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Travel/Conservancy-Travel-Policy.lyx
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#LyX 2.0 created this file. For more info see http://www.lyx.org/
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\begin_body
\begin_layout Title
Software Freedom Conservancy Travel and Reimbursable Expense Policy
\end_layout
\begin_layout Section
Purpose
\end_layout
\begin_layout Standard
This Travel and Reimbursable Expense Policy (
\begin_inset Quotes eld
\end_inset
Policy
\begin_inset Quotes erd
\end_inset
) applies to all Conservancy Member Projects (
\begin_inset Quotes eld
\end_inset
Projects
\begin_inset Quotes erd
\end_inset
) of the Software Freedom Conservancy (
\begin_inset Quotes eld
\end_inset
the Conservancy
\begin_inset Quotes erd
\end_inset
) and has been created to memorialize the Conservancy's reimbursement policies
relating to travel and other business expenses incurred by employees, project
volunteers, and while engaged in business on behalf of, or at the behest
of a Project.
\end_layout
\begin_layout Standard
The Conservancy must maintain effective control of business­‐related expenses
in order to maintain its financial viability and tax exempt status.
As such, the Conservancy expects persons to use good judgment and to claim
reimbursement for only those expenses that are necessary and reasonable.
Excessive expenses, including but not limited to luxury accommodations
and services unnecessary for or unrelated to the furtherance of the Conservancy
's charitable mission are not eligible for reimbursement.
\end_layout
\begin_layout Standard
Any travel that adheres to this Policy is considered In-Policy, and does
not require special approval, so long as the trip has been approved in
writing by the Conservancy or by a Project's Leasdership Committee (
\begin_inset Quotes eld
\end_inset
PLC
\begin_inset Quotes erd
\end_inset
) in a regular and documented PLC vote.
The Conservancy and/or a PLC can limit the 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.
\end_layout
\begin_layout Section
Project Leadership Committee Review
\end_layout
\begin_layout Standard
The 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 the
Conservancy authorizing the exception.
Persons working directly on behalf of the Conservancy must seeking an exception
to the Policy must obtain written approval from the Conservancy authorizing
the exception.
\end_layout
\begin_layout Standard
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 preauthorization requests.
\end_layout
\begin_layout Section
Air Travel
\end_layout
\begin_layout Subsection
Overall Airfare Cost
\end_layout
\begin_layout Standard
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.
\end_layout
\begin_layout Subsection
Class of Service
\end_layout
\begin_layout Standard
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.
Team members may use airline mileage programs only after the lowest logical
fare is obtained.
Team members should not book out-of-Policy trips (and thus pay a higher
fare) in order to qualify for a mileage upgrade.
\end_layout
\begin_layout Subsection
Advance Purchase
\end_layout
\begin_layout Standard
Travel should be booked at least 14 days in advance; any travel booked less
than 14 days in advance requires written preauthorization by Conservancy.
Flights beyond 365 days in advance also require written preauthorization
by Conservancy.
\end_layout
\begin_layout Subsection
Low Fare
\end_layout
\begin_layout Standard
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.
Projects shall use Kayak.com as the comparison shopping site for determining
the baseline lowest fare.
\end_layout
\begin_layout Subsection
Reasonable Flights
\end_layout
\begin_layout Standard
Conservancy asks that travellers allow for flexibilty 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 travellers to consider those flight
options to be reasonable.
\end_layout
\begin_layout Subsection
Out-of-Policy Bookings
\end_layout
\begin_layout Standard
All travel not adhering to the above Policies are considered Out-of-Policy
and require written preauthorization by Conservancy.
\end_layout
\begin_layout Subsection
Excess Baggage
\end_layout
\begin_layout Standard
Charges 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.
\end_layout
\begin_layout Section
Reimbursable Expenses
\end_layout
\begin_layout Standard
Conservancy will reimburse persons for Project-related expenses that are
incurred while traveling on approved Project business and/or approved Conservan
cy business.
Only necessary, ordinary and reasonable expenses are eligible for reimbursement
, and only those categories of expenses listed in this document qualify.
All reimbursement requests must be submiied within 30 days of incursion,
unless a shorter period of time has been defined by the Executive Board
for the specific expense.
\end_layout
\begin_layout Subsection
Lodging
\end_layout
\begin_layout Standard
In some cases, the Project may decide to book lodging on behalf of team
members.
In this case, Project­‐booked lodging is always considered in­‐policy.
If a team member wants to stay elsewhere, or self-book at the same location,
the Project will only reimburse the team member the amount that it would
otherwise have paid.
Team members are expected to be cost-conscious and prudent when booking
lodging for Project approved trips.
Lodging documentation submitied as part of a reimbursement request must
include a copy of the hotel invoice detailing all charges (credit card
receipts alone are unacceptable).
The Project will not reimburse team members for any costs associated with
an upgrade of room accommodations.
\end_layout
\begin_layout Subsection
Meals and Entertainment
\end_layout
\begin_layout Standard
Meal expenses are reimbursable only for team members, unless preapproved
by the Executive Board.
Such expenses can include a gratuity percentage up to 20%.
Reimbursement for meals is based on actual expenses incurred, up to a limit
of $70 per person per day.
In the case of a team member group, one member of the team can pay for
the entire meal and submit the expense for reimbursement.
A list of all participants must be included with the reimbursement request.
\end_layout
\begin_layout Subsection
Ground Transportation
\end_layout
\begin_layout Standard
Ground transportation necessary as part of authorized Project trips is considere
d 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 preauthorization by the Executive Board.
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).
\end_layout
\begin_layout Subsection
Rail Transportation
\end_layout
\begin_layout Standard
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.
\end_layout
\begin_layout Subsection
Use of Personal Vehicles
\end_layout
\begin_layout Standard
When circumstances require team members 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.
\end_layout
\begin_layout Subsection
Transportation To and From Local Airport
\end_layout
\begin_layout Standard
As a non-profit charity,
\end_layout
\begin_layout Section
Satisfaction of IRS Requirements
\end_layout
\begin_layout Standard
Reimbursed travel expenses are subject to examination by the Internal Revenue
Service (IRS).
Team members are responsible for retaining documentary evidence that all
expenses are strictly for Project-related purposes, not personal in nature,
and therefor not includable as taxable income to the team member.
Receipts are required for all expenses, no matter the amount.
\end_layout
\begin_layout Section
Currency Exchange Rates
\end_layout
\begin_layout Standard
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.
\end_layout
\begin_layout Section
Consequences of Policy Violations
\end_layout
\begin_layout Standard
Failure to comply with this policy may result in the denial of, or delay
in payment for, reimbursement requests.
\end_layout
\begin_layout Section
Policy Changes
\end_layout
\begin_layout Standard
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_layout
\end_body
\end_document

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Software Freedom Conservancy Travel and Reimbursable Expense
Policy
1 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”).
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.

166
Travel/Conservancy-Travel-Policy.tex → Travel/conservancy-travel-policy.txt
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@ -1,27 +1,19 @@
%% LyX 2.0.1 created this file. For more info, see http://www.lyx.org/. Software Freedom Conservancy Travel and Reimbursable Expense Policy
%% Do not edit unless you really know what you are doing. ===================================================================
\documentclass[english]{article} :Date: 28 March 2012
\usepackage[T1]{fontenc}
\usepackage[latin9]{inputenc}
\usepackage{babel}
\begin{document}
\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 Conservancy must maintain effective control of business ­- related expenses
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
in order to maintain its financial viability and tax exempt status. in order to maintain its financial viability and tax exempt status.
As such, Conservancy expects persons to use good judgment and to claim As such, Conservancy expects persons to use good judgment and to claim
reimbursement for only those expenses that are necessary and reasonable. 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. allowed expense.
\section{Project Leadership Committee Review} == Project Leadership Committee Review
Conservancy foresees the need for periodic reasonable exceptions to Conservancy foresees the need for periodic reasonable exceptions to
this Policy. Persons working on behalf of a specific Project seeking 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. 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. 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 approval prior to booking, even if all other Policy conditions have
been met. been met.
\subsection{Class of Service } === Class of Service
Coach Airfare is the only acceptable class for all flights (domestic Coach Airfare is the only acceptable class for all flights (domestic
and international) unless a PLC provides a special exception and a 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. upgrade.
\subsection{Advance Purchase } === Advance Purchase
Travel should be booked at least 14 days in advance; any travel booked Travel should be booked at least 14 days in advance; any travel booked
less than 14 days in advance requires written pre-authorization by less than 14 days in advance requires written pre-authorization by
@ -90,17 +82,17 @@ Conservancy. Flights beyond 365 days in advance also require written
pre-authorization by Conservancy. pre-authorization by Conservancy.
\subsection{Low Fare} === Low Fare
Conservancy aims to balance cost savings with convenience and considers Conservancy aims to balance cost savings with convenience and considers
flights that are within U.S.\$200 of the lowest logical fare to be flights that are within US$200 of the lowest logical fare to be
within Policy. Any flights greater than U.S.\$200 over the lowest within Policy. Any flights greater than US$200 over the lowest
logical fare require written pre­-authorization by Conservancy. PLCs logical fare require written pre­-authorization by Conservancy. PLCs
shall use Kayak.com as the comparison shopping site for determining shall use Kayak.com as the comparison shopping site for determining
the baseline lowest fare. the baseline lowest fare.
\subsection{Reasonable Flights } === Reasonable Flights
Conservancy asks that travelers allow for flexibility with respect Conservancy asks that travelers allow for flexibility with respect
to departure times during a desired day of travel, as well as longer to departure times during a desired day of travel, as well as longer
@ -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. 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 Travelers often seek to add extra days before or after an approved
trip (e.g., the weekend before a conference). A traveler may seek 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. 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 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. 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. piece.
\subsection{Out-of-Policy Bookings } === Out-of-Policy Bookings
All air travel not adhering to the above Policies are considered Out-of-Policy All air travel not adhering to the above Policies are considered Out-of-Policy
and require written pre-authorization by Conservancy's Executive Director. and require written pre-authorization by Conservancy's Executive Director.
=== Cancellation Fees
\subsection{Cancellation Fees}
Cancellation fees and other penalties incurred result of a change Cancellation fees and other penalties incurred result of a change
of plans are reimbursable at Conservancy's discretion. In general, of plans are reimbursable at Conservancy's discretion. In general,
@ -149,7 +140,7 @@ without adequate explanation, Conservancy reserves the right to refuse
to reimburse the cost of the fees. to reimburse the cost of the fees.
\section{Other Reimbursable Expenses } == Other Reimbursable Expenses
Conservancy will reimburse persons for Project-related expenses that Conservancy will reimburse persons for Project-related expenses that
are incurred while traveling on approved Project business and/or approved 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. listed in this document qualify.
\subsection{Lodging } === Lodging
In some cases, Conservancy or a PLC may decide to book lodging on In some cases, Conservancy or a PLC may decide to book lodging on
behalf of travelers. In this case, Conservancy­-booked lodging is 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. 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 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 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 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, in Atlanta to calculate the maximum per diem for the entire trip,
including days of travel. Maximum per diem rates for locations outside including days of travel. Maximum per diem rates for locations outside
of the United States shall be based on the United States Department of the United States shall be based on the
of State's ``Foreign Per Diem Rates by Location'' calculator's ``Meals 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,
\& 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. using the name of a listed city closest to the travel destination.
For example, a traveler based in Pao Alto heading to a conference 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 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. including days of travel.
Conservancy encourages travelers to be conservative with their per 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. 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 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 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. 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, Travelers may occasionally have the need to invite third parties,
e.g., prospective donors, contributors, community members, etc., to 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. 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 Charges for personal phone calls (e.g., made from a hotel, or via
a mobile phone in international travel) are not reimbursable as an a mobile phone in international travel) are not reimbursable as an
expense separate from the allocated per diem. expense separate from the allocated per diem.
\subsection{Ground Transportation } ==== Ground Transportation
Ground transportation necessary as part of authorized Project trips Ground transportation necessary as part of authorized Project trips
is considered to be a reasonable expense. Public ground transportation, 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). baggage makes a compact vehicle impractical).
\subsection{Rail Transportation} ==== Rail Transportation}
Rail transportation as a means of travel for an authorized Project Rail transportation as a means of travel for an authorized Project
trip is considered to be a reasonable expense. All rail transportation trip is considered to be a reasonable expense. All rail transportation
must be in economy class in North America. 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 When circumstances require travelers to utilize their personal vehicles
for Project purposes, he/she can be reimbursed at the current IRS for Project purposes, he/she can be reimbursed at the current IRS
rate per mile, plus any related parking expenses and toll fees. 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 Non-reimbursable expenses are identified throughout this policy. The
following items are typically non-reimbursable expenses: 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 Reimbursed travel expenses are subject to examination by the Internal
Revenue Service (IRS). Travelers are responsible for retaining documentary Revenue Service (IRS). Travelers are responsible for retaining documentary
evidence that all expenses are strictly for Project- and/or Conservancy-related evidence that all expenses are strictly for Project- and/or
purposes, not personal in nature, and therefore not includable as Conservancy-related purposes, not personal in nature, and therefore not
taxable income to the traveler. Receipts are required for all expenses, includable as taxable income to the traveler. Receipts are required for
no matter the amount. all expenses, no matter the amount.
\section{Currency Exchange Rates } == Currency Exchange Rates
Expenses incurred in foreign currencies will be converted to US dollars Expenses incurred in foreign currencies will be converted to US dollars
based on the exchange rate on the date of incursion. The currency based on the exchange rate on the date of incursion. The currency
exchange rate of record shall be the one posted at Oanda.com. 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 Travelers traveling on behalf of a Project must seek approvals and
submit expense reports to their PLC. PLCs are to review those expense 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. Board.
\section{Expense Reporting} == Expense Reporting
Travelers seeking reimbursement must submit an expense report to the Travelers seeking reimbursement must submit an expense report to the
appropriate channel with the following information: appropriate channel with the following information:
\begin{itemize}
\item Name of traveler * Name of traveler
\item Brief description of trip and trip's purpose (e.g., ``August 2011
* Brief description of trip and trip's purpose (e.g., ``August 2011
trip to XYZ conference for ABC project, served as planning committee trip to XYZ conference for ABC project, served as planning committee
member''; ``Feb. '12 FOO hackfest in Portland, OR; contributed code'') 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 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) with substantiating receipts (or scans of receipts)
\begin{itemize} ** In the event that it is impractical to obtain a required receipt or
\item In the event that it is impractical to obtain a required receipt or
if such receipt has been inadvertently destroyed, the traveler should if such receipt has been inadvertently destroyed, the traveler should
furnish a written statement to that effect, as well as an explanation furnish a written statement to that effect, as well as an explanation
of the expenditure involved of the expenditure involved
\end{itemize}
\end{itemize}
Any expense without a substantiated receipt and/or a supporting written Any expense without a substantiated receipt and/or a supporting written
statement will not be reimbursed. statement will not be reimbursed.
@ -343,15 +341,15 @@ expenses are incurred will not be reimbursed without the approval
of Conservancy's Board. 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 Failure to comply with this policy may result in the denial of, or delay
delay in payment for, reimbursement requests. in payment for, reimbursement requests.
\section{Policy Changes } == Policy Changes
The Conservancy reserves the right to change any terms of this Policy 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 from time to time. The Policy of record shall be the Policy most recently
distributed by the Conservancy. distributed by the Conservancy.
\end{document}