Travel Policy

PURPOSE
The purpose of this policy is to ensure consistent and fair treatment of people required to travel on behalf of Wikimedia India (WMIN) including its staff, executive committee members and resource persons for conducting its administrative or programmatic duties. This policy applies only to travelers whose expenses are being paid by the WMIN; it does not apply to travelers whose expenses are being paid by another organization, or by the traveler him or herself; it does not also apply to Wikimedia community members' travel related expenses supported through Microgrants or other programs where travel budget is defined separately.

The guiding principles are:


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

STATEMENT OF POLICY

 * The lowest available airfares shall be sought when making bookings. All travelers are expected to use economy class.
 * Bus or Rail travel by A/C class shall be reimbursed.
 * WMIN travelers shall be reimbursed actual and reasonable expenses for accommodation.
 * Taxi or auto fares are reimbursable, however WMIN encourages travelers to use more economical alternatives where practical.
 * WMIN 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.
 * Other expenses are reimbursable provided they are legitimate, necessary and reasonable travel expenses directly connected with or pertaining to WMIN business.
 * Travelers must submit travel expense reports, with all required information, to WMIN.

PROCEDURES AND GUIDELINES
1. AIR TRAVEL

The lowest available airfares shall be sought when making bookings. All travelers are expected to use economy class. Tickets shall be booked well in advance to avoid excess pricing because of last minute plans. Air Travel is granted for destinations that will take more than 12 hours by train or bus.

2. RAIL and BUS TRAVEL

A/C Sleeper Bus or 2nd Class A/C Train is the maximum fare that can be reimbursed for inter city travel.

3. TAXIS AND OTHER LOCAL TRANSPORTATION

Taxi or auto fares are reimbursable within city limits. Bus or rail travel is encouraged for inter city travel.

4. LODGING

WMIN travelers shall be reimbursed the actual and reasonable expenses for accommodation while traveling on WMIN business. A single room with a private bath is the standard. When two or more people travel together, they shall share a twin bed room based on mutual consent. Lodging in a 3 Star facility or a maximum of 2500 INR per day per person can be reimbursed. While traveling for community events, travelers shall stay in the same venue where community members are hosted in order to strengthen the ties with the community. 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). This is encouraged in particular if the stay is hosted by a community member.

5. ALLOWANCES FOR MEALS AND INCIDENTALS

WMIN 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.

6. OTHER EXPENSES

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

Miscellaneous expenses that are reimbursable include:


 * Internet connectivity charges
 * Charges for business-related telephone calls
 * International Travel Costs: Actual costs of acquiring passports, visas, required inoculations, immunizations 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 WMIN materials or when the extended period of travel necessitates excess personal baggage.
 * Tolls and parking fees

7. TRAVEL EXPENSE REPORTS

Receipts are always the preferred form of documentation.

WMIN expects that in general, a good faith effort will be made by travelers to collect and retain all required receipts. If a receipt 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) and provide a signed declaration for the same.

--

This policy uses text from Wikimedia Foundation's Travel Policy  (exact version) under CC-BY-SA 3.0 license. The text has been modified to suit WMIN policies and practices.