Travel policy
This policy is maintained by the Wikimedia Foundation to apply to Foundation activities.
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Contents
1PURPOSE
2STATEMENT OF POLICY
3PROCEDURES AND GUIDELINES
4See also

PURPOSE
The purpose of this policy is to ensure consistent and fair treatment of people required to travel on behalf of the WMF. This policy applies only to travelers whose expenses are being paid by the WMF; 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. WMF travelers will be reimbursed for legitimate, reasonable travel expenses when directly connected with or pertaining to WMF business based on established allowances in this policy.
  2. WMF travelers are expected to generally be conscientious in their use of WMF 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 WMF’s designated travel service provider, except with advance approval from the Executive Director or Chair of the Board of Trustees.
  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. WMF travelers shall be reimbursed actual and reasonable expenses for accommodation.
  6. Taxi fares are reimbursable, however the WMF encourages travelers to use more economical alternatives where practical.
  7. WMF travelers have a choice of submitting actual receipts for meals, or of receiving a standard daily meal allowance, for meals not provided during the trip.
  8. Other expenses are reimbursable provided they are legitimate, necessary and reasonable travel expenses directly connected with or pertaining to WMF business.
  9. Travelers may, on occasion, combine personal and WMF travel on the same trip provided there is no additional cost to WMF.
  10. Travelers must submit travel expense reports, with all required information, to the WMF within 1 month of completion of the trip, unless a longer delay is approved by the chair or the executive director. Every effort will be made to reimburse travelers within five working days of receipt.

PROCEDURES AND GUIDELINES
1. TRAVEL ARRANGEMENTS - GENERAL
All travel arrangements (air, rail, vehicle rental and lodging), including all changes and cancellations of travel arrangements, must be made through WMF’s designated travel service provider, except with advance approval from the Executive Director or Chair of the Board of Trustees or whenever the service provider can not easily provide this service.
2. 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 ED. If approval is not given, the traveler may choose to fly business class regardless, and to personally pay the actual difference in cost.
3. RAIL TRAVEL
The standard for rail travel is economy class.
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.
5. LODGING
WMF travelers shall be reimbursed the actual and reasonable expenses for accommodation while traveling on WMF 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). In these instances, the traveler may claim $30.00 US per night. Receipts are not required for reimbursement of this amount.
6. TAXIS AND OTHER LOCAL TRANSPORTATION
Taxi fares are reimbursable, however the WMF encourages travelers to use more economical alternatives where practical.
7. ALLOWANCES FOR MEALS AND INCIDENTALS
WMF travelers have a choice of submitting actual receipts for meals, or of receiving standard daily meal allowances, for meals not provided during the trip. If meals are provided, the per diem below will not be given.
The standard meals & incidental expenses rate will be at 75% of the State Dept and GSA rates.
The breakdown of meals related to the global daily per diem will be as followed:
Breakfast: 20%
Lunch: 30%
Dinner:50%
For example, in year 2007, the standard USA State rate in Tampa, Florida, is 54 dollars. Wikimedia Foundation meals and incidental rate in 2007 in Tampa Florida is consequently 40 dollars (8 dollars for breakfast, 12 dollars for lunch, and 20 dollars for dinner).
8. OTHER EXPENSES (8a) and COMBINING PERSONAL and WMF TRAVEL (8b)
8a. Other expenses are reimbursable provided they are legitimate, necessary and reasonable travel expenses directly connected with or pertaining to WMF business.
Miscellaneous expenses that are reimbursable include:
Miscellaneous expenses that are not reimbursable include:

8b. COMBINING PERSONAL AND WMF TRAVEL
Travelers may, on occasion, combine personal and WMF travel on the same trip provided there is no additional cost to WMF. Incremental costs are not reimbursable.
If the traveler takes an indirect route or interrupts a direct route for other than WMF 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:
9. TRAVEL EXPENSE REPORTS
Travelers must submit travel expense reports, with all required information, to the WMF within 1 month of completion of the trip. Every effort will be made to reimburse travelers within five working days of receipt.
Receipts are always the preferred form of documentation.
WMF expects that in general, a good faith effort will be made by travelers to collect and retain all required receipts. If a receipt equal to or greater than $25.00 US is not issued or is lost, the traveler is expected to substantiate the amount of the lost receipt in whatever way seems practical and reasonable (e.g., credit card statement or the like).
See also
Expense reimbursement
Categories: PolicyTravel
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This page was last edited on 26 September 2018, at 20:42.
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