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Travel funding policy #5

Open jdswinbank opened 11 months ago

jdswinbank commented 11 months ago

There was some discussion of this several years ago (https://github.com/astropy/astropy-project/issues/54) but it became less urgent due to Covid, etc. That's no longer the case; let's get back on top of this and agree/publish something.

kelle commented 11 months ago

@AnaGabela to ask Numfocus if they have an existing document.

kelle commented 11 months ago

Should we update our travel policy to reflect the varying price of hotels — How do we deal with the fact that some people might try to saving the project money, while others are saving themselves hassle?

Also an opportunity to discuss e.g. alcohol in reimbursements

kelle commented 11 months ago

Some rules here: https://github.com/astropy/astropy-project/blob/main/finance/process/request-funding.md

Flights should be booked in economy class. If the flight is over 4 hours and the additional cost is less than 20%, a higher class of seating may be booked. We encourage travel plans to be optimized for efficiency. If additional costs are required, a justification should be submitted for approval. Medical reasons are an acceptable justification for higher costs.

In general, you should attempt to minimize the environmental impact of your travel.