Travel Policy

Извор: Викимедија
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Напомена Wikimedia Serbia approved this Policy on February 24, 2013. Per diem policy is included on December 6, 2015

Purpose

The purpose of this policy is to ensure consistent and fair treatment of people required to travel on behalf of Wikimedia Serbia. This policy applies only to travelers whose expenses are being paid by Wikimedia Serbia; it does not apply to travelers whose expenses are being paid by another organization or by the traveler him or herself.

The guiding principles are:

  1. Wikimedia Serbia travelers will be reimbursed for legitimate travel expenses when directly connected with or pertaining to Wikimedia Serbia business based on established allowances in this policy.
  2. Wikimedia Serbia travelers are expected to generally be conscientious in their use of Wikimedia Serbia funds, and to travel by economical and efficient means.

Statement of policy

  1. All travel arrangements (air, rail, vehicle rental and lodging), including all changes and cancellations of travel arrangements, must be made through Wikimedia Serbia’s designated travel service provider.
  2. The lowest available airfares shall be sought when making bookings. All travelers are expected to use economy class.
  3. The standard for rail travel is economy class.
  4. Rental vehicles may be used where economical and practical.
  5. Wikimedia Serbia travelers shall be reimbursed actual expenses for accommodation.
  6. Taxi fares are reimbursable, however Wikimedia Serbia encourages travelers to use more economical alternatives where practical.
  7. Wikimedia Serbia travelers may submit actual receipts for meals which are not covered by travel allowance.
  8. Other expenses are reimbursable provided they are legitimate, necessary and reasonable travel expenses directly connected with or pertaining to Wikimedia Serbia business.
  9. Travelers may occasionally and in accordance with the Personal Income Tax Law of the Republic of Serbia, combine personal and Wikimedia Serbia travel within the same trip provided there is no additional cost to Wikimedia Serbia.
  10. Travelers must submit travel expense reports, with all required information, to Wikimedia Serbia within 5 days of completion of the trip, unless a longer delay is approved by the Board. Every effort will be made to reimburse travelers within five working days of receipt.

Procedures and guidelines

Travel arrangements — general

All travel arrangements (air, rail, vehicle rental and lodging), including all changes and cancellations of travel arrangements, must be made through Wikimedia Serbia’s designated travel service provider, except if the service provider cannot easily provide this service.

Air travel

The lowest available airfares shall be sought when making bookings. All travelers are expected to use economy class. Business class may be used for flights exceeding nine hours in duration, if required to accommodate a traveler’s special physical or medical needs. Use of business class must be approved in advance by the Board. If approval is not given, the traveler may choose to fly business class regardless, and to personally pay the actual difference in cost.

Rail travel

The standard for rail travel is economy class.

Vehicle rental

Rental vehicles may be rented only upon the approval of the Board. In exceptional situations, the use of rental vehicles may be subsequently approved by the Board, and if not, the rental cost will be compensated by the person who rented the vehicle. 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 Wikimedia Serbia purposes. Rental vehicles must be returned on time and with a full tank of gas to avoid additional hourly costs and excessive refueling charges.

Lodging

Wikimedia Serbia travelers shall be reimbursed the actual and reasonable expenses for accommodation while traveling on Wikimedia Serbia business. A single room with a private bath is the standard. Although travelers generally stay in commercial accommodation, travelers may choose to make arrangements for private, non-commercial accommodation (e.g. lodging with friends or family).

Taxis and other local transportation

Taxi fares are reimbursable, however Wikimedia Serbia encourages travelers to use more economical alternatives where practical.

Allowances for meals and incidentals

Wikimedia Serbia travelers may submit actual receipts for consumed meals which are not covered by travel allowance.

Other expenses

Other expenses are reimbursable if requested, provided they are legitimate, necessary and reasonable travel expenses directly connected with or pertaining to Wikimedia Serbia business.

Miscellaneous expenses that are reimbursable on request include:

  • Internet connectivity charges
  • Charges for business-related telephone calls
  • International Travel Costs: Actual costs of acquiring passports, visas, necessary photographs, birth certificates, required inoculations, immunizations, health cards and fees for the conversion of funds to foreign currencies are reimbursable.
  • Excess Baggage: Charges for excess baggage are reimbursable when the traveler is transporting Wikimedia Serbia materials or when the extended period of travel necessitates excess personal baggage.
  • Laundry: Travelers will be reimbursed for reasonable and actual expenses for laundry services that are necessary due to an absence from home for five or more days or when unusual and documented circumstances mandate these services.
  • Gratuities: Normal, reasonable gratuity amounts, e.g., for taxis or restaurants (provided that they are included in the bill for services rendered and that they are not covered by the traveling allowance).
  • Tolls and parking fees

Miscellaneous expenses that are not reimbursable include:

  • Pet care expenses
  • Personal travel insurance
  • Insurance coverage for privately owned vehicles
  • Expenses for the repairs of privately owned vehicles
  • Expenses related to damages to uninsured rental cars and privately owned vehicles
  • Interest charges levied on overdue invoices or credit card statements
  • Barbers, hairdressers, toiletry items, health club fees, prescriptions and non-prescription medications
  • Hotel pay-per-view video and mini-bar expenses
  • Expenses related to lost or stolen items
  • ATM fees
  • Meals included in another reimbursable item (e.g. conference fee, transportation charge, accommodation)
  • Personal telephone calls, with the exception of one brief call to the traveler’s home location, per day.
  • In general, personal expenses are not reimbursable, and are assumed to include any expenses which are not a necessary consequence of travel on behalf of Wikimedia Serbia.

Combining personal and Wikimedia Serbia related travel

Travelers may, on occasion, combine personal and Wikimedia Serbia travel on the same trip provided there is no additional cost to Wikimedia Serbia.

If the traveler takes an indirect route or interrupts a direct route for other than Wikimedia Serbia business, reimbursement will be at either the actual charge or the charge that would have been incurred by traveling the direct route by the most economical means, whichever is less.

Any personal portion of the cost of a rental car must be subtracted from the total rental bill before requesting reimbursement. The personal portion is calculated by prorating the cost of the rental over the number of days for personal use and number of days for business use.

Expenses related to a traveler’s spouse or family members are considered personal and are not reimbursable, except:

  • When a spouse or family member is formally representing Wikimedia Serbia and has been expressly invited for that purpose;
  • The traveler is relocating on behalf of Wikimedia Serbia, in which case the traveler’s spouse is entitled to reimbursement for one trip to and from the new location.

Per diem policy

Persons traveling to the country for the needs of Wikimedia Serbia are entitled to compensation (per diem) in the amount of 1,200.00 dinars.

Persons who travel abroad for the purpose of Wikimedia Serbia are entitled to compensation (per diem) in the amount determined by the Board of Directors.

Per diem is calculated from the time of departure on a business trip to the moment of return. For the trips lasting 8 to 12 hours will be paid half of the amount of per diem and for the trips lasting 12 to 24 hours, the full amount of per diem will be paid.

Other costs related to the business trip will be recognized in its entirety along with the bill of those costs.

Payment of advances for the business trip as well as the per diem and compensation of the other expenses for a business trip abroad, can not be made in dinar equivalent. It has to be paid in foreign currency.

Travel expense reports

Travelers must submit travel expense reports, with all required information, to Wikimedia Serbia within 5 days of completion of the trip unless a longer period is approved by the Board. Every effort will be made to reimburse travelers within five working days of receipt.

Receipts are the only valid form of documenting the expenses. The travel allowances are determined by the Board while all other expenses should be justified by receipts in full amount.

In line with the aforementioned, Wikimedia Serbia expects that in general, all travelers on its behalf will make necessary efforts to collect and keep all required receipts. Otherwise Wikimedia Serbia will not be able to refund the expenses that are not properly documented.