[Foundation-l] Travel policy

[Florence Devouard]

The Uninvited Co., Inc wrote:
> 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.

Lots of bureaucracy for a quite uncertain benefit.
If a person travelling for WMF provides expenses not fitting with the 
policy, he can reimburse afterwards. If the case is borderline, this can 
be discussed afterwards and case clarified.

> 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.

Why ?
And, what does maturity have to do with that ?

> 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.

Correct. We could add this.

> 4.  The airfare policy should state that the lowest fare within a (e.g.)
> 2 hour departure and arrival window should be used.

Overkill imho.

> 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.

Overkill as well imho. The policy already states "The lowest available 
airfares shall be sought when making bookings."

> 6.  Ticketing fees should be included among the reimbursable expenses.

Sorry, what is "ticketing fees" ?

> 7.  Payment of necessary itinerary change fees imposed by airlines
> should be included as a reimbursable expenses.

hmmm, right...

> 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.

ok

> 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.

You missed that point, already mentionned

4. VEHICLE RENTAL
Rental vehicles may be used where economical and practical. All vehicle 
rentals must be for economy-class vehicles, unless three or more people 
are traveling together and/or when travelers have to carry excess 
baggage and/or equipment for WMF purposes. Rental vehicles must be 
returned on time and with a full tank of gas to avoid additional hourly 
costs and excessive refueling charges.


> 10.  The documentation and approval chain for policy exceptions should
> be specified.

ok

> Steve