[Foundation-l] Travel policy
by The Uninvited Co., Inc
1. It should be made clear that travel must be approved in advance
before arrangements are made, in addition to the post-travel approval of
expense reports.
2. Dependent care expenses are not reimbursed by most other
organizations and should no longer be reimbursed by the WMF now that it
has matured.
3. The airfare policy should specify that advance purchase tickets
should be used and that travel should be booked at least 14 days in
advance, with exceptions documented and approved as necessary.
4. The airfare policy should state that the lowest fare within a (e.g.)
2 hour departure and arrival window should be used.
5. The airfare policy should state whether or not and under what
circumstances a traveler is expected to take connecting rather than
direct flights to save money. It is usual to require a traveler to
utilize a connecting flight if the cost savings exceeds several hundred
dollars.
6. Ticketing fees should be included among the reimbursable expenses.
7. Payment of necessary itinerary change fees imposed by airlines
should be included as a reimbursable expenses.
8. It should be made clear that no one can self-approve unless that is
really what we intend. There should be an approval chain for everyone.
Customarily, the board chair would approve through either the ED, CFO,
or another board member of their choice. The ED would approve through
the CFO or a board member.
9. The policy should state the class of rental car which should be
used. E.g. midsize car unless there are more than two travelers sharing
a car.
10. The documentation and approval chain for policy exceptions should
be specified.
Steve