Basque Wikimedians User Group/Wikimedia + Education Conference Travel Policy

PURPOSE

The purpose of this policy is to ensure consistent and fair treatment of people attending the Wikimedia + Education Conference with a scholarship of the BWUG. This policy applies only to travelers whose expenses are being paid by these scholarships.

The guiding principles are:

1. Scholarship recipients will be reimbursed for legitimate, reasonable travel expenses when directly connected with the conference, based on established allowances in this policy.
2. Travelers are expected to generally be conscientious in their use of the scholarships, and to travel by economical and efficient means.

PROCEDURES AND GUIDELINES

Travel arrangements

As published in the Scholarship section of the official Meta page of the conference, all successful scholarship applicants are responsible for making their own travel arrangements with approval of the BWUG. There may be exceptions in specific cases (especially long and costly travels) and in such cases travel arrangements will be made through BWUG’s designated scholarship organizer.

Scholarship by REFUND

BWUG Travel arrangement

Successful scholarship applicants will make their own travel arrangement (not accomodation). They will buy the flight ticket and once the conference is finished, by completing their expenses justification (with all the tickets), they will be reimbursed. They will receive the orientation price in which they have to buy the flight. These scholarship recipients will have to notify the BWUG their flights details in order to have a good accommodation organization.

ONLY IN SPECIFIC CASES AND WITH APPROVAL OF THE BWUG. BWUG will make the flight and accommodation arrangement. Scholarship recipient will make the other expenses justification at the end of the conference in virtue of this travel policy.

Air travel

The lowest available airfares shall be sought when making bookings. All travelers are expected to use economy class.

Rail travel

The standard for rail travel is economy class.

Vehicle rental

Rental vehicles may be used where economical, practical and necessary. All vehicle rentals must be for economy-class vehicles. Rental vehicles must be returned on time and with a full tank of gas to avoid additional hourly costs and excessive refueling charges.

Lodging

Scholarship recipients will have shared accommodation during the 2 nights of the conference (5th April to 7th April). This accommodation is organized, booked and payed by the BWUG and if the scholarship covers this cost, recipients does not have to make any reservation or ask for an invoice for any reimburse.

If because of the trip organization someone needs an extra night, it will have to be organized and approved with the BWUG. If not, it will not be reimbursable.

Taxis and other local transportation

Taxi fares are reimbursable, however we encourages travelers to use more economical alternatives where practical.

Meals

Scholarship recipients have a choice of submitting actual receipts for meals. Only for meals not provided during the conference and that are necessary during the trip. A maximum of 20€/meal will be reimbursable.

If attendees choose an alternative option while meals are provided at the conference and at the social events, those meals will not be reimbursable.

Other expenses

Other expenses are reimbursable provided they are legitimate, necessary and reasonable travel expenses directly connected with the assistance to the conference.

Miscellaneous expenses that are reimbursable include:

• International Travel Costs: Costs of visas.
• Tolls and parking fees

Miscellaneous expenses that are not reimbursable include:

• Excess Baggage: charges for excess baggage are not reimbursable
• Meals that are done outside the conference from friday afternoon (5th April) to sunday afternoon (7th April).
• Internet connectivity charges
• Laundry
• Gratuities/tips
• Pet care expenses
• Personal travel insurance
• Insurance coverage for privately owned vehicles
• Expenses for the repairs of privately owned vehicles
• Expenses related to damages to uninsured rental cars and privately owned vehicles
• Interest charges levied on overdue invoices or credit card statements
• Barbers, hairdressers, toiletry items, health club fees, medications, etc.
• Hotel pay-per-view video, mini-bar and extra expenses
• Expenses related to lost or stolen items
• Telephone calls
• In general, personal expenses are not reimbursable, and are assumed to include any expenses which are not a necessary consequence of the assistance to the conferece.

Combining personal and conference travel

Travelers may, on occasion, combine the assistance to the conference with a personal travel on the same trip, provided there is no additional cost to the BWUG. Incremental costs are not reimbursable.

Expenses related to a traveler’s spouse or family members are considered personal and are not reimbursable.

Travel expense reports

Travelers must submit travel expense reports, with all required information, to the BWUG within 1 month of completion of the trip. 2 documents that the scholarship organizer will send to the scholarship recipients will have to be filled.

Receipts are always the preferred form of documentation. Expenses without receipts or receipts with no date will not be taken into account and will not be reimbursable.

Cancelling or not show

The Scholarship applicant will be liable to pay cancellation costs themselves in case he/she is unable to make the trip. Each case will be studied with the BWUG.

If a scholarship recipient does not show up at the conference without notification there is not going to be any expense refund.