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Clearly organize text to pre-approval required if Per-Diem Lodging rates exceeded.

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Based on discussion with Conservancy's Treasurer, I reworked this section
to clearly state that Conservancy can approve higher rates for hotels, but
that such approval should be done before travel begins.  I also cut down
some of the extra detail in this section that I think is obvious (i.e.,
how to use the GSA website).
This commit is contained in:
Bradley M. Kuhn 2012-09-28 14:27:57 +00:00
parent 2fd4b5ed0e
commit d8aadc0bbe
1 changed files with 21 additions and 19 deletions
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40
Travel/conservancy-travel-policy.txt
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@ -175,26 +175,28 @@ their destination.
== Lodging
In some cases, Conservancy or a PLC may decide to book lodging on
behalf of Travelers. In this case, Conservancy-booked lodging is
always considered In-Policy. If a Traveler wants to stay elsewhere
or self-book at the same location, Conservancy will only reimburse
the Traveler up to the amount specified in the "Loding" column of the
http://www.gsa.gov/perdiem[United States General Services Administration's
Per Diem calculator], using the ZIP code of the travel destination.
For example, a Traveler based in Palo Alto, CA heading to a conference in
Atlanta, GA (with a layover in Dallas, TX each way) will use the ZIP code
of the destination in Atlanta to calculate the maximum per diem for the
entire trip, including days of travel. Travelers seeking to be reimbursed
beyond that rate must obtain written approvel from their PLC and from
Conservancy.
Travelers are expected to be cost-conscious and prudent when booking
lodging for approved trips, and to verify that rates are within the
established per-diem rates for the geographic area of travel.
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.
If the cost per-diem of lodging chosen by the Traveler and/or the PLC
exceeds the
http://www.gsa.gov/perdiem[United States General Services Administration's Per Diem calculator]'s ``Max lodging'' column and/or
http://aoprals.state.gov/web920/per_diem.asp[United States Department of State's ``Foreign Per Diem Rates by Location'' calculator]'s
``Maximum Lodging Rate column'' for the given location, the Traveler
and/or the PLC *must* obtain written
pre-approval from Conservancy and the PLC before booking the hotel. If
written pre-approval is not sought or is not granted, Conservancy will only
reimburse up to the amount in the rate table above.
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.
In some cases, Conservancy, upon consultation with the PLC, may decide to
book lodging on behalf of Travelers. In this case, Conservancy-booked
lodging is always considered In-Policy.
== Other Reimbursable Expenses