, not personal in nature, and therefore not 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 == Currency Exchange Rates
@ -318,7 +329,7 @@ Board.
Travelers seeking reimbursement must submit an expense report to the Travelers seeking reimbursement must submit an expense report to the
appropriate channel with the following information: 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 trip to XYZ conference for ABC project, served as planning committee
@ -334,7 +345,7 @@ itinerary, etc.) and associated per diem
with substantiating receipts (or scans of receipts). with substantiating receipts (or scans of receipts).
** In the event that it is impractical to obtain a required receipt and/or ** 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 if such receipt has been inadvertently destroyed or lost, the Traveler should
furnish a written statement to that effect, as well as an explanation furnish a written statement to that effect, as well as an explanation
of the expenditure involved. When possible, secondary documentation (such of the expenditure involved. When possible, secondary documentation (such
a redacted credit card bill) should be provided instead of the a redacted credit card bill) should be provided instead of the