Wikimédia France/Politique de voyage/en

Travel policy and expenses of traveling

This policy was initially published in French, which is the official version.
This English version is published for information only. In case of discrepancies or interpretation, the French version will prevail.

This travel policy aims to define and set a framework for the reimbursement of expenses related to travels in France or abroad and related to/within a Wikimedia France activity. It applies to all employees of the association, to volunteers, to the members of the board of trustees but also to anyone eligible for defrayal by the association.

General Principles

Are considered as “expenses”, all the charges related to the employment or the activity of someone who bear them for the fulfillment of her/his mission for Wikimédia France. Those expenses constitute additional spending which would not have existed if the mission was not carried out.

Definition of Travel

The « Agence Centrale des Organismes de Sécurité Sociale » (Social Security Organisms Central Agency) considers a situation of “long travel” as when it is impossible to get back to the usual place of residence every day.

Impossibility is presumed when the 2 following conditions are matched:

• Distance between living place or working place and mission place must be higher than 50km (single trip),
• Public transportation do not allow to cover the distance in less than 90 minutes.

On the contrary a “short travel” is sustained when the place of residence can be reached every evening.

Conditions of consideration of expenses

To be reimbursed, expenses must be justified and match actual expenses. Except for unique and exceptional reasons, reimbursements must be validated beforehand in written form. The prior approval of the authorized person must be attached to the expense bill. Authorized persons are :

• The Executive Director for all employees and volunteers,
• The Treasurer and the Vice-treasurer for Board of Trustees members and volunteers.

A reimbursement is allowed since expenses correspond to travelling, catering or housing of a person and that for the whole time of travel required for her/his assignment or her/his work.
This situation ends as soon as the person reach her/his abode or as soon as the mission is over even if the person decided to continue traveling on a personal purpose.

Travels included in this policy

This policy applies to travel, whether in France or abroad, required by training or assignment. An "Assignment" refers to the activity performed by an employee who is to move to accomplish this work at the request of his superiors under his/her professional duties.
An assignment might also refers to an activity done by a volunteer for the association, including Board of Trustees members.
This policy doesn't apply neither for daily travels between abode and working place for employees nor personal travels which do not respect the organization's interests.

Reimbursement of catering and housing expenses

By default, the refund scheme chosen is capped reimbursement of actual costs. It will be necessary to produce appropriate documents for any reimbursement claim, within the limits of a maximum amount not to be exceeded, that is to say beyond which the costs are not reimbursed. Regarding catering, every meal (lunch and dinner) will be covered up to €23 maximum. Every exceeded to invite a partner or provider, for example, must be approved by the Treasurer, the Assistant Treasurer or the Executive Director.

Lunch

Whatever the nature of the trip, lunch is supported only if the time of the meal is within the travel period.
For employees, a meal ticket will be removed, if granted a refund regardless of the context (training, travel, etc.)

Dinner

Dinner is compensated only under the conditions of a Long Travel or Short Travel leading to a return home after 8 p.m. Expenses must have actually incurred and be justified.
For employees, attending a working group after 7 p.m. also gives right to dinner reimbursement.

Housing

Housing can be covered only under the conditions of Long Travel. It includes only housing and breakfast. If necessary, internet access may be covered. Every other option or billing won't be reimbursed, except prior agreement.
3 stars hotels, such as “Ibis”, are considered to be the maximum range to book, except pre agreement.
Frequent travels by some employees and board members must encouraged them to book accommodation through the organization's payment methods, thus easing reporting tasks. If it is impossible, an advance fee may be done to then be adjusted to actual costs.

Flat-rate reimbursement (or “ Per Diem”)

Employees and Board of Trustees members can benefit, if they want, a flat-rate reimbursement - also called Per diem - of meal expenses only when they are traveling abroad.
The Per diem in France is exceptional and subject to an explicit agreement from the Treasurer, the Vice-treasurer or the Executive Director.
This provision is to solicit first, in order to verify the proper application and appropriateness of the scale.

The flat-rate is index-linked to:

• Appendix section regarding the order of the 3rd of July 2006 fixing the rates of mission allowances provided in Article 3 of Decree No. 2006-781 of 3 July 2006 laying down the terms and conditions of payment for the costs of travel for French public servants: http://www.legifrance.gouv.fr/affichTexteArticle.do?idArticle=LEGIARTI000028131793&cidTexte=JORFTEXT000000242360
• Circular letter n°2007-074 of ACOSS: http://www.urssaf.fr/images/ref_lc2007-074.pdf

The result is a consideration of 40% or 22.5% of the grid Appendix of this article for the destinations defined as follows:

• 40% when the number of meals to cover is 2,
• 22,5% when the number of meals to cover is 1.

The amount is rounded up in the relevant foreign currency. The exchange rate used is the one shown on the website of "Banque de France" at the first day of travel. In case of inadequate indexation (too high or insufficient) it will be reviewed promptly after approval of the Executive Director and the Treasurer. The Vice-treasurer will intervene in the absence of the Treasurer or if the Executive Director and / or the Treasurer are concerned with the indexation reconsideration request.

Reimbursement of travel expenses

The successful refund scheme is that of reimbursement at actual costs. It will be necessary to produce documents for any claim.
The applicant will gather all necessary supporting documents, particularly in the case of the use of electronic tickets.
It is recommended that both employees and members chose, as much as possible, the most economical and environmentally friendly ticket.
The applicant's participation in a loyalty program for travelers is not a selection criteria. The reimbursement of all or part of such program of affiliation will be made on a case by case basis, depending on the financial interest provided to the association for the journey in question and on the next ones which could be anticipated.

Traveling by train

One should travel in second/economic class.

Traveling by plane

Traveling in economic class is mandatory.

Traveling by car

The trip will be refunded at the kilometer scale in force set by the tax authorities. Must be provided:

• Photocopy of car registration document,
• Photocopy of driver's license,
• Mappy print of the route taken.

Carpooling with other members or employees of Wikimedia France is preferable.
Traveling by carpooling via a company offering this type of service will be refunded on proof of payment and travel.

Traveling by cab

The use of taxi is authorized for short distances, when the journey is performed at night between 22h and 6h or when public transportation does not offer an adequate alternative for trips:

• Home/Airport or Station
• Leaving place/Airport or Station
• Working place/Airport or Station
• Working place/Home

Using a taxi before 22h can be tolerated if pooling makes the unit price (per person) competitive with public transport or when it is the only option (e.g to transport bulky material).

Upgrading class

Travel is in second-class or economy class ; up-graded class being exceptional.
However, applicant may travel in a higher class in the following cases:

• The same or lower price (the proof of the two rates will then be produced and kept with the claim),
• Long trips (over 5 hours),
• Need to work on the way,
• Justified medical reason.

In all cases, travel in a higher class must necessarily be approved in advance. Persons entitled to these approvals are:

• The Executive Director for all employees and members of the association,
• The Treasurer and Vice-treasurer for members of the Board of Trustees and members of the association.

Modifications

This policy may be amended with the joint agreement of the Executive Director, Treasurer and Vice-treasurer. Changes are then approved by the Board of Trustees. This policy should be consulted online before each journey to ensure that the applicant has the latest valid version.