PR for travel policy edits based on comments

[mkoci-koca]

Matt: Meal - $200 for a single day seems very high. I don't recall spending anywhere near that amount previously. Matt: What about non-alcoholic beverages? In a previous organisation we were allowed to claim one drink per meal (irrespective of whether it was alcoholic or not). Not sure why we make the distinction. Matt: 275 - Who is the travel authorizer? Is this different from the travel approver? (Line 275) Matt: 292 - Here it says travel approver....but above we said travel authoriser. Does it have to be the same person that originally approved the travel, or is it different?

[mkoci-koca]

we should add some notes about the currency conversion policy. In which currency should be expense report claimed? How to do the conversion, based on which rate, etc.?

[mkoci-koca]

How do we want to expense personal car travel? Just a bill from petrol (electric) station or the number of KM multiplied with average consumption?

[mkoci-koca]

Also, I will add information about processing submitted travel expenses...In other words, how it should be handled when travel is claimed...some paragraphs like "Processing of Travel Expense Reimbursement Claim"

[levitte]

"per diem" and "allowance" is usually understood as a sum that you get per day to cover whatever extra traveling costs, rather than a reimbursement. That's at least what the Swedish translation ("traktamente") means, and the explanation I get when I google the term (or when reading https://www.per-diems.info/, kindly pointed at by @mkoci-koca) confirms this.

Since this travel policy is all about reimbursement, we should stop using "per diem" and "allowance", as that only leads to confusion, which I assume has already happened, see some of @mattcaswell's review comments.

[TamaraDale]

Hi Richard

Sorry missed the allowance bit will fix...but I think we still need to be clear that it's inclusive of all meals in a single day so no one gets confused and thinks it's per meal (they shouldn't but I don't think it hurts to be clear).

Thanks Tam

On 7/10/2022 5:37 pm, Richard Levitte wrote:

@.**** requested changes on this pull request.

---

In policies/travel-policy.md https://github.com/openssl/general-policies/pull/29#discussion_r989728997:

• Use of the minibar, laundry services or other hotel facilities (excluding those required for Business purposes e.g. meeting rooms) are at the Traveller's own expense.

Meals

-The amount listed in the Meal Entitlement Table will be the maximum -amount that can be claimed for each day, it is a per diem amount i.e. -the allowance is inclusive of all meals that occurred on the relevant -Day. +The amount listed in the [Meal Entitlement Table] will be the maximum +amount that can be claimed for each day, the allowance is inclusive of +all meals that occurred on the relevant Day.

You changed it, but not quite enough, there's still the confusing "allowance" in there. Also, The whole part from the comma and on seems redundant.

The paragraph I proposed was:

The amount listed in the [Meal Entitlement Table] will be the maximum amount that can be claimed for reimbursement of meals for each day.

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[levitte]

Hi Richard Sorry missed the allowance bit will fix...but I think we still need to be clear that it's inclusive of all meals in a single day so no one gets confused and thinks it's per meal (they shouldn't but I don't think it hurts to be clear). Thanks Tam … On 7/10/2022 5:37 pm, Richard Levitte wrote: @.** requested changes on this pull request. ------------------------------------------------------------------------ In policies/travel-policy.md <#29 (comment)>: > - Use of the minibar, laundry services or other hotel facilities (excluding those required for Business purposes e.g. meeting rooms) are at the Traveller's own expense. ### Meals -The amount listed in the Meal Entitlement Table will be the maximum -amount that can be claimed for each day, it is a per diem amount i.e. -the allowance is inclusive of all meals that occurred on the relevant -Day. +The amount listed in the [Meal Entitlement Table] will be the maximum +amount that can be claimed for each day, the allowance is inclusive of +all meals that occurred on the relevant Day. You changed it, but not quite enough, there's still the confusing "allowance" in there. Also, The whole part from the comma and on seems redundant. The paragraph I proposed was: The amount listed in the [Meal Entitlement Table] will be the maximum amount that can be claimed for reimbursement of meals for each day. — Reply to this email directly, view it on GitHub <#29 (review)>, or unsubscribe https://github.com/notifications/unsubscribe-auth/AZ6NRRTW7AMTVM5TNFUOTT3WB7AMLANCNFSM6AAAAAAQSB4RO4. You are receiving this because you commented.Message ID: **@.***>

Sure. How about "reimbursement of all meals for each day"?

[TamaraDale]

So how about something like...

"The amount listed in the [Meal Entitlement Table] will be the maximum amount that can be claimed for all meals in a single day."

Tam Dale Business Operations Administrator

On 7/10/2022 5:43 pm, Richard Levitte wrote:

The amount listed in the [Meal Entitlement Table] will be the maximum +amount that can be claimed for each day

[levitte]

So how about something like... "The amount listed in the [Meal Entitlement Table] will be the maximum amount that can be claimed for all meals in a single day." Tam Dale Business Operations Administrator … On 7/10/2022 5:43 pm, Richard Levitte wrote: The amount listed in the [Meal Entitlement Table] will be the maximum +amount that can be claimed for each day

Ooooh, even better. Yes!

[TamaraDale]

Sorted 😁

T

On 7/10/2022 5:47 pm, Richard Levitte wrote:

So how about something like... "The amount listed in the [Meal
Entitlement Table] will be the maximum amount that can be claimed
for all meals in a single day." Tam Dale Business Operations
Administrator
… <#>
On 7/10/2022 5:43 pm, Richard Levitte wrote: The amount listed in
the [Meal Entitlement Table] will be the maximum +amount that can
be claimed for each day

Ooooh, even better. Yes!

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[levitte]

Sorted :grin:

T

Nicely done!

[TamaraDale]

Hi Guys

It was intended to be a limit on what you could claim back for meals, not an upfront payment. I've changed the table name so it's "Meal Reimbursement Table" now so it's clearer that it's not an upfront payment but the maximum amount that will be reimbursed.

If you think we need specific words around that let me know.

Thanks Tam

On 7/10/2022 8:15 pm, Matt Caswell wrote:

@.**** commented on this pull request.

---

In policies/travel-policy.md https://github.com/openssl/general-policies/pull/29#discussion_r989874792:

@@ -206,9 +204,9 @@ Entitlement Table** below:

Meal Entitlement Table

Period	Cost
-	Full Day	Up to US\$200/day
-	Partial Day	Up to US\$100/day
-	Entertainment*	Full Cost of meal. Alcoholic beverages up to US\$20 per person per meal
+	Full Day	Up to US $150 a day
+	Partial Day	Up to US $75 a day

You can spend this per diems or you can keep this cash and stay
hungry.

I don't think this was the intent of this policy? At least not the way I understood it.

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[TamaraDale]

Hi Guys

I've left the definition as is but amended the text under the Travel Authorisation section so now it reads "-   All travel arrangements must be authorized by a designated Travel Approver."

As Richard noted Travel Approver is defined as "is a person (contractor's manager) authorised by the OMC or the OMC itself to approve travel expenses up to the limits as stated in the Travel Approver Table."

Thanks Tam

On 7/10/2022 6:50 pm, Richard Levitte wrote:

@.**** commented on this pull request.

---

In policies/travel-policy.md https://github.com/openssl/general-policies/pull/29#discussion_r989797901:

@@ -29,9 +29,7 @@ Definitions

• Travel is where; you leave your usual state and/or country or you have to travel 1 or more hours away from the location you usually work from. -- Travel Approver: is a person authorised by the OMC to approve
• travel expenses up to the limits as stated in the *Travel Approver
• Table. +- Travel Approver: is a person (contractor's manager) authorised by the OMC or OMC itself to approve travel expenses up to the limits as stated in the Travel Approver Table*.

Considering that the language further down essentially says, "Travel Approver or the OMC", this change seems unnecessary, and potentially confusing.

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[TamaraDale]

Hi Guys

See notes in Blue.

Thanks Tam

On 7/10/2022 8:39 pm, Matt Caswell wrote:

@.**** requested changes on this pull request.

---

In policies/travel-policy.md https://github.com/openssl/general-policies/pull/29#discussion_r989880509:

 are (this is not an exhaustive list):

• Costs of entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs (such as tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities)
• • Tips except when it's already been included in the bill as a service
• charge;
• • Tips except reasonable tips in keeping with the expectation for the
• country being visited can be claimed, or any service charges included in
• the bill.

This list is supposed to be an example list of things that can't be claimed. But this entry is quite confusing because it mostly talks about things that can be claimed. I would remove this bullet point completely. Tips isn't a good example of things that can't be claimed, and the meals section already discusses tips.

I've removed the tips section from the non-claimable list

In policies/travel-policy.md https://github.com/openssl/general-policies/pull/29#discussion_r989891855:

• Tolls &/or Parking fees will be eligible for reimbursement.
  • Excess reduction fees are reimbursable. +- A GPS navigation is also reimbursable.

  • +### Use of Private Vehicles +Private Vehicles can be used where it is more economical or convenient. +The owner of the vehicle is responsible for ensuring the vehicle meets all regulatory +and legal requirements along with all costs related to the vehicle, including but not +limited to maintenance, petrol, insurance, registration fees, fines etc. +The OpenSSL is not responsible for the condition of the vehicle nor the way in which

Drop "The" in front of OpenSSL

Fixed

In policies/travel-policy.md https://github.com/openssl/general-policies/pull/29#discussion_r989895735:

+Reimbursement Form]. Photos or scanned versions of the receipts or credit +card statements are acceptable. In the event a receipt is not available or +lost the Traveller must submit a signed statement detailing the item/s +purchased and the cost. + +One currency should be used consistently within each Expense Reimbursement Request. +ie if claiming Euro's the entire request should be in Euro's. +Where an expense is incurred in a currency other than the main currency of the Expense +Reimbursement request, it will need to be converted to the main currency before being +entered into the form. + +Currency Conversion: +- Where the expense is incurred on a credit card, debit card or via a bank transfer or

• bank payment use the amount actually charged to you by the relevant financial institution. +- Otherwise use the the rate you were charged (if available) or the exchange rate on the day
• the expense was incurred and note this exchange rate in the description field on the [Expenses Reimbursement Form].

If you're not paying by card/bank transfer the presumably that means you are paying cash. In that case I have previously used the exchange rate I was charged when I converted the currency.

I've amended it to: "Otherwise use the the rate you were charged (if available) or the rate charged when the     currency was converted or where no other rate is known use the exchange rate on the day     the expense was incurred and note the exchange rate in the description field on the [Expenses Reimbursement Form]."

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[paulidale]

Vote: Accept the travel policy as of a38676a4f62ef3131c82fade0e12cff4099e23e9

[paulidale]

[+1]

[mattcaswell]

Vote: [+1]

[iamamoose]

Vote: 0

[t-j-h]

Vote [+1]

[paulidale]

Vote passed.

[kroeckx]

voting 0