From b902dcaaf291e44c6c20674406c264932e4ad37a Mon Sep 17 00:00:00 2001 From: Daniel Pono Takamori Date: Wed, 13 Dec 2023 12:57:48 -1000 Subject: [PATCH] update travel policy policies.git 2023-12-13 commit b78549cbc630463374e2bd50db187eedda9b75bd --- ...549cbc630463374e2bd50db187eedda9b75bd.html | 779 ++++++++++++++++++ .../policies/conservancy-travel-policy.html | 2 +- 2 files changed, 780 insertions(+), 1 deletion(-) create mode 100644 conservancy/static/projects/policies/conservancy-travel-policy.b78549cbc630463374e2bd50db187eedda9b75bd.html diff --git a/conservancy/static/projects/policies/conservancy-travel-policy.b78549cbc630463374e2bd50db187eedda9b75bd.html b/conservancy/static/projects/policies/conservancy-travel-policy.b78549cbc630463374e2bd50db187eedda9b75bd.html new file mode 100644 index 00000000..8dd8df30 --- /dev/null +++ b/conservancy/static/projects/policies/conservancy-travel-policy.b78549cbc630463374e2bd50db187eedda9b75bd.html @@ -0,0 +1,779 @@ +{% extends "base_projects.html" %} +{% block subtitle %}Travel and Reimbursable Expense Policy - {% endblock %} +{% block submenuselection %}Policies{% endblock %} +{% block content %} + +

Software Freedom Conservancy Travel and Reimbursable Expense Policy

+

COVID-19 Travel Policy Amendment, 2022-07-25

+

The travel hiatus instituted by Software Freedom Conservancy from 2022-03-27 +through 2022-07-25 has been lifted. In its place is the following amendment +to our policy, effective 14 July 2022:

+

Software Freedom Conservancy recommends against travel due to the risks to +travelers and others from the ongoing COVID-19 pandemic/epidemic. No +volunteer, contractor or staffer is required by SFC to undertake any travel +whatsoever at this time. Those travelers who have evaluated the risks and +still choose to travel may be reimbursed under our standard policy. As such, +travelers will personally assume any additional expenses or liability arising +from the travel and their exposure to COVID-19, including extended hotel +stays, medical fees or any other unexpected expenses due to illness.

+

In addition to the expenses reimbursed in the travel policy, Conservancy will +reimburse any traveler up to four COVID-19 home tests used to assess the +safety of travel or whether the traveler should isolate or increase their mask +usage. Conservancy will also reimburse the purchase of one N95 or KN95 mask +for each day of travel. Conservancy strongly recommends wearing high quality +masks at all times during funded travel that the traveler is indoors in the +same room as other people, and outdoors when in close proximity to other +people.

+

Canceling travel due to a good faith decision in light of a positive COVID +test or due to a case surge either locally or at the travel destination will +be considered a valid reason for cancellation under the policy (see +Cancellation Fess below).

+

For reference, the COVID-19 policy that was in effect from 2020-03-27 to +2022-07-25 is included at the end of this travel policy.

+

Overview

+

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 Policy includes an Easy Reference Guide that can be used as a +template for most of the travel covered under this Policy. When in doubt, +refer to the more detailed sections below.

+

Purpose

+

Conservancy must maintain effective control of business-related expenses +in order to maintain its financial viability and tax exempt status. +Conservancy and each Project is also accountable to our donors to ensure +that we manage their contributions wisely and maximize our ability to +pursue our charitable mission. As such, Conservancy expects Travelers 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.

+

PLC’s may, in fact, have their own travel policy that is more restrictive +than this one. Please consult the PLC for your Conservancy project before +incurring an expenses to ensure you understand what expenses can be +reimbursed.

+

Easy Reference Guide

+

Travelers should adhere to the following guidelines to stay In-Policy.

+

Nearby events

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