diff --git a/www/conservancy/static/projects/policies/conservancy-travel-policy.44cea2c1e51c72e115dcceeede92e755a1d41da6.html b/www/conservancy/static/projects/policies/conservancy-travel-policy.44cea2c1e51c72e115dcceeede92e755a1d41da6.html new file mode 100644 index 00000000..a8533281 --- /dev/null +++ b/www/conservancy/static/projects/policies/conservancy-travel-policy.44cea2c1e51c72e115dcceeede92e755a1d41da6.html @@ -0,0 +1,666 @@ +{% extends "base_projects.html" %} +{% block subtitle %}Travel and Reimbursable Expense Policy - {% endblock %} +{% block submenuselection %}Policies{% endblock %} +{% block content %} + +<h1 id="software-freedom-conservancy-travel-and-reimbursable-expense-policy">Software Freedom Conservancy Travel and Reimbursable Expense Policy</h1> +<h2 id="overview">Overview</h2> +<p>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”).</p> +<p>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.</p> +<h2 id="purpose">Purpose</h2> +<p>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.</p> +<p>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.</p> +<p>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.</p> +<h2 id="easy-reference-guide">Easy Reference Guide</h2> +<p>Travelers should adhere to the following guidelines to stay In-Policy.</p> +<h3 id="flights">Flights</h3> +<ul> +<li> +<p>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.</p> +</li> +<li> +<p>Book at least 14 days in advance.</p> +</li> +<li> +<p>Fares within $100 of that lowest fare you found are In-Policy, even if + you book on a different site or for different dates.</p> +</li> +<li> +<p>Fares over $750 domestically or $1,650 internationally require + Conservancy’s pre-approval.</p> +</li> +</ul> +<h3 id="hotels">Hotels</h3> +<ul> +<li> +<p>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.</p> +</li> +<li> +<p>Be sure the receipt from your hotel includes the dates of your + stay, not just a total.</p> +</li> +</ul> +<h3 id="receipts">Receipts</h3> +<p>Keep and submit PDFs of the following, as applicable:</p> +<ul> +<li> +<p>Your fare search (i.e., a screen shot)</p> +</li> +<li> +<p>Your plane and rail tickets (e-confirmation of purchase is sufficient)</p> +</li> +<li> +<p>Your hotel/lodging invoice</p> +</li> +</ul> +<h3 id="per-diem">Per Diem</h3> +<ul> +<li> +<p>Use your per diem to cover meals and incidental expenses.</p> +</li> +<li> +<p>Your total per diem allowance follows the rates published for your + destination. See the “Rates” section below for details.</p> +</li> +<li> +<p>Try to be frugal: per diem rates are rather generous.</p> +</li> +<li> +<p>When attending a conference where food is included, Do The Right + Thing and claim a lower per diem.</p> +</li> +</ul> +<h3 id="reimbursement">Reimbursement</h3> +<ul> +<li> +<p>To receive reimbursement, send transportation and hotel receipts, + along with a list of per diem days and totals, to + <a href="mailto:accounts-payable@tix.sfconservancy.org">accounts-payable@tix.sfconservancy.org</a>. Refer to the Expense Report + section below for details.</p> +</li> +<li> +<p>Your complete reimbursement request must be submitted to + <a href="mailto:accounts-payable@tix.sfconservancy.org">accounts-payable@tix.sfconservancy.org</a> within 90 days of the last date of + travel. Untimely requests <strong>will not be reimbursed</strong>.</p> +</li> +</ul> +<h2 id="rates">Rates</h2> +<p>Throughout this document, we refer to rates reported by other parties.</p> +<p>For travel in the United States, we follow the maximum rates for lodging and +M&IE per diem set by the +<a href="https://www.gsa.gov/perdiem">US General Services Administration</a>.</p> +<p>For travel outside the United States, we follow the maximum rates for lodging and +M&IE per diem set by the +<a href="https://aoprals.state.gov/web920/per_diem.asp">US Department of State</a>.</p> +<p>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.</p> +<p>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 +<a href="https://openexchangerates.org/">Open Exchange Rates</a> 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.</p> +<h2 id="reimbursement-procedure">Reimbursement Procedure</h2> +<p>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.</p> +<p>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:</p> +<ul> +<li> +<p>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.</p> +</li> +<li> +<p>A brief report listing the items to be reimbursed.</p> +</li> +<li> +<p>Full receipt(s) for everything, unless the travel policy does not + require receipts (e.g., for per diem expenses).</p> +</li> +</ul> +<p>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.</p> +<ul> +<li> +<p>How you’d liked to be reimbursed. The four payment options, in order of + Conservancy’s preference, are:</p> +</li> +<li> +<p>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 + <a href="https://www.paypal.com/us/selfhelp/article/how-do-i-send-a-payment-in-another-currency-faq1555/3">lists your preferred currency as available before choosing one</a>.) + 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.</p> +<p>NOTE: Typically, when choosing PayPal as a payment option, amounts owed + in USD will be paid in USD, regardless of your preferred currency + selection.</p> +</li> +<li> +<p>Issue you a check in USD from a USA bank, sent to you via post. + For this option, I just need your postal address.</p> +</li> +<li> +<p>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.</p> +<p><strong>Required information</strong></p> +<ul> +<li> +<p>Full Name of the Account Holder</p> +</li> +<li> +<p>Full Address of the Account Holder</p> +</li> +<li> +<p>Account Number</p> +</li> +<li> +<p>Preferred Currency</p> +</li> +<li> +<p>Bank Name</p> +</li> +<li> +<p>Bank Address</p> +</li> +<li> +<p>Bank ACH or ABA routing number (for banks in the US); + or SWIFT and/or BIC code (for banks outside the US)</p> +</li> +</ul> +<p><strong>Additional required information by country</strong></p> +<ul> +<li> +<p>All countries inside the EU, and all wires in EUR & XAF: IBAN</p> +</li> +<li> +<p>Australia: BSB or “Bank Code”</p> +</li> +<li> +<p>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</p> +</li> +<li> +<p>LKR Currency: Bank Branch details</p> +</li> +<li> +<p>KES Currency: Bank Branch details</p> +</li> +<li> +<p>Cameroon: IBAN</p> +</li> +<li> +<p>Colombia: Tax ID of the Account Holder; and Phone Number + of the Account Holder</p> +</li> +<li> +<p>India: IFSC Code</p> +</li> +<li> +<p>Kenya: The name, address, and branch code of the local branch of your + bank where you hold your account</p> +</li> +<li> +<p>Qatar: IBAN</p> +</li> +<li> +<p>Russian Federation: Beneficiary INN; Patronymic Name of Beneficiary; + and VAT/VO Code of Beneficiary Bank</p> +</li> +<li> +<p>Ukraine: BSB or “Bank Code”; Tax ID of the Account Holder; + and Phone Number of the Account Holder</p> +</li> +<li> +<p>United States: Phone Number of the Account Holder</p> +</li> +</ul> +<p><strong>Additional information we can use</strong></p> +<p>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.</p> +</li> +<li> +<p>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.</p> +</li> +</ul> +<p>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.</p> +<h2 id="project-leadership-committee-review">Project Leadership Committee Review</h2> +<p>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.</p> +<p>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</p> +<ul> +<li> +<p>a specific number of days to respond to regular reimbursement requests, +and</p> +</li> +<li> +<p>a specific number of days to respond to pre-authorization requests.</p> +</li> +</ul> +<p>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.</p> +<h2 id="transportation">Transportation</h2> +<h3 id="overall-transportation-cost">Overall transportation Cost</h3> +<p>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.</p> +<h3 id="advance-purchase">Advance Purchase</h3> +<p>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.</p> +<h3 id="air-travel">Air Travel</h3> +<h4 id="class-of-service">Class of Service</h4> +<p>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.</p> +<h4 id="advance-purchase_1">Advance Purchase</h4> +<p>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.</p> +<h4 id="low-fare">Low Fare</h4> +<p>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.</p> +<p>To find the lowest available fare, run a flight search that meets these +criteria, and save the results:</p> +<ul> +<li> +<p>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 + <a href="http://orbitz.com">Orbitz</a>, <a href="http://kayak.com">Kayak</a> or + <a href="http://hipmunk.com/">Hipmunk</a>.</p> +</li> +<li> +<p>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.</p> +</li> +<li> +<p>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.</p> +</li> +</ul> +<p>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.</p> +<p>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:</p> +<table> +<thead> +<tr> +<th>If the travel time for a flight is…</th> +<th>the budget for that flight is…</th> +</tr> +</thead> +<tbody> +<tr> +<td>the same or longer than the flight with the lowest available fare</td> +<td>the lowest available fare + US$100</td> +</tr> +<tr> +<td>less than three hours shorter</td> +<td>the lowest available fare + US$100</td> +</tr> +<tr> +<td>between three and six hours shorter</td> +<td>the lowest available fare + US$200</td> +</tr> +<tr> +<td>between six and ten hours shorter</td> +<td>the lowest available fare + US$350</td> +</tr> +<tr> +<td>at least ten hours shorter</td> +<td>the lowest available fare + US$600</td> +</tr> +</tbody> +</table> +<p>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.</p> +<p>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.</p> +<h4 id="reasonable-flights">Reasonable Flights</h4> +<p>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.</p> +<h4 id="excess-baggage">Excess Baggage</h4> +<p>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).</p> +<h4 id="out-of-policy-bookings">Out-of-Policy Bookings</h4> +<p>All air travel not adhering to the above Policies are considered Out-of-Policy +and require written pre-authorization by an officer of Conservancy.</p> +<h4 id="cancellation-fees">Cancellation Fees</h4> +<p>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.</p> +<h3 id="other-transportation">Other Transportation</h3> +<h4 id="ground-transportation">Ground Transportation</h4> +<p>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).</p> +<h4 id="rail-transportation">Rail Transportation</h4> +<p>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.</p> +<h4 id="use-of-personal-vehicles">Use of Personal Vehicles</h4> +<p>When circumstances require Travelers to utilize their personal vehicles for +Project purposes, they can be reimbursed at the current +<a href="https://www.irs.gov/tax-professionals/standard-mileage-rates/">USA IRS Standard Mileage Rate</a>, +plus any related parking expenses and toll fees. Drivers are encouraged to +find the lowest cost parking area reasonably near their destination.</p> +<h2 id="additional-days-of-travel">Additional Days of Travel</h2> +<p>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 <strong>reduces</strong> 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.</p> +<h2 id="lodging">Lodging</h2> +<p>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.</p> +<p>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 <strong>must</strong> 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.</p> +<p>Lodging documentation submitted as part of a reimbursement request must +include a copy of the hotel invoice detailing all charges (credit card +receipts <strong>alone</strong> 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.</p> +<p>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.</p> +<h2 id="other-reimbursable-expenses">Other Reimbursable Expenses</h2> +<p>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.</p> +<h3 id="meals-and-incidental-expenses">Meals and Incidental Expenses</h3> +<h4 id="overview_1">Overview</h4> +<p>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.</p> +<p>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.</p> +<p>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.</p> +<h4 id="group-meals">Group Meals</h4> +<p>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.</p> +<p>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.</p> +<p>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.</p> +<h4 id="meals-for-organizational-development">Meals For Organizational Development</h4> +<p>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.</p> +<p>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.</p> +<h4 id="phone-call-charges-part-of-per-diem">Phone Call Charges Part of Per Diem</h4> +<p>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.</p> +<h4 id="currency-conversion-charges-part-of-per-diem">Currency Conversion Charges Part of Per Diem</h4> +<p>Any fees associated with currency conversion are not reimbursable as an +expense separate from the allocated per diem.</p> +<h3 id="conference-registration-fees">Conference Registration Fees</h3> +<p>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.</p> +<p>Travelers seeking reimbursement for registration fees that exceed $100 per +day must obtain prior approval from an officer of Conservancy.</p> +<h3 id="internet-access">Internet Access</h3> +<p>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.</p> +<h3 id="visa-fees">Visa Fees</h3> +<p>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).</p> +<p>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.</p> +<h2 id="non-reimbursable-expenses">Non-reimbursable Expenses</h2> +<p>Non-reimbursable expenses are identified throughout this policy. The +following items are typically non-reimbursable expenses:</p> +<ul> +<li> +<p>Partner, spouse, and/or companion travel</p> +</li> +<li> +<p>First class travel (unless medically necessary)</p> +</li> +<li> +<p>Upgrades to air travel, car rentals, or hotel rooms</p> +</li> +<li> +<p>Purchase of clothing, luggage, toiletries and other miscellaneous +personal items</p> +</li> +<li> +<p>Supplemental travel or car rental insurance</p> +</li> +<li> +<p>Fines, penalties, or legal fees</p> +</li> +<li> +<p>Personal entertainment or recreational expenses beyond the allotted per +diem</p> +</li> +</ul> +<p>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.</p> +<h2 id="satisfaction-of-irs-requirements">Satisfaction of IRS Requirements</h2> +<p>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.</p> +<h2 id="approvals">Approvals</h2> +<p>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.</p> +<p>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.</p> +<h2 id="expense-reporting">Expense Reporting</h2> +<p>Travelers seeking reimbursement must submit an expense report to the +appropriate channel with the following information:</p> +<ul> +<li> +<p>Name of Traveler</p> +</li> +<li> +<p>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”)</p> +</li> +<li> +<p>A brief paragraph explaining what was accomplished for the project +during your travel.</p> +</li> +<li> +<p>Number of days traveled (with documentary evidence, e.g., conference +itinerary, etc.) and associated per diem</p> +</li> +<li> +<p>List of expenses not covered by per diem (e.g., transportation, lodging) +with substantiating receipts (or scans of receipts).</p> +</li> +</ul> +<p>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.</p> +<p>Any expense without a substantiated receipt and/or a supporting written +statement will not be reimbursed.</p> +<p>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) +<strong>will not be reimbursed</strong>.</p> +<p>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.</p> +<h2 id="consequences-of-policy-violations">Consequences of Policy Violations</h2> +<p>Failure to comply with this policy may result in the denial of, or delay +in payment for, reimbursement requests.</p> +<h2 id="policy-changes">Policy Changes</h2> +<p>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. </p> + +{% endblock %} diff --git a/www/conservancy/static/projects/policies/conservancy-travel-policy.html b/www/conservancy/static/projects/policies/conservancy-travel-policy.html index b7b4101e..539f1468 120000 --- a/www/conservancy/static/projects/policies/conservancy-travel-policy.html +++ b/www/conservancy/static/projects/policies/conservancy-travel-policy.html @@ -1 +1 @@ -conservancy-travel-policy.676ecf976cff8bf611cc045e6f351ce36f1009bb.html \ No newline at end of file +conservancy-travel-policy.44cea2c1e51c72e115dcceeede92e755a1d41da6.html \ No newline at end of file