Attention NAE Members
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Thank you for agreeing to serve as an organizer or speaker for the 2012 Japan-American Frontiers of Engineering Symposium.
Presentations and Copyright
We would like to post abstracts and presentations online so that attendees can reference them and share them with colleagues. Please complete and return the forms below when you submit your session abstract no later than September 15, 2012.
US government employee copyright form
Travel Regulations and Reimbursement
The Frontiers of Engineering is funded through government grants and therefore must follow federal travel regulations. Please read the information below as well as our travel policies carefully to ensure all travel meets these guidelines.
NAE has funding available to cover coach-class airfare of organizing committee members and speakers based on a 21-day advance purchase. Typically, these round-trip fares are around $500 or less. Please book your flights as soon as possible. Note that we will reimburse only for a round-trip ticket between your home city and Los Angeles International Airport (LAX) or John Wayne-Orange County Airport (SNA) during the official meeting dates. We strongly recommend that you use our travel agency, Kentlands Travel. They are familiar with Academy travel rules and are able to directly bill your ticket to the NAE. They are also working with us to keep travel costs down. Please contact Kentlands at kentlandstravel.com or 800-552-6425 to book your ticket and reference travel code NAE120014.
NOTE: If your trip will incorporate travel to another city for other business or travel outside the immediate meeting dates, please contact FOE Staff.
Your room during the course of the meeting, except for incidentals, will be direct-billed to the NAE beginning with check-in on October 28 and check-out on October 31. The meeting ends at noon on October 31, and we anticipate that all of attendees will return home that afternoon. However, if you cannot return on Wednesday due to flight schedules, a fourth night (October 31) will be covered at the Hyatt Regency, Newport Beach. Please complete the travel form by September 10, 2012. Additional nights are the responsibility of the participant and are not reimbursible.
Hyatt Regency Newport Beach
1107 Jamboree Road
Newport Beach, CA 92660
T: (949) 729-1234
The meals and incidental per diem rate for Irvine, CA is $71.00 during non-travel days and $53.25 during travel dates. However, meals are provided during the symposium; therefore, meals taken elsewhere during the course of the symposium are not reimbursable. Meals taken enroute to the meeting site, however, are reimbursable. Other reimbursable non-incidental, travel expenses include: usage of privately owned vehicles (55¢ per mile); ground transportation to or from your home airport; airport parking; tips; tolls. Because NAE is a nonprofit organization and this program is supported by government funds, please consider cost when choosing ground transportation between your home and the airport. For example, NAE cannot cover the cost of sedan service, and rental cars are not reimbursable.
You will be required to submit an electronic travel expense report (eTER) after the meeting to be reimbursed for any travel-related expenses. Please retain receipts for all expenses that you wish to have reimbursed since we reimburse actual expenses only.
You must submit your electronic travel expense report (eTER) within 30 days of the symposium. Please contact FOE staff for further detailed, individualized eTER instructions once travel has been completed.