This commit is contained in:
Tony Sebro
parent
801e24d9f0
commit
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1 changed files with 142 additions and 131 deletions
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@ -56,17 +56,27 @@ and
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* a specific number of days to respond to pre-authorization requests.
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== Air Travel
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== Transportation
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=== Overall Airfare Cost
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=== Overall transportation Cost
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Domestic travel greater than US$750 requires Conservancy approval
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prior to booking, even if all other Policy conditions have been met.
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International travel greater than US$1,500 requires Conservancy
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approval prior to booking, even if all other Policy conditions have
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been met.
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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$1,500 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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=== Class of Service
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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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written pre-authorization by Conservancy.
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=== Air Travel
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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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@ -74,17 +84,17 @@ a valid reason (such as a need for business class due to a documented
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medical reason) to Conservancy for written approval. Travelers may select
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their airline of choice (e.g., for the purpose of collecting airline miles
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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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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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Travel should be booked at least 14 days in advance; any travel booked
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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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@ -92,29 +102,15 @@ Policy. Any flights greater than US$100 over the lowest logical fare
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require written pre-authorization by Conservancy. PLCs shall use FIXME
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as the comparison shopping site for determining the baseline lowest fare.
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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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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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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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expect Travelers to consider those flight options to be reasonable.
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=== Additional Days of Travel
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Travelers often seek to add extra days before or after an approved trip
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(e.g., the weekend before a conference). A traveler may seek approval for
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the expenses associated with an extended stay prior to booking the trip,
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provided that the additional days are solely to enable a traveler to
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conduct work within the PLC's objectives and Conservancy's charitable
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mission, or to get a particular airfare that *reduces* the overall cost of
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the trip. Travelers may seek approval to book travel itineraries that
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include extra days for personal reasons, so long as the cost of the flight
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meets the other requirements of this Policy. Other expenses incurred
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during extra personal days beyond air fare and transportation to and from
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the airport are not reimbursable.
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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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@ -123,113 +119,23 @@ 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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=== 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,
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Conservancy shall reimburse such fees if the traveler can submit a
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Conservancy shall reimburse such fees if the Traveler can submit a
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valid reason for the change of plans. Acceptable reasons include Conservancy
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and/or the PLC canceling or altering the trip or unexpected delays
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in flight connections. In instances where these fees are incurred
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without adequate explanation, Conservancy reserves the right to refuse
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to reimburse the cost of the fees.
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== Other Reimbursable Expenses
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Conservancy will reimburse persons for Project-related expenses that
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are incurred while traveling on approved Project business and/or approved
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Conservancy business. Only necessary, ordinary and reasonable expenses
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are eligible for reimbursement, and only those categories of expenses
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listed in this document qualify.
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=== Lodging
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In some cases, Conservancy or a PLC may decide to book lodging on
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behalf of travelers. In this case, Conservancy-booked lodging is
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always considered In-Policy. If a traveler wants to stay elsewhere
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or self-book at the same location, Conservancy will only reimburse
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the team member the amount that it would otherwise have paid. Travelers
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are expected to be cost-conscious and prudent when booking lodging
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for approved trips. Lodging documentation submitted as part of a reimbursement
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request must include a copy of the hotel invoice detailing all charges
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(credit card receipts *alone* are unacceptable). Conservancy will not
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reimburse travelers for any costs associated with an upgrade of room
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accommodations.
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=== Meals and Incidental Expenses
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==== Overview
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Travelers can submit for a per diem for meals and incidental expenses
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for every day of a trip devoted to Project- and/or Conservancy-related
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mission work, including the day(s) of travel itself. Maximum per diem
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rates for travel within the United States shall be based on the
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http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator],
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using the ZIP code of the travel destination. For example, a traveler
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based in Palo Alto, CA heading to a conference in Atlanta, GA (with
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a layover in Dallas, TX each way) will use the ZIP code of the destination
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in Atlanta to calculate the maximum per diem for the entire trip,
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including days of travel.
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Maximum per diem rates for locations outside
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of the United States shall be based on the
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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,
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using the name of a listed city closest to the travel destination.
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For example, a traveler based in Palo Alto heading to a conference
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in London, England (with a layover in New York City) has a maximum
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per diem of the M&IE per diem listed London for the entire trip,
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including days of travel.
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Conservancy encourages travelers to be conservative with their per
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diem submissions, and consider asking for less if the full per diem
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amounts were not used during travel.
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PLCs and/or Conservancy have the authority to set lower per diems
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than those generated by the calculators above. In those instances,
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travelers will only be able to submit for the lower per diems.
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==== Group Meals
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For groups of travelers on an In-Policy trip, each traveler should
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pay for his/her own meals, seeing as all participants will have an
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opportunity to submit for separate per diems after the trip.
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For clarification purposes, this Policy does not relate to planned
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group events that include meals and/or refreshments (e.g., a PLC-organized
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conference that includes lunch for all attendees). Further, PLCs and/or
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Conservancy retain the right to allocate a separate budget for anticipated
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large group meals beyond the individual per diem limits of each traveler,
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provided that they are within the PLC's technical objectives and/or
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Conservancy's mission. Travelers anticipating a need to cover such
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a large group meal should seek pre-approval from his/her PLC and/or Conservancy
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for such expenses before the trip.
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For any such group meal, Conservancy will require a written paragraph
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summary of the meeting, indicating what was accomplished for the Project's
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and Conservancy's mission.
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==== Meals For Organizational Development
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Travelers may occasionally have the need to invite third parties,
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e.g., prospective donors, contributors, community members, etc., to
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meals in order to further a PLC's technical direction and/or Conservancy's
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mission. Conservancy recommends that travelers seek pre-approval from
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their PLC and/or Conservancy for such meals.
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For any such organizational development meal, Conservancy will require a
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written paragraph summary of the meeting, indicating what was accomplished
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for the Project's and Conservancy's mission.
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==== Phone Call Charges Part of Per Diem
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Charges for personal phone calls (e.g., made from a hotel, or via
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a mobile phone in international travel) are not reimbursable as an
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expense separate from the allocated per diem.
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=== Other Transportation
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==== Ground Transportation
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@ -252,13 +158,118 @@ must be in economy and/or coach class.
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==== Use of Personal Vehicles
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When circumstances require travelers to utilize their personal vehicles
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for Project purposes, he/she can be reimbursed at the current USA IRS
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When circumstances require Travelers to utilize their personal vehicles
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for Project purposes, they can be reimbursed at the current USA IRS
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rate per mile, plus any related parking expenses and toll fees. Drivers
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are encouraged to find the lowest cost reasonably parking area nearby
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their destination.
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==== Non-reimbursable Expenses
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== Lodging
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In some cases, Conservancy or a PLC may decide to book lodging on
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behalf of Travelers. In this case, Conservancy-booked lodging is
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always considered In-Policy. If a Traveler wants to stay elsewhere
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or self-book at the same location, Conservancy will only reimburse
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the Traveler the amount that it would otherwise have paid. Travelers
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are expected to be cost-conscious and prudent when booking lodging
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for approved trips. Lodging documentation submitted as part of a reimbursement
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request must include a copy of the hotel invoice detailing all charges
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(credit card receipts *alone* are unacceptable). Conservancy will not
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reimburse Travelers for any costs associated with an upgrade of room
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accommodations.
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== Other Reimbursable Expenses
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Conservancy will reimburse persons for Project-related expenses that
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are incurred while traveling on approved Project business and/or approved
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Conservancy business. Only necessary, ordinary and reasonable expenses
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are eligible for reimbursement, and only those categories of expenses
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listed in this document qualify.
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=== Meals and Incidental Expenses
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==== Overview
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Travelers can submit for a per diem for meals and incidental expenses
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for every day of a trip devoted to Project- and/or Conservancy-related
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mission work, including the day(s) of travel itself. Maximum per diem
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rates for travel within the United States shall be based on the
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http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator],
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using the ZIP code of the travel destination. For example, a Traveler
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based in Palo Alto, CA heading to a conference in Atlanta, GA (with
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a layover in Dallas, TX each way) will use the ZIP code of the destination
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in Atlanta to calculate the maximum per diem for the entire trip,
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including days of travel.
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Maximum per diem rates for locations outside
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of the United States shall be based on the
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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,
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using the name of a listed city closest to the travel destination.
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For example, a Traveler based in Palo Alto heading to a conference
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in London, England (with a layover in New York City) has a maximum
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per diem of the M&IE per diem listed London for the entire trip,
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including days of travel.
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Conservancy encourages Travelers to be conservative with their per
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diem submissions, and consider asking for less if the full per diem
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amounts were not used during travel.
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PLCs and/or Conservancy have the authority to set lower per diems
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than those generated by the calculators above. In those instances,
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Travelers will only be able to submit for the lower per diems.
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==== Group Meals
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For groups of Travelers on an In-Policy trip, each Traveler should
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pay for his/her own meals, seeing as all participants will have an
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opportunity to submit for separate per diems after the trip.
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For clarification purposes, this Policy does not relate to planned
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group events that include meals and/or refreshments (e.g., a PLC-organized
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conference that includes lunch for all attendees). Further, PLCs and/or
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Conservancy retain the right to allocate a separate budget for anticipated
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large group meals beyond the individual per diem limits of each Traveler,
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provided that they are within the PLC's technical objectives and/or
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Conservancy's mission. Travelers anticipating a need to cover such
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a large group meal should seek pre-approval from his/her PLC and/or Conservancy
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for such expenses before the trip.
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For any such group meal, Conservancy will require a written paragraph
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summary of the meeting, indicating what was accomplished for the Project's
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and Conservancy's mission.
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==== Meals For Organizational Development
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Travelers may occasionally have the need to invite third parties,
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e.g., prospective donors, contributors, community members, etc., to
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meals in order to further a PLC's technical direction and/or Conservancy's
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mission. Conservancy recommends that Travelers seek pre-approval from
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their PLC and/or Conservancy for such meals.
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For any such organizational development meal, Conservancy will require a
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written paragraph summary of the meeting, indicating what was accomplished
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for the Project's and Conservancy's mission.
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==== Phone Call Charges Part of Per Diem
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Charges for personal phone calls (e.g., made from a hotel, or via
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a mobile phone in international travel) are not reimbursable as an
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expense separate from the allocated per diem.
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== Additional Days of Travel
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Travelers often seek to add extra days before or after an approved trip
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(e.g., the weekend before a conference). A Traveler may seek approval for
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the expenses associated with an extended stay prior to booking the trip,
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provided that the additional days are solely to enable a Traveler to
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conduct work within the PLC's objectives and Conservancy's charitable
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mission, or to get a particular airfare that *reduces* the overall cost of
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the trip. Travelers may seek approval to book travel itineraries that
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include extra days for personal reasons, so long as the cost of the flight
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meets the other requirements of this Policy. Other expenses incurred
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during extra personal days beyond transportation costs are not reimbursable.
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== Non-reimbursable Expenses
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Non-reimbursable expenses are identified throughout this policy. The
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following items are typically non-reimbursable expenses:
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@ -280,7 +291,7 @@ personal items
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diem
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Travelers are permitted to pay for their own upgrades, or use bonus
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programs to upgrade Conservancy-reimbursed expenses. However, travelers
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programs to upgrade Conservancy-reimbursed expenses. However, Travelers
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must ensure that Conservancy does not receive nor reimburses any charges
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for any such transaction.
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@ -290,7 +301,7 @@ Reimbursed travel expenses are subject to examination by the USA Internal
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Revenue Service (IRS). Travelers are responsible for retaining documentary
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evidence that all expenses are strictly for Project- and/or
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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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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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@ -318,7 +329,7 @@ Board.
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Travelers seeking reimbursement must submit an expense report to the
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appropriate channel with the following information:
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* Name of traveler
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* Name of Traveler
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* Brief description of trip and trip's purpose (e.g., ``August 2011
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trip to XYZ conference for ABC project, served as planning committee
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@ -334,7 +345,7 @@ itinerary, etc.) and associated per diem
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with substantiating receipts (or scans of receipts).
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** In the event that it is impractical to obtain a required receipt and/or
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if such receipt has been inadvertently destroyed or lost, the traveler should
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if such receipt has been inadvertently destroyed or lost, the Traveler should
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furnish a written statement to that effect, as well as an explanation
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of the expenditure involved. When possible, secondary documentation (such
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a redacted credit card bill) should be provided instead of the
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