Rewrite travel reimbursement policy document
The old policy contained numerous divergences from how we actually handle travel reimbursements today, and didn't address various semi-common situations that have come up over time.
Rewrite it to resolve those issues. Here are the notable changes compared to the prior text:
- Explicitly state that reimbursement requests made without pre-authorization will be automatically denied.
- Explicitly state that if you are unable to attend the event due to personal negligence, no reimbursement will be made.
- State that being a KDE e.V. employee, contractor, or director going to work-relevant events is an adequate justification.
- Explicitly state what kind of travel and lodging expenses we can reimburse (i.e. cheap hostel/hotel, public transit).
- Mention a list of circumstances under which a taxi trip can be considered for reimbursement.
- State that food will be covered for employees and contractors attending work-relevant events.
- State that for contractors, food and lodging expenses will be reimbursed at the per diem rates set by the Bundesfinanzministerium.
- Mention the procedure for amending a request to include new unplanned yet reimbursable expenses incurred during the event.
- Require that the blog post talking about your trip not be written by AI or use AI art.
- Explicitly state that the blog post requirement is waived for employees and contractors — but always recommended anyway.
If approved, please wait for me to merge it, as I'd like to write some messaging for employees/contractors and the wider community to coincide with public availability.
Edited by Nate Graham