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.
+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.
+Travelers should adhere to the following guidelines to stay In-Policy.
+Before you buy tickets, save a screenshot of a flight search that + shows the least expensive fare available from multiple airlines for + the dates you need to travel.
+Book at least 14 days in advance.
+Fares within $100 of that lowest fare you found are In-Policy, even if + you book on a different site or for different dates.
+Fares over $750 domestically or $1,650 internationally require + Conservancy’s pre-approval.
+Hotels are In-Policy as long as the average nightly rate you pay + (excluding taxes and fees) is under the maximum rate for lodging for your + destination. See the “Rates” section below for details.
+Be sure the receipt from your hotel includes the dates of your + stay, not just a total.
+Keep and submit PDFs of the following, as applicable:
+Your fare search (i.e., a screen shot)
+Your plane and rail tickets (e-confirmation of purchase is sufficient)
+Your hotel/lodging invoice
+Use your per diem to cover meals and incidental expenses.
+Your total per diem allowance follows the rates published for your + destination. See the “Rates” section below for details.
+Try to be frugal: per diem rates are rather generous.
+When attending a conference where food is included, Do The Right + Thing and claim a lower per diem.
+To receive reimbursement, send transportation and hotel receipts, + along with a list of per diem days and totals, to + accounts-payable@tix.sfconservancy.org. Refer to the Expense Report + section below for details.
+Your complete reimbursement request must be submitted to + accounts-payable@tix.sfconservancy.org within 90 days of the last date of + travel. Untimely requests will not be reimbursed.
+Throughout this document, we refer to rates reported by other parties.
+For travel in the United States, we follow the maximum rates for lodging and +M&IE per diem set by the +US General Services Administration.
+For travel outside the United States, we follow the maximum rates for lodging and +M&IE per diem set by the +US Department of State.
+We calculate the total per diem allowance for a trip using the same method +as the GSA. Travelers may request up to 100% of the listed rate for each +full day of travel, plus 75% of the listed rate for each partial day of +travel. For example, if you fly to a conference on Monday, spend Tuesday +through Thursday at the conference, and return home on Friday, and the per +diem rate for the conference city is $80, you may request up to $360: $80 +for each day Tuesday through Thursday, plus $60 for each day you flew.
+When we convert currencies (e.g., to determine whether a hotel paid in Euros +was within the maximum lodging rate), we use the final rate published by +Open Exchange Rates on the date we received +the reimbursement request. Please do not do your own currency conversions +in your reimbursement requests. Simply report expenses in their original +currency/ies, and we will convert appropriately. If you have questions or +concerns about our rates, just ask, and we’ll be happy to provide details +before we send you final payment.
+Conservancy handles reimbursements on a NET-30 basis, starting from the date +that complete materials are received. If this is an issue, Conservancy is +available to prepurchase expensive items like airline tickets on your +behalf, so that you don’t need to be reimbursed.
+If you seek to be reimbursed for Conservancy Project expenses, please send +the following, in a self contained email (with attachments as necessary), +cc’ing your Project Leadership Committee address (PROJECT@sfconservancy.org) +for Project approval:
+A brief paragraph explaining what was accomplished for the project + 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 + the not-for-profit mission of both Conservancy and the project.
+A brief report listing the items to be reimbursed.
+Full receipt(s) for everything, unless the travel policy does not + require receipts (e.g., for per diem expenses).
+Please verify that the receipts that you submit are within the attached + travel policy requirements. Note, however, that your Project Leadership + Committee may have set a stricter budget than what the general + Conservancy policy allows.
+How you’d liked to be reimbursed. The four payment options, in order of + Conservancy’s preference, are:
+PayPal. For this, we need (a) the email address that is registered to + the PayPal account that will receive reimbursement and (b) the preferred + currency. (Please verify that PayPal + lists your preferred currency as available before choosing one.) + Note that sometimes PayPal charges fees. Usually we’re taking funds + from our PayPal balance, which means no fees appear on our side, but + they may appear on yours. In our experience, USA PayPal account holders + physically in the USA are not typically charged fees; but we do advise + you to check PayPal’s fee schedule before choosing this method.
+NOTE: Typically, when choosing PayPal as a payment option, amounts owed + in USD will be paid in USD, regardless of your preferred currency + selection.
+Issue you a check in USD from a USA bank, sent to you via post. + For this option, I just need your postal address.
+Wire the amount in your local currency to your bank account in your + country. For this option, I need as much of the following information + as it’s possible for you to collect.
+Required information
+Full Name of the Account Holder
+Full Address of the Account Holder
+Account Number
+Preferred Currency
+Bank Name
+Bank Address
+Bank ACH or ABA routing number (for banks in the US); + or SWIFT and/or BIC code (for banks outside the US)
+Additional required information by country
+All countries inside the EU, and all wires in EUR & XAF: IBAN
+Australia: BSB or “Bank Code”
+Brazil: IBAN; Tax ID of the Account Holder (your 14-digit CNPJ + or 11-digit CPF); Phone Number of the Account Holder; + and Bank Agency Code
+LKR Currency: Bank Branch details
+KES Currency: Bank Branch details
+Cameroon: IBAN
+Colombia: Tax ID of the Account Holder; and Phone Number + of the Account Holder
+India: IFSC Code
+Kenya: The name, address, and branch code of the local branch of your + bank where you hold your account
+Qatar: IBAN
+Russian Federation: Beneficiary INN; Patronymic Name of Beneficiary; + and VAT/VO Code of Beneficiary Bank
+Ukraine: BSB or “Bank Code”; Tax ID of the Account Holder; + and Phone Number of the Account Holder
+United States: Phone Number of the Account Holder
+Additional information we can use
+Banks outside the US will often designate a Correspondent Bank when + receiving funds from the US. If you can give us the Correspondent + Bank Name and ACH, we can specify that in the wire. Your bank will + usually take the fewest fees when receiving wires from its + Correspondent Bank, so this will mean the most money for you.
+A check in your local currency, sent to you via post. For this option, we + just need your postal address and what currency you want. Note that this + is a more involved option to process and will usually take at least 30 + days to issue payment. We do not recommend this method. Please choose + it only if you absolutely cannot receive a wire transfer for some reason.
+Project Leadership Committees: when you see emails of this nature, please +be sure to have your designated Representative review the materials and +send an approval message to Conservancy.
+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 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.
+PLCs are also responsible for monitoring the available balance in their +Project Fund, and for granting or refusing approval for travel expense +requests based on an assessment of the funds available and of any +outstanding contracts payable. PLCs are not to approve travel expense +requests when their Project does not have sufficient funds to cover the +expense. If a PLC has any questions regarding whether their Project has +sufficient funds to cover a Traveler’s expense request, the PLC should +contact Conservancy.
+Domestic transportation costs greater than US$750 requires Conservancy +approval prior to booking, even if all other Policy conditions have been +met. International transportation costs greater than US$1,800 requires +Conservancy approval prior to booking, even if all other Policy conditions +have been met.
+Tickets for travel by air or rail (excluding commuter train and subway) +should be booked at least 14 days in advance; any travel booked less than +14 days in advance requires written pre-authorization by Conservancy. +Tickets for travel by air or rail beyond 365 days in advance also require +written pre-authorization by Conservancy.
+Coach and/or Economy Airfare is the only acceptable class for all flights +(domestic and international) unless a PLC provides a special exception and +a valid reason (such as a need for business class due to a documented +medical 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 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.
+Air 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.
+Conservancy aims to balance cost savings with time savings and convenience. +Budgets for flights are set based on their travel time compared to the +flight with the lowest available fare. Flights with fares that are within +budget are in-Policy.
+To find the lowest available fare, run a flight search that meets these +criteria, and save the results:
+The search must include fares from multiple airlines. Any + widely-recognized airfare search site that lists results from multiple + airlines is acceptable, including sites such as + Orbitz, Kayak or + Hipmunk.
+The search must cover only the dates of relevant travel. For example, if + you’re attending a conference that runs Monday through Friday, the search + must have you arriving no earlier than Sunday, and leaving no later than + Saturday.
+Except as allowed by Policy, the search must not use filters that might + exclude the least expensive fare. For example, you may filter out + flights with two or more connections, since Conservancy does not + consider those reasonable. However, you may not filter out specific + airlines, or flights without WiFi.
+Save the results of this search. A PDF printout of the first page of +results from your browser is ideal. A screenshot can work too. Just make +sure the output shows the search criteria and the lowest available fare. +When you send your reimbursement request, attach these results.
+The budget for a flight is set depending on how its cost and travel time +compares to the flight with the lowest available fare. Travel time is +measured from the scheduled departure time of the first flight in the +itinerary to the scheduled landing time of the final flight. We use the +following table to determine the budget:
+| If the travel time for a flight is… | +the budget for that flight is… | +
|---|---|
| the same or longer than the flight with the lowest available fare | +the lowest available fare + US$100 | +
| less than three hours shorter | +the lowest available fare + US$100 | +
| between three and six hours shorter | +the lowest available fare + US$200 | +
| between six and ten hours shorter | +the lowest available fare + US$350 | +
| at least ten hours shorter | +the lowest available fare + US$600 | +
Any flight with a total cost that is within its corresponding budget is +within Policy. Any flight with a cost over its budget requires written +pre-authorization by Conservancy.
+Travelers may book their tickets on different dates or a different site as +long as they used a qualifying fare search site to determine that the +booked flights are within Policy.
+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.
+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 with a +receipt. Team members are responsible for charges on any baggage beyond a +single piece, unless that additional baggage is materials specifically +related to the Project’s and Conservancy’s mission (i.e., bringing t-shirts +and other promotional materials to an event).
+All air travel not adhering to the above Policies are considered Out-of-Policy +and require written pre-authorization by an officer of Conservancy.
+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.
+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 an officer of Conservancy. 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).
+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 and/or coach class.
+When circumstances require Travelers to utilize their personal vehicles for +Project purposes, they can be reimbursed at the current +USA IRS Standard Mileage Rate, +plus any related parking expenses and toll fees. Drivers are encouraged to +find the lowest cost parking area reasonably near their destination.
+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, or to get a particular airfare that reduces the overall cost of +the trip. 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 transportation costs are not reimbursable.
+Travelers are expected to be cost-conscious and prudent when booking lodging +for approved trips, and to verify that rates are within the maximum lodging +rates for the hotel’s location. See the “Rates” section above for details.
+If the lodging chosen by the Traveler and/or the PLC exceeds the maximum +lodging rate for the given location (per Traveler), 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 maximum lodging rate.
+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). In particular, since Conservancy only +reimburses for room charges (plus relevant taxes and fees) for the necessary +travel dates, the receipt from the hotel must clearly show the dates of stay, +and separately list room charges and any food or service charges. +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.
+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.
+Travelers can submit for a per diem for meals and incidental expenses for +every day of a trip devoted to Project- and/or Conservancy-related mission +work, including the day(s) of travel itself, up to the maximum rate for the +destination of the trip. See the “Rates” section above for details.
+These per diem rates are the maximum daily rate Travelers can claim. If a +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 +should reasonably reduce their per diem claim.
+PLCs and/or Conservancy have the authority to set lower per diem rates +than those generated by the calculators above. In those instances, +Travelers will only be able to submit for the lower per diem rates.
+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 diem reimbursements 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 should seek pre-approval from his/her PLC and/or Conservancy +for such expenses before the trip.
+For any such group meal, Conservancy will require a written paragraph +summary of the meeting, indicating what was accomplished for the Project’s +and Conservancy’s mission.
+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.
+For any such organizational development meal, Conservancy will require a +written paragraph summary of the meeting, indicating what was accomplished +for the Project’s and Conservancy’s mission.
+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.
+Any fees associated with currency conversion are not reimbursable as an +expense separate from the allocated per diem.
+Conservancy will reimburse conference registration fees up to $100 per day +for Travelers on approved Project business and/or approved Conservancy +business. For example, a $250 registration fee for a 3-day conference is +In-Policy; however, a $225 registration fee for a 2-day conference is not.
+Travelers seeking reimbursement for registration fees that exceed $100 per +day must obtain prior approval from an officer of Conservancy.
+Internet access/wi-fi fees charged by a hotel are reimbursable, provided +that they are listed on the hotel/lodging invoice submitted for +reimbursement. Other internet access fees (e.g., airport internet +services, personal wi-fi hotspots, internet cafes) are not reimbursable +except as incidental expenses to be covered by a Traveler’s per diem.
+Conservancy will reimburse fees charged by an embassy (or any government +agency) that are mandatory for receiving a visa (or other permission) to +enter the final destination country of travel, provided proper documentation +of cost (such as a receipt, or a copy of the visa along with government +published rates).
+Conservancy may reimburse other ancillary costs, such as use of a travel +expert agency for obtaining a visa, or additional domestic travel costs +necessary to obtain a visa, but all such other costs require prior approval +from Conservancy.
+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 (unless medically necessary)
+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
+Travelers are permitted to pay for their own upgrades, or use bonus +programs to upgrade Conservancy-reimbursed expenses. However, Travelers +must ensure that Conservancy does not receive nor reimburse any charges +for any such transaction.
+Reimbursed travel expenses are subject to examination by the USA 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.
+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 accounting office for +final approval and reimbursement.
+Travelers traveling on behalf of Conservancy must seek approvals from +Conservancy’s Executive Director, and submit expense reports to +Conservancy’s accounting office for reimbursement.
+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”)
+A brief paragraph explaining what was accomplished for the project +during your travel.
+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 and/or if + such receipt has been inadvertently destroyed or lost, the Traveler should + furnish a written statement to that effect, as well as an explanation of + the expenditure involved. When possible, secondary documentation (such as + a redacted credit card bill) should be provided instead of the + lost/destroyed receipt.
+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 90 days after the last day of +travel (or for other reimbursable expenses, the day expenses are incurred) +will not be reimbursed.
+Reimbursements are paid by Conservancy on a NET-30 basis, from the +date of receipt by Conservancy of the fully complete report and supporting +documentation for the travel.
+Failure to comply with this policy may result in the denial of, or delay +in payment for, reimbursement requests.
+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.
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