398 lines
11 KiB
Text
398 lines
11 KiB
Text
#LyX 2.0 created this file. For more info see http://www.lyx.org/
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\begin_header
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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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Policy
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\begin_inset Quotes erd
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\end_inset
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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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Projects
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\begin_inset Quotes erd
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\end_inset
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) 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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) 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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\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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\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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PLC
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\begin_inset Quotes erd
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\end_inset
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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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\begin_layout Section
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Project Leadership Committee Review
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\end_layout
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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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\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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\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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\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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\end_layout
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\begin_layout Subsection
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Advance Purchase
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\end_layout
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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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\begin_layout Subsection
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Low Fare
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\end_layout
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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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\begin_layout Subsection
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Reasonable Flights
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\end_layout
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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
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to reduce cost.
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However, Conservancy does consider flights with two or more connections
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as unreasonable and does not expect travellers to consider those flight
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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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\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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\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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\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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\end_body
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\end_document
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