Conservancy/policies
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Travel: Copyediting throughout.

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Brett Smith 2017-08-24 16:43:26 -04:00
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Travel/conservancy-travel-policy.md
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@ -74,26 +74,26 @@ Keep and submit PDFs of the following, as applicable:
* Your fare search (i.e., a screen shot) * Your fare search (i.e., a screen shot)
* Your plane/rail ticket (e-confirmation of purchase is sufficient) * Your plane and rail tickets (e-confirmation of purchase is sufficient)
* Your hotel/lodging invoice * Your hotel/lodging invoice
### Per Diem ### Per Diem
* Use your per-diem to cover meals and incidental expenses. * Use your per diem to cover meals and incidental expenses.
* Your total per diem allowance follows the rates published for your * Your total per diem allowance follows the rates published for your
destination. See the "Rates" section below for details. destination. See the "Rates" section below for details.
* Try to be frugal - GSM per-diem rates are rather generous. * Try to be frugal: per diem rates are rather generous.
* When attending a conference where food is included, Do The Right * When attending a conference where food is included, Do The Right
Thing and claim a lower per-diem. Thing and claim a lower per diem.
### Reimbursement ### Reimbursement
* To receive reimbursement, send hotel and flight/rail receipt, * To receive reimbursement, send transportation and hotel receipts,
along with a list of Per Diem days and totals to along with a list of per diem days and totals, to
<accounting@sfconservancy.org>. Refer to the Expense Report <accounting@sfconservancy.org>. Refer to the Expense Report
section below for details. section below for details.
@ -142,7 +142,7 @@ the following, in a self contained email (with attachments as necessary),
cc'ing your Project Leadership Committee address (PROJECT@sfconservancy.org) cc'ing your Project Leadership Committee address (PROJECT@sfconservancy.org)
for Project approval: for Project approval:
* a brief paragraph explaining what was accomplished for the project * A brief paragraph explaining what was accomplished for the project
during your travel and/or with the funds being reimbursed. This can during your travel and/or with the funds being reimbursed. This can
be informal; it's just for our records to confirm the travel advanced be informal; it's just for our records to confirm the travel advanced
the not-for-profit mission of both Conservancy and the project. the not-for-profit mission of both Conservancy and the project.
@ -307,7 +307,7 @@ Coach and/or Economy Airfare is the only acceptable class for all flights
a valid reason (such as a need for business class due to a documented a valid reason (such as a need for business class due to a documented
medical reason) to Conservancy for written approval. Travelers may select medical reason) to Conservancy for written approval. Travelers may select
their airline of choice (e.g., for the purpose of collecting airline miles their airline of choice (e.g., for the purpose of collecting airline miles
and rewards), provided that the resulting air fare otherwise meets the and rewards), provided that the resulting fare otherwise meets the
requirements of this Policy. Travelers should not book out-of-Policy trips requirements of this Policy. Travelers should not book out-of-Policy trips
(and thus pay a higher fare) in order to qualify for a mileage upgrade. (and thus pay a higher fare) in order to qualify for a mileage upgrade.
@ -473,15 +473,15 @@ conference has provided food, or food is provided in some other form, or
the costs the Traveler incurs are lower than this rate, then the Traveler the costs the Traveler incurs are lower than this rate, then the Traveler
should reasonably reduce their per diem claim. should reasonably reduce their per diem claim.
PLCs and/or Conservancy have the authority to set lower per diems PLCs and/or Conservancy have the authority to set lower per diem rates
than those generated by the calculators above. In those instances, 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 diem rates.
#### 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
opportunity to submit for separate per diems after the trip. opportunity to submit for separate per diem reimbursements after the trip.
For clarification purposes, this Policy does not relate to planned For clarification purposes, this Policy does not relate to planned
group events that include meals and/or refreshments (e.g., a PLC-organized group events that include meals and/or refreshments (e.g., a PLC-organized
@ -499,8 +499,8 @@ and Conservancy's mission.
#### 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
meals in order to further a PLC's technical direction and/or Conservancy's meals in order to further a PLC's technical direction and/or Conservancy's
mission. Conservancy recommends that Travelers seek pre-approval from 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.
@ -536,7 +536,7 @@ Internet access/wi-fi fees charged by a hotel are reimbursable, provided
that they are listed on the hotel/lodging invoice submitted for that they are listed on the hotel/lodging invoice submitted for
reimbursement. Other internet access fees (e.g., airport internet reimbursement. Other internet access fees (e.g., airport internet
services, personal wi-fi hotspots, internet cafes) are not reimbursable services, personal wi-fi hotspots, internet cafes) are not reimbursable
except as incidental expenses to be covered by a Traveler's per-diem. except as incidental expenses to be covered by a Traveler's per diem.
## Non-reimbursable Expenses ## Non-reimbursable Expenses