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+{% 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 (&ldquo;Policy&rdquo;) applies to all
+Conservancy Member Projects (&ldquo;Projects&rdquo;) of Software Freedom Conservancy
+(&ldquo;Conservancy&rdquo;) and has been created to memorialize Conservancy&rsquo;s
+reimbursement policies relating to travel and other business expenses
+incurred by Conservancy staff, Project Leadership Committee (&ldquo;PLC&rdquo;)
+members, and project volunteers while engaged in business on behalf of, or
+at the behest of Conservancy and/or a Project (&ldquo;Travelers&rdquo;).</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&rsquo;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&rsquo;s Executive Director or
+by a Project&rsquo;s Leadership Committee (&ldquo;PLC&rdquo;) 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&rsquo;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&rsquo;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 &ldquo;Rates&rdquo; 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 &ldquo;Rates&rdquo; 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="&#109;&#97;&#105;&#108;&#116;&#111;&#58;&#97;&#99;&#99;&#111;&#117;&#110;&#116;&#115;&#45;&#112;&#97;&#121;&#97;&#98;&#108;&#101;&#64;&#116;&#105;&#120;&#46;&#115;&#102;&#99;&#111;&#110;&#115;&#101;&#114;&#118;&#97;&#110;&#99;&#121;&#46;&#111;&#114;&#103;">&#97;&#99;&#99;&#111;&#117;&#110;&#116;&#115;&#45;&#112;&#97;&#121;&#97;&#98;&#108;&#101;&#64;&#116;&#105;&#120;&#46;&#115;&#102;&#99;&#111;&#110;&#115;&#101;&#114;&#118;&#97;&#110;&#99;&#121;&#46;&#111;&#114;&#103;</a>.  Refer to the Expense Report
+  section below for details.</p>
+</li>
+<li>
+<p>Your complete reimbursement request must be submitted to
+  <a href="&#109;&#97;&#105;&#108;&#116;&#111;&#58;&#97;&#99;&#99;&#111;&#117;&#110;&#116;&#115;&#45;&#112;&#97;&#121;&#97;&#98;&#108;&#101;&#64;&#116;&#105;&#120;&#46;&#115;&#102;&#99;&#111;&#110;&#115;&#101;&#114;&#118;&#97;&#110;&#99;&#121;&#46;&#111;&#114;&#103;">&#97;&#99;&#99;&#111;&#117;&#110;&#116;&#115;&#45;&#112;&#97;&#121;&#97;&#98;&#108;&#101;&#64;&#116;&#105;&#120;&#46;&#115;&#102;&#99;&#111;&#110;&#115;&#101;&#114;&#118;&#97;&#110;&#99;&#121;&#46;&#111;&#114;&#103;</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&amp;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&amp;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&rsquo;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&rsquo;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&rsquo;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&rsquo;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&rsquo;d liked to be reimbursed. The four payment options, in order of
+  Conservancy&rsquo;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&rsquo;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&rsquo;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&rsquo;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 &amp; XAF: IBAN</p>
+</li>
+<li>
+<p>Australia: BSB or &ldquo;Bank Code&rdquo;</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 &ldquo;Bank Code&rdquo;; 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&rsquo;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&rsquo;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&rsquo;s and Conservancy&rsquo;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&rsquo;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&rsquo;s objectives and Conservancy&rsquo;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&rsquo;s location.  See the &ldquo;Rates&rdquo; 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 &ldquo;Rates&rdquo; 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&rsquo;s technical objectives and/or
+Conservancy&rsquo;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&rsquo;s
+and Conservancy&rsquo;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&rsquo;s technical direction and/or Conservancy&rsquo;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&rsquo;s and Conservancy&rsquo;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&rsquo;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&rsquo;s accounting office for
+final approval and reimbursement.</p>
+<p>Travelers traveling on behalf of Conservancy must seek approvals from
+Conservancy&rsquo;s Executive Director, and submit expense reports to
+Conservancy&rsquo;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&rsquo;s purpose (e.g., &ldquo;August 2011
+trip to XYZ conference for ABC project, served as planning committee
+member&rdquo;; &ldquo;Feb. &lsquo;12 FOO hackfest in Portland, OR; contributed code&rdquo;)</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
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+++ b/www/conservancy/static/projects/policies/conservancy-travel-policy.html
@@ -1 +1 @@
-conservancy-travel-policy.676ecf976cff8bf611cc045e6f351ce36f1009bb.html
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+conservancy-travel-policy.44cea2c1e51c72e115dcceeede92e755a1d41da6.html
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