CAFOE

Travel Information for US Speakers and Organizers

Thank you for agreeing to serve as an organizer or speaker for the 2017 CAFOE Symposium. Speakers and organizers from China should contact Erhu Deng at CAE if you have questions about travel arrangements, as all information below is for US speakers and organizers.
  
Travel Regulations

  • Funding comes from government grants and must follow federal travel regulations.
  • Please read the travel policies below carefully to ensure all travel meets these guidelines.
  • More travel policies are available here.

Airfare

  • We can cover coach-class airfare of US organizing committee members and speakers.
    • Based on a 21-day advance purchase.
    • Round-trip fare is typically around $1600 or less.
    • Round-trip ticket between your home city and Pudong International Airport (PVG).
    • Travel during the official meeting dates.
  • If your trip includes travel to another city for other business or travel outside the immediate meeting dates, please contact Sherri Hunter.
  • Please book your flights as soon as possible to get the best fares.
  • You must use our travel agency, Uniglobe Kentlands Travel, as it is Academy policy that international travel paid by the National Academies must be booked through one of our preferred agencies.
    • Familiar with Academy travel rules
    • Able to direct bill your ticket to NAE
  • Please contact Kentlands at NAS@UniglobeKentlands.com or 800-552-6425 and reference travel code NAE170029.
  • If you cannot attend the meeting due to an emergency, contact the travel agency or the airline immediately and notify Sherri Hunter.

Lodging

  • Your room during the meeting except for incidentals will be direct-billed to the Chinese Academy of Engineering.
  • Dates included are check-in on June 21 and check-out on June 24 (3 nights).
  • If you cannot return to the US after the meeting ends on Saturday due to the timing of flights, CAE will cover a fourth night, June 24. 
  • ‚ÄčAdditional nights outside the meeting dates are the responsibility of the participant.

Other Expenses

  • FOE staff will send you reimbursement instructions after the symposium.
  • You must submit a travel expense report within 30 days following travel.
  • Itemized receipts are required since we reimburse actual expenses only.
  • Meals taken elsewhere during the symposium, where meals are provided, are not reimbursable.
  • Meals taken enroute to the meeting are reimbursable up to per diem rate.
  • Alcohol expenses cannot be reimbursed.
  • Internet expenses are not reimbursed.
  • Other reimbursable, non-incidental travel expenses include: 
    • Use of privately owned vehicles (54¢ per mile)
    • Airport parking
    • Tips
    • Tolls
    • Ground transportation to or from your home airport
      • Because NAE is a nonprofit organization, please consider cost when choosing ground transportation.
      • Sedan service and rental cars are not reimbursable.
      • We can reimburse for Uber only up to the comparable cab fare.