2019 EU-US Frontiers of Engineering Symposium

Travel Information for US Speakers and Organizers

Thank you for agreeing to serve as an organizer or speaker for the 2019 EU-US FOE Symposium. Speakers and organizers representing EU should contact TBD if you have questions about travel arrangements, as all information below is for US speakers and organizers.

Before You Travel - Information to make your travel and lodging arrangements

Your Travel Coordinator
Your assigned travel coordinator is your primary logistics contact for this meeting. Please reach out should you have any questions or need assistance. Sherri Hunter shunter@nae.edu

Authorized Travel Dates
November 16-21, 2019
We cannot reimburse per diem expenses incurred outside these dates. 

Making Travel Arrangements

  • All International Travel must be booked through our travel agency, Kentlands Travel, 1-800-552-6425, nas@uniglobekentlands.com
    • ​Provide the agent with the travel code: NAE190054
    • The agency will ensure your itinerary complies with all federal regulations and Academies travel policies and procedures, full recoverability from the sponsor, and full reimbursement to you.
    • Air booked through our travel agency will be direct billed to the Academies.
  • We can cover coach-class airfare of US organizing committee members and speakers.
    • Based on a 21-day advance purchase.
    • We see roundtrip fares around $1300 or less, depending on originating city.
    • Roundtrip ticket between your home city and Stockholm Arlanda Airport (STO).
  • Please book your flights as soon as possible to get the best fares.
  • You will need to depart the US on Saturday, November 16 in order to arrive in Stockholm in time to attend the full meeting.
  • Taking departing flights before 3pm on November 20 is discouraged, as participants are required to stay until the symposium ends at 12noon.
  • If you are combining travel for Academies business with other travel (either personal or non-Academies business), the Academies will reimburse you for the constructive cost on the itinerary – the lowest reasonable roundtrip economy fare from your permanent place of residence or business to the meeting location.
  • *Changes in Travel Plans* Please contact your travel coordinator listed above and the travel agency as soon as you know you need to change or cancel your itinerary. Itinerary changes must be reviewed and appropriately documented by the travel coordinator to ensure reimbursement from the sponsor.
  • You will be responsible for any change fees and additional fare costs due to changes or oversights in your schedule.
  • Tickets that are direct-billed to NAE must be reimbursed if you cancel your attendance. After the reimbursement process is complete, you will be able to use the credit for future travel, minus the change fee.

Ground Transportation

  • Because NAE is a nonprofit organization, please consider cost when choosing ground transportation. We encourage the use of ride sharing (Uber/Lyft/shared airport shuttles) or public transportation to and from the airport or train station whenever possible. Taxis remain an option.
  • If the free shuttle does not suit your needs, we encourage the use of ride sharing (Uber/Lyft/shared airport shuttles) or public transportation to and from the airport or train station whenever possible. Taxis remain an option.
  • ​Sedan service is not reimbursable.
  • Rental Cars: Rental cars are NOT a reimbursable expense.
  • Rail Travel: We are not able to reimburse the cost of Acela train service, as it is a premium class. You may book coach class rail service through our travel agency.  
  • Personal Vehicle: Personal vehicle use will be reimbursed at $0.545/mile. Remember to record your total mileage.

Hotel Reservations

Hotel accommodations will be arranged for your stay at the Scandic Anglais hotel according to your response on the travel form, due September 13.

Scandic Anglais
Humlegårdsgatan 23
102 44 Stockholm
Sweden
T:  +46 8 517 340 00

  • Please do not contact the hotel directly to make a reservation.
  • Dates included are check-in on November 17 and check-out on November 20 (3 nights).
  • Your room and taxes are direct-billed to the Royal Academy of Engineering Sciences (IVA) and guaranteed for late arrival.
  • You will be responsible for paying for incidental expenses with your credit card.
  • Please notify your travel coordinator immediately of any cancellations or changes in arrival time so that they may manage expectations with the hotel and reduce potential cancellation/attrition charges.

While You Travel - Meeting details and information about tracking your out-of-pocket expenses

Meeting Location and Times

  • The meeting will be held at the Royal Academy of Engineering Sciences (IVA), Grev Turegatan 16, 102 42 Stockholm.
  • ​We will email you about two weeks before the symposium when the final program is posted on the symposium website.

Travel Issues

  • If you have any issues during travel (e.g., weather delays), contact the travel agency and email Sherri Hunter shunter@nae.edu.  
  • Kentlands Travel, 1-800-552-6425, after hours: 1-888-565-9174 nas@uniglobekentlands.com

Per Diem - (Meals Allowance)
Meal reimbursements for the first and last day of travel will be capped at 75% of the per diem rate for Stockholm.

Other Expenses
Other reimbursable, non-incidental travel expenses include:

  • Airport parking
  • Tips
  • Tolls

Expenses That Are Not Reimbursable

  • Meals taken elsewhere during the symposium, where meals are provided
  • Alcohol expenses
  • Internet expenses
  • Bag check fees

After You Travel - Reimbursement for your out-of-pocket expenses

Submitting Travel Expenses for Reimbursement

  • It is Academies policy that all travel expense reports (TER) be completed within 25 days of travel.
  • Sponsors may reject expenses not submitted on time. If you have questions about completing your TER, please contact your travel coordinator for assistance.
  • Sherri Hunter will email detailed instructions for completing your TER soon after the meeting.
  • If you have trouble logging in to Concur, please contact the Travel Office traveloffice@nas.edu.
  • All receipts showing date, total payment, and payment form used are required for reimbursement.
  • If you wait too long to upload your expenses, your password will expire, which will slow your reimbursement process.
  • I recommend copying the username to avoid login errors (they often begin with the letter “O.”)
  • To reduce the possibility of a check getting lost in the mail and delaying your reimbursement, we strongly encourage you to send this form to cashmanagement@nas.edu to sign up for direct deposit. Direct deposit reduces processing time for reimbursements and is more environmentally-friendly than printing checks.
  • DO NOT SUBMIT THE REPORT. Email Sherri Hunter to let her know your expense report is ready for review or to let her know you are not requesting reimbursement.