Travel/Conservancy-Travel-Policy.tex

@@ -16,8 +16,9 @@ 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 employees, project volunteers, and while
+business expenses incurred by Conservancy staff, Project Leadership
-engaged in business on behalf of, or at the behest Conservancy or
+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
@@ -54,7 +55,7 @@ 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. 
+days to respond to pre-authorization requests. 
 
 
 \section{Air Travel}
@@ -84,9 +85,9 @@ upgrade.
 \subsection{Advance Purchase }
 
 Travel should be booked at least 14 days in advance; any travel booked
-less than 14 days in advance requires written preauthorization by
+less than 14 days in advance requires written pre-authorization by
 Conservancy. Flights beyond 365 days in advance also require written
-preauthorization by Conservancy. 
+pre-authorization by Conservancy. 
 
 
 \subsection{Low Fare}
@@ -133,7 +134,7 @@ piece.
 \subsection{Out-of-Policy Bookings }
 
 All air travel not adhering to the above Policies are considered Out-of-Policy
-and require written preauthorization by Conservancy's Executive Director.
+and require written pre-authorization by Conservancy's Executive Director.
 
 
 \subsection{Cancellation Fees}
@@ -172,78 +173,69 @@ reimburse travelers for any costs associated with an upgrade of room
 accommodations. 
 
 
-\subsection{Meals \& Incidental Expenses}
+\subsection{Meals and Incidental Expenses}
 
 
-\subsubsection{Overview. }
+\subsubsection{Overview}
 
-Travelers can submit for reimbursement receipts for meals and incidental
+Travelers can submit for a per diem for meals and incidental expenses
-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
-mission work, including the day(s) of travel itself. Expenses shall
+mission work, including the day(s) of travel itself. Maximum per diem
-be reimbursed up to a ``per diem'' limit. Per diem limits within
+rates for travel within the United States shall be based on the United
-the United States shall be based on the United States General Services
+States General Services Administration's Per Diem calculator (www.gsa.gov/perdiem),
-Administration's Per Diem calculator (www.gsa.gov/perdiem), using
+using the ZIP code of the travel destination. For example, a traveler
-the ZIP code of the travel destination. For example, a traveler based
+based in Pao Alto, CA heading to a conference in Atlanta, GA (with
-in Pao Alto, CA heading to a conference in Atlanta, GA (with a layover
+a layover in Dallas, TX each way) will use the ZIP code of the destination
-in Dallas, TX each way) will use the ZIP code of the destination in
+in Atlanta to calculate the maximum per diem for the entire trip,
-Atlanta to calculate the per diem for the entire trip, including days
+including days of travel. Maximum per diem rates for locations outside
-of travel. Per diem rates for locations outside of the United States
+of the United States shall be based on the United States Department
-shall be based on the United States Department of State's ``Foreign
+of State's ``Foreign Per Diem Rates by Location'' calculator's ``Meals
-Per Diem Rates by Location'' calculator's ``Meals \& Incidental
+\& Incidental Expenses'' (M\&IE) column (http://aoprals.state.gov/web920/per\_diem.asp),
-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) will use an M\&IE
+in London, England (with a layover in New York City) has a maximum
-per diem for London for the entire trip, including days of travel. 
+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. 
 
 
-\subsubsection{Group Meals}
+\subsubsection{Group Meals }
 
-For groups of travelers on an In-Policy trip, a single traveler can
+For groups of travelers on an In-Policy trip, each traveler should
-submit for reimbursement a receipt for a group meal. To do so, that
+pay for his/her own meals, seeing as all participants will have an
-traveler must include the names of the other travelers who participated
+opportunity to submit for separate per diems after the trip. 
-the meal in his/her expense report, and the average cost of each meal
-will be applied towards the per diem limit for each traveler. Travelers
-may not submit for reimbursement the cost of meals and incidental
-expenses for third parties not traveling at the behest of the PLC
-and/or Conservancy (e.g., friends, contacts met at a conference, etc.)
-unless the purpose of the meal is within the PLC's technical objective
-and/or Conservancy's mission. However, even reimbursable meals within
-third parties are subject to the traveler's calculated per diem limit.
-As an example, a traveler may expense a lunch with a contact met at
-a conference to discuss trending issues relating to free software.
-The expense of both meals would be reimbursable up to the limits of
-the traveler's per diem. In contrast, if that same traveler had dinner
-with an old college friend in town to catch up, only the traveler's
-meal would be reimbursable. The college friend's meal would not be
-reimbursable, even if the traveler's daily meals and incidental expenses
-were otherwise under his/her per diem limit. 
 
-PLCs and/or Conservancy retain the right to allocate a separate budget
+For clarification purposes, this Policy does not relate to planned
-for anticipated large group meals beyond the individual per diem limits
+group events that include meals and/or refreshments (e.g., a PLC-organized
-of each traveler, provided that they are wtihin the PLC's technical
+conference that includes lunch for all attendees). Further, PLCs and/or
-objectives and/or Conservancy's mission. Travelers anticipating a
+Conservancy retain the right to allocate a separate budget for anticipated
-need to cover such a large group meal may seek pre-approval from his/her
+large group meals beyond the individual per diem limits of each traveler,
-PLC and/or Conservancy for such expenses before the trip. If pre-approval
+provided that they are within the PLC's technical objectives and/or
-is granted, the expenses of the large group meal will not be counted
+Conservancy's mission. Travelers anticipating a need to cover such
-toward the individual per diem limits of any participants traveling
+a large group meal may seek pre-approval from his/her PLC and/or Conservancy
-on behalf of his/her PLC and/or Conservancy.
+for such expenses before the trip. 
 
 
-\subsubsection{No Entitlement to Balance of Per Diem}
+\subsubsection{Meals For Organizational Development}
 
-Travelers who submit for reimbursement receipts that total up to less
+Travelers may occasionally have the need to invite third parties,
-than the available per diem for their location shall not be entitled
+e.g., prospective donors, contributors, community members, etc., to
-to the balance of the per diem as a pay out. Travelers who book itineraries
+meals in order to further a PLC's technical direction and/or Conservancy's
-that include extra days for personal reasons will not be allotted
+mission. Conservancy recommends that travelers seek pre-approval from
-a per diem for the additional days. 
+their PLC and/or Conservancy for such meals. 
 
 
 \subsubsection{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 reimbursable, and count
+a mobile phone in international travel) are not reimbursable as an
-towards a traveler's per diem. 
+expense separate from the allocated per diem. 
 
 
 \subsection{Ground Transportation }
@@ -251,7 +243,7 @@ towards a traveler's per diem.
 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
+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;
@@ -286,7 +278,7 @@ following items are typically non-reimbursable expenses:
 personal items 
 \item Supplemental travel or car rental insurance
 \item Fines, penalties, or legal fees
-\item Personal entertainment or recreational expenses beyond the alotted
+\item Personal entertainment or recreational expenses beyond the allotted
 per diem
 \end{itemize}
 
@@ -294,10 +286,10 @@ per diem
 
 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-related purposes,
+evidence that all expenses are strictly for Project- and/or Conservancy-related
-not personal in nature, and therefor not includable as taxable income
+purposes, not personal in nature, and therefore not includable as
-to the traveler. Receipts are required for all expenses, no matter
+taxable income to the traveler. Receipts are required for all expenses,
-the amount.
+no matter the amount.
 
 
 \section{Currency Exchange Rates }
@@ -307,22 +299,41 @@ 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}
+
+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. 
+
+
 \section{Expense Reporting}
 
-Travelers seeking reimbursement must submit an expense report to Conservancy
+Travelers seeking reimbursement must submit an expense report to the
-with the following information:
+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
 trip to XYZ conference for ABC project, served as planning committee
 member''; ``Feb. '12 FOO hackfest in Portland, OR; contributed code'')
-\item Itemized list of expenses
+\item Number of days traveled (with documentary evidence, e.g., conference
-\item Receipts (or scans of receipts) to substantiate each expense
+itinerary, etc.) and associated per diem
+\item 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
 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. 
 

Travel/Conservancy-Travel-Policy.txt

@@ -0,0 +1,344 @@
+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. 
+