Adding the new expense policy

Author: bennyvasquez

docs/policies/expense_policy.md

@@ -4,133 +4,182 @@ title: "Expense and Reimbursement Policy"
 
 # AlmaLinux Expense and Reimbursement Policy
 
-This policy was adopted by the Board of Directors at [Board meeting #39 in April of 2025](/Transparency.html#minutes-of-almalinux-os-foundation-board-meetings).
+This policy was adopted by the Board of Directors via email in [January of 2026 (recorded in the notes of the February meeting)](/Transparency.html#minutes-of-almalinux-os-foundation-board-meetings).
 
 ### 1. Purpose
 
 This policy establishes the procedure for reimbursing travel, accommodation, and other related expenses incurred by members, contributors, or employees of the AlmaLinux OS Foundation (Foundation) during conferences, events, or activities that align with the Foundation's mission.
 
+* * * * *
+
 ### 2. Scope
 
 This policy applies to:
 
-- Foundation staff
-- Official contributors and volunteers
-- Board members
-- Other individuals who are authorized to travel on behalf of the Foundation
+-   Foundation staff.
+
+-   Official contributors and volunteers.
+
+-   Board members.
+
+-   Other individuals who are authorized to travel on behalf of the Foundation.
+
+* * * * *
 
 ### 3. General Principles
 
-- Expenses must be reasonable, necessary, and directly related to the mission of the Foundation
-- Prior approval for travel must usually be obtained before incurring any expenses. Expenses at claimant's risk otherwise
-- Reimbursement will be based on actual costs and must usually be supported by receipts
+-   Expenses must be reasonable, necessary, and directly related to the mission of the Foundation.
+
+-   Prior approval for travel must usually be obtained before incurring any expenses. Expenses at claimant's risk otherwise.
+
+-   Reimbursement will be based on actual costs and must usually be supported by receipts.
+
+* * * * *
 
 ### 4. Pre-Travel Approval
 
 While you may apply for reimbursement without pre-approval, there is a significant risk that your claim might be denied or reduced. If you wish to avoid this, please seek pre-approval.
 
 1.  Request Process
-    - Submit a Travel Request Form to the Travel Budget Administrator 14 days prior to travel, unless there is a defensible reason for not doing so
-    - Include details of the event, purpose, estimated costs, and expected outcomes
-2.  Approval
-    - Approval must be provided in writing by the Board Secretary
+
+-   Submit a Travel Request Form to the Travel Budget Administrator (expenses@almalinux.org) 14 days prior to travel, unless there is a defensible reason for not doing so.
+
+-   Include details of the event, purpose, estimated costs, and expected outcomes.
+
+3.  Approval
+
+-   Approval must be provided in writing by the Board Secretary.
+
+* * * * *
 
 ### 5. Eligible Expenses
 
-The Foundation will reimburse at least the following expenses:
+In general, the foundation will reimburse reasonable choices of publicly available transport by any means, or private transport that is less expensive. The Foundation will reimburse at least the following expenses:
 
 #### 5.1 Travel
 
-##### 5.1.1 Airfare & Rail & Bus
+5.1.1 Airfare & Rail & Bus
+
+-   Economy class tickets only, apart from cases of genuine need or of benefit to the Foundation agreed with the approver in advance. Upgrades are at the traveler's personal expense. Reasonable luggage and seating charges are permitted.
+
+-   Use the most cost-effective and direct route.
+
+5.1.2 Ground Transportation
+
+-   Public transport, ride-shares, or taxis. To the extent a receipt is not available for public transportation, these expenses should be documented by screenshots or affidavits.
+
+-   Personal car use (see 5.1.3 below for details).
+
+-   Rental cars when more economical than other transport modes. Actual costs must be claimed and not mileage.
+
+5.1.3 Personal Vehicle Use
 
-- Economy class tickets only, apart from cases of genuine need or of benefit to the Foundation agreed with the approver in advance. Upgrades are at the traveler's personal expense. Reasonable luggage and seating charges are permitted.
-- Use the most cost-effective and direct route.
+-   If traveling to a conference or event using a personal car, mileage will be reimbursed at the current IRS mileage rate (or equivalent local government rate for international travelers).
 
-##### 5.1.2 Ground Transportation
+-   Mileage reimbursement covers fuel, wear and tear, and insurance costs, so these may not be claimed separately.
 
-- Public transport, ride-shares, or taxis. To the extent a receipt is not available for public transportation, these expenses should be documented by screenshots or affidavits.
-- Personal car use (see 5.1.3 below for details).
-- Rental cars when more economical than other transport modes. Actual costs must be claimed and not mileage.
+-   Submit a mileage log including:
 
-##### 5.1.3 Personal Vehicle Use
+-   Starting location.
 
-- If traveling to a conference or event using a personal car, mileage will be reimbursed at the current IRS mileage rate (or equivalent local government rate for international travelers).
-- Mileage reimbursement covers fuel, wear and tear, and insurance costs.
+-   Destination.
 
-Submit a mileage log including:
+-   Purpose of the trip.
 
-- Starting location.
-- Destination.
-- Purpose of the trip.
-- Total miles driven (round trip).
+-   Total miles driven (round trip).
 
 Additional Car-Related Reimbursable Expenses:
 
-- Parking fees at the airport, event or hotel.
-- Toll charges incurred during travel.
-- Permit fees (e.g. Austrian "Maut")
+-   Parking fees at the airport, event or hotel.
+
+-   Toll/congestion charges incurred during travel. Please pay directly, since we do not usually reimburse rental company service fees for toll management.
+
+-   Permit fees (e.g. Austrian "Maut", Swiss "Vignette" etc)
 
 Non-Reimbursable Car Expenses:
 
-- Routine maintenance, insurance premiums, or traffic/parking violations.
+-   Routine maintenance, insurance premiums, or traffic/parking violations.
+
+5.1.4 Travel by any other method
+
+Generally, the foundation prefers the most cost-effective and reasonable method of travel. Any non-commercial airline, driving, or train travel is discouraged. However, if alternate transportation is chosen, we will reimburse up to the cost of a commercial flight booked at a reasonable time before the event.
 
 #### 5.2 Accommodation
 
-- Reasonable hotel costs (standard rooms only) at or near the event venue.  "Reasonable" usually means at or below the General Services Administration (GSA) or US State Department per diem rates, both plus 30%. When there are no suitable hotels within a reasonable distance of an event venue more expensive options may be approved on a case-by-case basis.
+-   Reasonable hotel costs (standard rooms only) at or near the event venue.  "Reasonable" usually means at or below the General Services Administration (GSA) or US State Department per diem rates, both plus 30%. When there are no suitable hotels within a reasonable distance of an event venue more expensive options may be approved on a case-by-case basis.
 
 #### 5.3 Meals
 
-- You may claim the per diem rates provided by the GSA for each full day you are on approved travel. Partial days will be divided by ⅓ based on the time on travel.
+-   You may claim the per diem rates provided by the GSA for each full day you are on approved travel. Partial days will be divided by ⅓ based on the time of actual travel. 
 
 #### 5.4 Registration Fees
 
-- Base conference registration fees are reimbursable. Optional "VIP" or other types of fees are not usually reimbursable.
+-   Base conference registration fees are reimbursable. Optional "VIP" or other types of fees are not usually reimbursable.
 
 #### 5.5 Other Expenses
 
-- Booking and change/cancel fees, Parking fees, internet charges (if required for work purposes), documented tips (if locally necessary), travel insurance and necessary business calls are also reimbursable.
+-   Booking and change/cancel fees, Parking fees, internet charges (if required for work purposes), documented tips (if locally necessary), travel insurance and necessary business calls are also reimbursable.
+
+* * * * *
 
 ### 6. Ineligible Expenses
 
 The following are examples of expenses not covered:
 
-- Personal entertainment (movies, sightseeing, etc.)
-- Alcoholic beverages (apart from as a minority element of a claimable meal)
-- Upgrades for travel or accommodation
-- Loss/theft of personal belongings
-- Fines, penalties, or parking tickets
+-   Personal entertainment (movies, sightseeing, etc.).
+
+-   Alcoholic beverages (apart from as a minority element of a claimable meal).
+
+-   Upgrades for travel or accommodation.
+
+-   Loss/theft of personal belongings.
+
+-   Fines, penalties, or parking tickets.
+
+* * * * *
 
 ### 7. Reimbursement Process
 
 #### 7.1 Submission of Claims
 
-- Submit an Expense Reimbursement Form within 60 days after returning
-- Attach itemized receipts for all expenses
-- For lost or unavailable receipts, submit an explanation
-- For personal vehicle use, include:
-  - A completed mileage log
-  - Receipts for parking, tolls, or other eligible expenses
+-   Submit an Expense Reimbursement Form within 60 days after returning.
+
+-   Attach itemized receipts for all expenses.
+
+-   For lost or unavailable receipts, submit an explanation.
+
+-   For personal vehicle use, include:
+
+-   A completed mileage log.
+
+-   Receipts for parking, tolls, or other eligible expenses.
 
 #### 7.2 Payment Timeline
 
-- Reimbursement will be processed within 14 days of approval
+-   Reimbursement will be processed within 14 days of approval.
 
 #### 7.3 Currency
 
-- Expenses which are submitted in USD or EUR are preferred. If incurred in another currency, check with the Treasurer. When calculating conversions use the exchange rate on the date of expense.
+-   Expenses that are submitted in USD or EUR are preferred. If incurred in another currency, check with the Treasurer. When calculating conversions, use the exchange rate on the date of the expense.
+
+* * * * *
 
 ### 8. Travel Advances
 
 Travel advances may be granted on a case-by-case basis. Submit a request to the Board Secretary, and unused funds must be returned within 7 days of travel completion.
 
+* * * * *
+
 ### 9. Compliance
 
-Non-compliance with this policy may result in denial of reimbursement and disciplinary action. Fraudulent claims will be subject to investigation and may lead to legal consequences.
+Non-compliance with this policy may result in denial of reimbursement and disciplinary action. Fraudulent claims will be investigated and may result in legal consequences.
+
+* * * * *
 
 ### 10. Policy Review
 
 This policy will be reviewed regularly by the Board of Directors to ensure alignment with the Foundation's mission and financial guidelines.
 
----
+* * * * *
 
-For questions or clarifications, please open an issue on the [AlmaLinux Board Business Github repo](https://github.com/AlmaLinux/AlmaLinuxBoardBusiness).
+For questions or clarifications, please open an issue on the [AlmaLinux Board Business Github repo](https://github.com/AlmaLinux/AlmaLinuxBoardBusiness).