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#LyX 2.0 created this file. For more info see http://www.lyx.org/
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\lyxformat 413
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\begin_document
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\begin_header
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\secnumdepth 3
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\end_header
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\begin_body
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\begin_layout Title
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Software Freedom Conservancy Travel and Reimbursable Expense Policy
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\end_layout
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\begin_layout Section
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Purpose
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\end_layout
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\begin_layout Standard
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This Travel and Reimbursable Expense Policy (
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||||
\begin_inset Quotes eld
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||||
\end_inset
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||||
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||||
Policy
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||||
\begin_inset Quotes erd
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||||
\end_inset
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||||
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||||
) applies to all Conservancy Member Projects (
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\begin_inset Quotes eld
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||||
\end_inset
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||||
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||||
Projects
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\begin_inset Quotes erd
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||||
\end_inset
|
||||
|
||||
) of the Software Freedom Conservancy (
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||||
\begin_inset Quotes eld
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||||
\end_inset
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||||
|
||||
the Conservancy
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\begin_inset Quotes erd
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||||
\end_inset
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||||
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) and has been created to memorialize the Conservancy's reimbursement policies
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relating to travel and other business expenses incurred by employees, project
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volunteers, and while engaged in business on behalf of, or at the behest
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of a Project.
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\end_layout
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||||
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\begin_layout Standard
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||||
The 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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As such, the Conservancy expects persons to use good judgment and to claim
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reimbursement for only those expenses that are necessary and reasonable.
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Excessive expenses, including but not limited to luxury accommodations
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and services unnecessary for or unrelated to the furtherance of the Conservancy
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's charitable mission are not eligible for reimbursement.
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|
||||
\end_layout
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||||
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\begin_layout Standard
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Any travel that adheres to this Policy is considered In-Policy, and does
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not require special approval, so long as the trip has been approved in
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writing by the Conservancy or by a Project's Leasdership Committee (
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\begin_inset Quotes eld
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||||
\end_inset
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||||
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||||
PLC
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\begin_inset Quotes erd
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\end_inset
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||||
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) in a regular and documented PLC vote.
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The Conservancy and/or a PLC can limit the travel expenses to an amount
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less than what would otherwise be considered acceptable according to this
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Policy.
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If so, the smaller budget is the maximum allowed expense.
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\end_layout
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||||
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\begin_layout Section
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Project Leadership Committee Review
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\end_layout
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||||
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\begin_layout Standard
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The Conservancy foresees the need for periodic reasonable exceptions to
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||||
this Policy.
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Persons working on behalf of a specific Project seeking an exception to
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||||
this Policy must petition their PLC to obtain written approval from the
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Conservancy authorizing the exception.
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Persons working directly on behalf of the Conservancy must seeking an exception
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||||
to the Policy must obtain written approval from the Conservancy authorizing
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the exception.
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\end_layout
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||||
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\begin_layout Standard
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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 their
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respective Projects.
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PLCs are also responsible for making available a list of required response
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times for inquiries, including but not limited to, the following two cases:
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a specific number of days to respond to regular reimbursement requests,
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and a specific number of days to respond to preauthorization requests.
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\end_layout
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||||
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\begin_layout Section
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Air Travel
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\end_layout
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\begin_layout Subsection
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Overall Airfare Cost
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\end_layout
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\begin_layout Standard
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Domestic travel greater than U.S.$750 requires Conservancy approval prior
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to booking, even if all other Policy conditions have been met.
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International travel greater than U.S.$1,500 requires Conservancy approval
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||||
prior to booking, even if all other Policy conditions have been met.
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\end_layout
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\begin_layout Subsection
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Class of Service
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\end_layout
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||||
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\begin_layout Standard
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Coach Airfare is the only acceptable class for all flights (domestic and
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international) unless a PLC provides a special exception and a valid reason
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||||
to Conservancy for written approval.
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Team members may use airline mileage programs only after the lowest logical
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||||
fare is obtained.
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||||
Team members should not book out-of-Policy trips (and thus pay a higher
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||||
fare) in order to qualify for a mileage upgrade.
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||||
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||||
\end_layout
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||||
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\begin_layout Subsection
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||||
Advance Purchase
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||||
\end_layout
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||||
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\begin_layout Standard
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||||
Travel should be booked at least 14 days in advance; any travel booked less
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||||
than 14 days in advance requires written preauthorization by Conservancy.
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||||
Flights beyond 365 days in advance also require written preauthorization
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||||
by Conservancy.
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\end_layout
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||||
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\begin_layout Subsection
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||||
Low Fare
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||||
\end_layout
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||||
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\begin_layout Standard
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||||
Conservancy aims to balance cost savings with convenience and considers
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||||
flights that are within U.S.$200 of the lowest logical fare to be within
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||||
Policy.
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Any flights greater than U.S.$200 over the lowest logical fare require written
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||||
pre‐authorization by Conservancy.
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Projects shall use Kayak.com as the comparison shopping site for determining
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||||
the baseline lowest fare.
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\end_layout
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||||
|
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\begin_layout Subsection
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Reasonable Flights
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||||
\end_layout
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||||
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||||
\begin_layout Standard
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||||
Conservancy asks that travellers allow for flexibilty with respect to departure
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||||
times during a desired day of travel, as well as longer trips in order
|
||||
to reduce cost.
|
||||
However, Conservancy does consider flights with two or more connections
|
||||
as unreasonable and does not expect travellers to consider those flight
|
||||
options to be reasonable.
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||||
\end_layout
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||||
|
||||
\begin_layout Subsection
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||||
Out-of-Policy Bookings
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||||
\end_layout
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||||
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\begin_layout Standard
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||||
All travel not adhering to the above Policies are considered Out-of-Policy
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||||
and require written preauthorization by Conservancy.
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||||
\end_layout
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||||
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\begin_layout Subsection
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Excess Baggage
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\end_layout
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\begin_layout Standard
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||||
Charges Should a team member travel on an airline that charges for a single
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||||
piece of checked baggage, such a baggage expense is eligible for reimbursement.
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Team members are responsible for charges on any baggage beyond a single
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piece.
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\end_layout
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\begin_layout Section
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Reimbursable Expenses
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\end_layout
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\begin_layout Standard
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||||
Conservancy will reimburse persons for Project-related expenses that are
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incurred while traveling on approved Project business and/or approved Conservan
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||||
cy business.
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Only necessary, ordinary and reasonable expenses are eligible for reimbursement
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||||
, and only those categories of expenses listed in this document qualify.
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All reimbursement requests must be submiied within 30 days of incursion,
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unless a shorter period of time has been defined by the Executive Board
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for the specific expense.
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\end_layout
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||||
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\begin_layout Subsection
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Lodging
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\end_layout
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\begin_layout Standard
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In some cases, the Project may decide to book lodging on behalf of team
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members.
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In this case, Project‐booked lodging is always considered in‐policy.
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If a team member wants to stay elsewhere, or self-book at the same location,
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the Project will only reimburse the team member the amount that it would
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otherwise have paid.
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Team members are expected to be cost-conscious and prudent when booking
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lodging for Project approved trips.
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Lodging documentation submitied as part of a reimbursement request must
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include a copy of the hotel invoice detailing all charges (credit card
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||||
receipts alone are unacceptable).
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The Project will not reimburse team members for any costs associated with
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an upgrade of room accommodations.
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\end_layout
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\begin_layout Subsection
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Meals and Entertainment
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\end_layout
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\begin_layout Standard
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||||
Meal expenses are reimbursable only for team members, unless preapproved
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by the Executive Board.
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Such expenses can include a gratuity percentage up to 20%.
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Reimbursement for meals is based on actual expenses incurred, up to a limit
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of $70 per person per day.
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In the case of a team member group, one member of the team can pay for
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the entire meal and submit the expense for reimbursement.
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A list of all participants must be included with the reimbursement request.
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\end_layout
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\begin_layout Subsection
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Ground Transportation
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\end_layout
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\begin_layout Standard
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Ground transportation necessary as part of authorized Project trips is considere
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d to be a reasonable expense.
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Public ground transportation, such as taxis, shuttles, buses and municipal
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transit, are generally the most cost-effective options and are the standard
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for eligible ground transportation reimbursements.
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All car rentals require preauthorization by the Executive Board.
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When car rentals have been pre‐approved, the rental of compact cars is
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encouraged; mid‐size vehicles are authorized when necessary (e.g., when compact‐
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sized vehicles are not available or the number of passengers or volume of
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baggage makes a compact vehicle impractical).
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\end_layout
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\begin_layout Subsection
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Rail Transportation
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\end_layout
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\begin_layout Standard
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Rail transportation as a means of travel for an authorized Project trip
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is considered to be a reasonable expense.
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All rail transportation must be in economy class in North America.
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\end_layout
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\begin_layout Subsection
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Use of Personal Vehicles
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\end_layout
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\begin_layout Standard
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When circumstances require team members to utilize their personal vehicles
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for Project purposes, he/she can be reimbursed at the current IRS rate
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per mile, plus any related parking expenses and toll fees.
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\end_layout
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\begin_layout Subsection
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Transportation To and From Local Airport
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\end_layout
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\begin_layout Standard
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As a non-profit charity,
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\end_layout
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\begin_layout Section
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Satisfaction of IRS Requirements
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\end_layout
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\begin_layout Standard
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Reimbursed travel expenses are subject to examination by the Internal Revenue
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Service (IRS).
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Team members are responsible for retaining documentary evidence that all
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expenses are strictly for Project-related purposes, not personal in nature,
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and therefor not includable as taxable income to the team member.
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Receipts are required for all expenses, no matter the amount.
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\end_layout
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\begin_layout Section
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Currency Exchange Rates
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\end_layout
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\begin_layout Standard
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Expenses incurred in foreign currencies will be converted to US dollars
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based on the exchange rate on the date of incursion.
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The currency exchange rate of record shall be the one posted at Oanda.com.
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\end_layout
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\begin_layout Section
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Consequences of Policy Violations
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\end_layout
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\begin_layout Standard
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Failure to comply with this policy may result in the denial of, or delay
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in payment for, reimbursement requests.
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\end_layout
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\begin_layout Section
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Policy Changes
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\end_layout
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\begin_layout Standard
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The Conservancy reserves the right to change any terms of this Policy from
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time to time.
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The Policy of record shall be the Policy most recently distributed by the
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Conservancy.
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\end_layout
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||||
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\end_body
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||||
\end_document
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@ -1,344 +0,0 @@
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Software Freedom Conservancy Travel and Reimbursable Expense
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Policy
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1 Purpose
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||||
This Travel and Reimbursable Expense Policy (“Policy”) applies to
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||||
all Conservancy Member Projects (“Projects”) of Software Freedom
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Conservancy (“Conservancy”) and has been created to memorialize
|
||||
Conservancy's reimbursement policies relating to travel and other
|
||||
business expenses incurred by Conservancy staff, Project
|
||||
Leadership Committee (“PLC”) members, and project volunteers
|
||||
while engaged in business on behalf of, or at the behest of
|
||||
Conservancy and/or a Project (“Travelers”).
|
||||
|
||||
Conservancy must maintain effective control of business‐related
|
||||
expenses in order to maintain its financial viability and tax
|
||||
exempt status. As such, Conservancy expects persons to use good
|
||||
judgment and to claim reimbursement for only those expenses that
|
||||
are necessary and reasonable. Excessive expenses, including but
|
||||
not limited to luxury accommodations and services unnecessary for
|
||||
or unrelated to the furtherance of Conservancy's charitable
|
||||
mission are not eligible for reimbursement.
|
||||
|
||||
Any travel expense that adheres to this Policy is considered
|
||||
In-Policy and does not require special approval, so long as the
|
||||
trip itself has been approved in writing by Conservancy's
|
||||
Executive Director or by a Project's Leadership Committee (“PLC”)
|
||||
in a regular and documented PLC vote. Conservancy and/or a PLC
|
||||
can limit allowable travel expenses to an amount less than what
|
||||
would otherwise be considered acceptable according to this
|
||||
Policy. If so, the smaller budget is the maximum allowed expense.
|
||||
|
||||
2 Project Leadership Committee Review
|
||||
|
||||
Conservancy foresees the need for periodic reasonable exceptions
|
||||
to this Policy. Persons working on behalf of a specific Project
|
||||
seeking an exception to this Policy must petition their PLC to
|
||||
obtain written approval from Conservancy authorizing the
|
||||
exception. Persons working directly on behalf of Conservancy must
|
||||
seeking an exception to the Policy must obtain written approval
|
||||
from Conservancy authorizing the exception.
|
||||
|
||||
PLCs are responsible for creating procedures for requesting
|
||||
exceptions, and submitting to Conservancy reimbursement requests
|
||||
associated with their respective Projects. PLCs are also
|
||||
responsible for making available a list of required response
|
||||
times for inquiries, including but not limited to, the following
|
||||
two cases: a specific number of days to respond to regular
|
||||
reimbursement requests, and a specific number of days to respond
|
||||
to pre-authorization requests.
|
||||
|
||||
3 Air Travel
|
||||
|
||||
3.1 Overall Airfare Cost
|
||||
|
||||
Domestic travel greater than U.S.$750 requires Conservancy
|
||||
approval prior to booking, even if all other Policy conditions
|
||||
have been met. International travel greater than U.S.$1,500
|
||||
requires Conservancy approval prior to booking, even if all other
|
||||
Policy conditions have been met.
|
||||
|
||||
3.2 Class of Service
|
||||
|
||||
Coach Airfare is the only acceptable class for all flights
|
||||
(domestic and international) unless a PLC provides a special
|
||||
exception and a valid reason to Conservancy for written approval.
|
||||
Travelers may select their airline of choice (e.g., for the
|
||||
purpose of collecting airline miles and rewards), provided that
|
||||
the resulting air fare otherwise meets the 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.
|
||||
|
||||
3.3 Advance Purchase
|
||||
|
||||
Travel should be booked at least 14 days in advance; any travel
|
||||
booked less than 14 days in advance requires written
|
||||
pre-authorization by Conservancy. Flights beyond 365 days in
|
||||
advance also require written pre-authorization by Conservancy.
|
||||
|
||||
3.4 Low Fare
|
||||
|
||||
Conservancy aims to balance cost savings with convenience and
|
||||
considers flights that are within U.S.$200 of the lowest logical
|
||||
fare to be within Policy. Any flights greater than U.S.$200 over
|
||||
the lowest logical fare require written pre‐authorization by
|
||||
Conservancy. PLCs shall use Kayak.com as the comparison shopping
|
||||
site for determining the baseline lowest fare.
|
||||
|
||||
3.5 Reasonable Flights
|
||||
|
||||
Conservancy asks that travelers allow for flexibility with
|
||||
respect to departure times during a desired day of travel, as
|
||||
well as longer trips in order to reduce cost. However,
|
||||
Conservancy does consider flights with two or more connections as
|
||||
unreasonable and does not expect travelers to consider those
|
||||
flight options to be reasonable.
|
||||
|
||||
3.6 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. 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.
|
||||
|
||||
3.7 Excess Baggage
|
||||
|
||||
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. Team members are responsible for
|
||||
charges on any baggage beyond a single piece.
|
||||
|
||||
3.8 Out-of-Policy Bookings
|
||||
|
||||
All air travel not adhering to the above Policies are considered
|
||||
Out-of-Policy and require written pre-authorization by
|
||||
Conservancy's Executive Director.
|
||||
|
||||
3.9 Cancellation Fees
|
||||
|
||||
Cancellation fees and other penalties incurred result of a change
|
||||
of plans are reimbursable at Conservancy's discretion. In
|
||||
general, Conservancy shall reimburse such fees if the traveler
|
||||
can submit a 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.
|
||||
|
||||
4 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.
|
||||
|
||||
4.1 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.
|
||||
|
||||
4.2 Meals and Incidental Expenses
|
||||
|
||||
4.2.1 Overview
|
||||
|
||||
Travelers can submit for a per diem for meals and incidental
|
||||
expenses for every day of a trip devoted to PLC- 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 (www.gsa.gov/perdiem), using
|
||||
the ZIP code of the travel destination. For example, a traveler
|
||||
based in Pao 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
|
||||
United States Department of State's “Foreign Per Diem Rates by
|
||||
Location” calculator's “Meals & Incidental Expenses” (M&IE)
|
||||
column (http://aoprals.state.gov/web920/per_diem.asp), using the
|
||||
name of a listed city closest to the travel destination. For
|
||||
example, a traveler based in Pao 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.
|
||||
|
||||
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.
|
||||
|
||||
4.2.2 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 may seek pre-approval from his/her PLC
|
||||
and/or Conservancy for such expenses before the trip.
|
||||
|
||||
4.2.3 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.
|
||||
|
||||
4.2.4 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.
|
||||
|
||||
4.3 Ground Transportation
|
||||
|
||||
Ground transportation necessary as part of authorized Project
|
||||
trips is considered to be a reasonable expense. Public ground
|
||||
transportation, such as taxis, shuttles, buses and municipal
|
||||
transit, are generally the most cost-effective options and are
|
||||
the standard for eligible ground transportation reimbursements.
|
||||
All car rentals require pre-authorization 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).
|
||||
|
||||
4.4 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 class in North America.
|
||||
|
||||
4.5 Use of Personal Vehicles
|
||||
|
||||
When circumstances require travelers to utilize their personal
|
||||
vehicles for Project purposes, he/she can be reimbursed at the
|
||||
current IRS rate per mile, plus any related parking expenses and
|
||||
toll fees.
|
||||
|
||||
5 Non-reimbursable Expenses
|
||||
|
||||
Non-reimbursable expenses are identified throughout this policy.
|
||||
The following items are typically non-reimbursable expenses:
|
||||
|
||||
• Partner, spouse, and/or companion travel
|
||||
|
||||
• First class travel
|
||||
|
||||
• Upgrades to air travel, car rentals, or hotel rooms
|
||||
|
||||
• Purchase of clothing, luggage, toiletries and other
|
||||
miscellaneous personal items
|
||||
|
||||
• Supplemental travel or car rental insurance
|
||||
|
||||
• Fines, penalties, or legal fees
|
||||
|
||||
• Personal entertainment or recreational expenses beyond the
|
||||
allotted per diem
|
||||
|
||||
6 Satisfaction of IRS Requirements
|
||||
|
||||
Reimbursed travel expenses are subject to examination by the
|
||||
Internal Revenue Service (IRS). Travelers are responsible for
|
||||
retaining documentary evidence that all expenses are strictly for
|
||||
Project- and/or 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.
|
||||
|
||||
7 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 the one posted at
|
||||
Oanda.com.
|
||||
|
||||
8 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.
|
||||
|
||||
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.
|
||||
|
||||
9 Expense Reporting
|
||||
|
||||
Travelers seeking reimbursement must submit an expense report to
|
||||
the appropriate channel with the following information:
|
||||
|
||||
• Name of traveler
|
||||
|
||||
• 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”)
|
||||
|
||||
• Number of days traveled (with documentary evidence, e.g.,
|
||||
conference 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 or if such receipt has been inadvertently destroyed,
|
||||
the traveler should furnish a written statement to that
|
||||
effect, as well as an explanation of the expenditure involved
|
||||
|
||||
Any expense without a substantiated receipt and/or a supporting
|
||||
written statement will not be reimbursed.
|
||||
|
||||
Conservancy requests that all expense reports be submitted within
|
||||
two weeks of travel. Expense reports filed more than 60 days
|
||||
after expenses are incurred will not be reimbursed without the
|
||||
approval of Conservancy's Board.
|
||||
|
||||
10 Consequences of Policy Violations
|
||||
|
||||
Failure to comply with this policy may result in the denial of,
|
||||
or delay in payment for, reimbursement requests.
|
||||
|
||||
11 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 distributed by the Conservancy.
|
||||
|
||||
|
|
@ -1,27 +1,19 @@
|
|||
%% LyX 2.0.1 created this file. For more info, see http://www.lyx.org/.
|
||||
%% Do not edit unless you really know what you are doing.
|
||||
\documentclass[english]{article}
|
||||
\usepackage[T1]{fontenc}
|
||||
\usepackage[latin9]{inputenc}
|
||||
\usepackage{babel}
|
||||
\begin{document}
|
||||
Software Freedom Conservancy Travel and Reimbursable Expense Policy
|
||||
===================================================================
|
||||
:Date: 28 March 2012
|
||||
|
||||
\title{Software Freedom Conservancy Travel and Reimbursable Expense Policy }
|
||||
|
||||
\maketitle
|
||||
== Purpose
|
||||
|
||||
\section{Purpose }
|
||||
This Travel and Reimbursable Expense Policy (``Policy'') applies to all
|
||||
Conservancy Member Projects (``Projects'') of Software Freedom Conservancy
|
||||
(``Conservancy'') and has been created to memorialize Conservancy's
|
||||
reimbursement policies relating to travel and other business expenses
|
||||
incurred by Conservancy staff, Project Leadership Committee (``PLC'')
|
||||
members, and project volunteers while engaged in business on behalf of, or
|
||||
at the behest of Conservancy and/or a Project (``Travelers'').
|
||||
|
||||
This Travel and Reimbursable Expense Policy (``Policy'') applies
|
||||
to all Conservancy Member Projects (``Projects'') of Software Freedom
|
||||
Conservancy (``Conservancy'') and has been created to memorialize
|
||||
Conservancy's reimbursement policies relating to travel and other
|
||||
business expenses incurred by Conservancy staff, Project Leadership
|
||||
Committee (``PLC'') members, and project volunteers while engaged
|
||||
in business on behalf of, or at the behest of Conservancy and/or a
|
||||
Project (``Travelers'').
|
||||
|
||||
Conservancy must maintain effective control of business-related expenses
|
||||
Conservancy must maintain effective control of business - related expenses
|
||||
in order to maintain its financial viability and tax exempt status.
|
||||
As such, Conservancy expects persons to use good judgment and to claim
|
||||
reimbursement for only those expenses that are necessary and reasonable.
|
||||
|
|
@ -39,7 +31,7 @@ according to this Policy. If so, the smaller budget is the maximum
|
|||
allowed expense.
|
||||
|
||||
|
||||
\section{Project Leadership Committee Review}
|
||||
== Project Leadership Committee Review
|
||||
|
||||
Conservancy foresees the need for periodic reasonable exceptions to
|
||||
this Policy. Persons working on behalf of a specific Project seeking
|
||||
|
|
@ -58,19 +50,19 @@ respond to regular reimbursement requests, and a specific number of
|
|||
days to respond to pre-authorization requests.
|
||||
|
||||
|
||||
\section{Air Travel}
|
||||
== Air Travel
|
||||
|
||||
|
||||
\subsection{Overall Airfare Cost }
|
||||
=== Overall Airfare Cost
|
||||
|
||||
Domestic travel greater than U.S.\$750 requires Conservancy approval
|
||||
Domestic travel greater than US$750 requires Conservancy approval
|
||||
prior to booking, even if all other Policy conditions have been met.
|
||||
International travel greater than U.S.\$1,500 requires Conservancy
|
||||
International travel greater than US$1,500 requires Conservancy
|
||||
approval prior to booking, even if all other Policy conditions have
|
||||
been met.
|
||||
|
||||
|
||||
\subsection{Class of Service }
|
||||
=== Class of Service
|
||||
|
||||
Coach Airfare is the only acceptable class for all flights (domestic
|
||||
and international) unless a PLC provides a special exception and a
|
||||
|
|
@ -82,7 +74,7 @@ trips (and thus pay a higher fare) in order to qualify for a mileage
|
|||
upgrade.
|
||||
|
||||
|
||||
\subsection{Advance Purchase }
|
||||
=== Advance Purchase
|
||||
|
||||
Travel should be booked at least 14 days in advance; any travel booked
|
||||
less than 14 days in advance requires written pre-authorization by
|
||||
|
|
@ -90,17 +82,17 @@ Conservancy. Flights beyond 365 days in advance also require written
|
|||
pre-authorization by Conservancy.
|
||||
|
||||
|
||||
\subsection{Low Fare}
|
||||
=== Low Fare
|
||||
|
||||
Conservancy aims to balance cost savings with convenience and considers
|
||||
flights that are within U.S.\$200 of the lowest logical fare to be
|
||||
within Policy. Any flights greater than U.S.\$200 over the lowest
|
||||
flights that are within US$200 of the lowest logical fare to be
|
||||
within Policy. Any flights greater than US$200 over the lowest
|
||||
logical fare require written pre-authorization by Conservancy. PLCs
|
||||
shall use Kayak.com as the comparison shopping site for determining
|
||||
the baseline lowest fare.
|
||||
|
||||
|
||||
\subsection{Reasonable Flights }
|
||||
=== Reasonable Flights
|
||||
|
||||
Conservancy asks that travelers allow for flexibility with respect
|
||||
to departure times during a desired day of travel, as well as longer
|
||||
|
|
@ -109,7 +101,7 @@ flights with two or more connections as unreasonable and does not
|
|||
expect travelers to consider those flight options to be reasonable.
|
||||
|
||||
|
||||
\subsection{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
|
||||
|
|
@ -123,7 +115,7 @@ Policy. Other expenses incurred during extra personal days beyond
|
|||
air fare and transportation to and from the airport are not reimbursable.
|
||||
|
||||
|
||||
\subsection{Excess Baggage }
|
||||
=== Excess Baggage
|
||||
|
||||
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.
|
||||
|
|
@ -131,13 +123,12 @@ Team members are responsible for charges on any baggage beyond a single
|
|||
piece.
|
||||
|
||||
|
||||
\subsection{Out-of-Policy Bookings }
|
||||
=== Out-of-Policy Bookings
|
||||
|
||||
All air travel not adhering to the above Policies are considered Out-of-Policy
|
||||
and require written pre-authorization by Conservancy's Executive Director.
|
||||
|
||||
|
||||
\subsection{Cancellation Fees}
|
||||
=== Cancellation Fees
|
||||
|
||||
Cancellation fees and other penalties incurred result of a change
|
||||
of plans are reimbursable at Conservancy's discretion. In general,
|
||||
|
|
@ -149,7 +140,7 @@ without adequate explanation, Conservancy reserves the right to refuse
|
|||
to reimburse the cost of the fees.
|
||||
|
||||
|
||||
\section{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
|
||||
|
|
@ -158,7 +149,7 @@ are eligible for reimbursement, and only those categories of expenses
|
|||
listed in this document qualify.
|
||||
|
||||
|
||||
\subsection{Lodging }
|
||||
=== Lodging
|
||||
|
||||
In some cases, Conservancy or a PLC may decide to book lodging on
|
||||
behalf of travelers. In this case, Conservancy-booked lodging is
|
||||
|
|
@ -173,10 +164,10 @@ reimburse travelers for any costs associated with an upgrade of room
|
|||
accommodations.
|
||||
|
||||
|
||||
\subsection{Meals and Incidental Expenses}
|
||||
=== Meals and Incidental Expenses
|
||||
|
||||
|
||||
\subsubsection{Overview}
|
||||
==== Overview
|
||||
|
||||
Travelers can submit for a per diem for meals and incidental expenses
|
||||
for every day of a trip devoted to PLC- and/or Conservancy-related
|
||||
|
|
@ -188,13 +179,12 @@ based in Pao 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 United States Department
|
||||
of State's ``Foreign Per Diem Rates by Location'' calculator's ``Meals
|
||||
\& Incidental Expenses'' (M\&IE) column (http://aoprals.state.gov/web920/per\_diem.asp),
|
||||
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 Pao 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,
|
||||
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
|
||||
|
|
@ -205,7 +195,7 @@ than those generated by the calculators above. In those instances,
|
|||
travelers will only be able to submit for the lower per diems.
|
||||
|
||||
|
||||
\subsubsection{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
|
||||
|
|
@ -222,7 +212,7 @@ a large group meal may seek pre-approval from his/her PLC and/or Conservancy
|
|||
for such expenses before the trip.
|
||||
|
||||
|
||||
\subsubsection{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
|
||||
|
|
@ -231,14 +221,14 @@ mission. Conservancy recommends that travelers seek pre-approval from
|
|||
their PLC and/or Conservancy for such meals.
|
||||
|
||||
|
||||
\subsubsection{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.
|
||||
|
||||
|
||||
\subsection{Ground Transportation }
|
||||
==== Ground Transportation
|
||||
|
||||
Ground transportation necessary as part of authorized Project trips
|
||||
is considered to be a reasonable expense. Public ground transportation,
|
||||
|
|
@ -252,54 +242,60 @@ vehicles are not available or the number of passengers or volume of
|
|||
baggage makes a compact vehicle impractical).
|
||||
|
||||
|
||||
\subsection{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 class in North America.
|
||||
|
||||
|
||||
\subsection{Use of Personal Vehicles }
|
||||
==== Use of Personal Vehicles
|
||||
|
||||
When circumstances require travelers to utilize their personal vehicles
|
||||
for Project purposes, he/she can be reimbursed at the current IRS
|
||||
rate per mile, plus any related parking expenses and toll fees.
|
||||
|
||||
|
||||
\section{Non-reimbursable Expenses}
|
||||
==== Non-reimbursable Expenses
|
||||
|
||||
Non-reimbursable expenses are identified throughout this policy. The
|
||||
following items are typically non-reimbursable expenses:
|
||||
\begin{itemize}
|
||||
\item Partner, spouse, and/or companion travel
|
||||
\item First class travel
|
||||
\item Upgrades to air travel, car rentals, or hotel rooms
|
||||
\item Purchase of clothing, luggage, toiletries and other miscellaneous
|
||||
personal items
|
||||
\item Supplemental travel or car rental insurance
|
||||
\item Fines, penalties, or legal fees
|
||||
\item Personal entertainment or recreational expenses beyond the allotted
|
||||
per diem
|
||||
\end{itemize}
|
||||
|
||||
\section{Satisfaction of IRS Requirements }
|
||||
* Partner, spouse, and/or companion travel
|
||||
|
||||
* First class travel
|
||||
|
||||
* Upgrades to air travel, car rentals, or hotel rooms
|
||||
|
||||
* Purchase of clothing, luggage, toiletries and other miscellaneous
|
||||
personal items
|
||||
|
||||
* Supplemental travel or car rental insurance
|
||||
|
||||
* Fines, penalties, or legal fees
|
||||
|
||||
* Personal entertainment or recreational expenses beyond the allotted per
|
||||
diem
|
||||
|
||||
|
||||
== Satisfaction of IRS Requirements
|
||||
|
||||
Reimbursed travel expenses are subject to examination by the Internal
|
||||
Revenue Service (IRS). Travelers are responsible for retaining documentary
|
||||
evidence that all expenses are strictly for Project- and/or 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.
|
||||
evidence that all expenses are strictly for Project- and/or
|
||||
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.
|
||||
|
||||
|
||||
\section{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 the one posted at Oanda.com.
|
||||
|
||||
|
||||
\section{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
|
||||
|
|
@ -313,27 +309,29 @@ Treasurer or to another Conservancy Board Member designated by Conservancy's
|
|||
Board.
|
||||
|
||||
|
||||
\section{Expense Reporting}
|
||||
== Expense Reporting
|
||||
|
||||
Travelers seeking reimbursement must submit an expense report to the
|
||||
appropriate channel with the following information:
|
||||
\begin{itemize}
|
||||
\item Name of traveler
|
||||
\item Brief description of trip and trip's purpose (e.g., ``August 2011
|
||||
|
||||
* Name of traveler
|
||||
|
||||
* 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'')
|
||||
\item Number of days traveled (with documentary evidence, e.g., conference
|
||||
|
||||
* Number of days traveled (with documentary evidence, e.g., conference
|
||||
itinerary, etc.) and associated per diem
|
||||
\item List of expenses not covered by per diem (e.g., transportation, lodging)
|
||||
|
||||
* List of expenses not covered by per diem (e.g., transportation, lodging)
|
||||
with substantiating receipts (or scans of receipts)
|
||||
|
||||
\begin{itemize}
|
||||
\item In the event that it is impractical to obtain a required receipt or
|
||||
** In the event that it is impractical to obtain a required receipt or
|
||||
if such receipt has been inadvertently destroyed, the traveler should
|
||||
furnish a written statement to that effect, as well as an explanation
|
||||
of the expenditure involved
|
||||
\end{itemize}
|
||||
\end{itemize}
|
||||
|
||||
|
||||
Any expense without a substantiated receipt and/or a supporting written
|
||||
statement will not be reimbursed.
|
||||
|
||||
|
|
@ -343,15 +341,15 @@ expenses are incurred will not be reimbursed without the approval
|
|||
of Conservancy's Board.
|
||||
|
||||
|
||||
\section{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.
|
||||
Failure to comply with this policy may result in the denial of, or delay
|
||||
in payment for, reimbursement requests.
|
||||
|
||||
|
||||
\section{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
|
||||
distributed by the Conservancy.
|
||||
\end{document}
|
||||
|
||||
Loading…
Reference in a new issue