EUFOE

Speaker and Organizer Information

Thank you for agreeing to serve as an organizer or speaker for the 2014 EU-US 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 October 1.

Copyright form

US government employee copyright form

Travel Regulations and Reimbursement
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.

Airfare:
NAE has funding available to cover coach-class airfare of U.S. 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 Seattle-Tacoma International Airport (SEA) during the official meeting dates.  We strongly recommend that you use our travel agency, Uniglobe 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 nas@uniglobekentlands.com or 800-552-6425 to book your ticket and reference travel code NAE140057.
NOTE: If your trip will incorporate travel to another city for other business or travel outside the immediate meeting dates, please contact FOE Staff

Lodging:
Your room during the course of the meeting, except for incidentals, will be direct-billed to the NAE beginning with check-in on November 9 and check-out on November 12. The meeting ends by 11:15 on November 12, 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 (November 12) will be covered at the Fairmont Olympic Hotel. Please complete the travel form by September 29. Additional nights are the responsibility of the participant and are not reimbursable.

Fairmont Olympic Hotel
411 University Street
Seattle, WA 98101
T: (206) 621-1700

Additional Expenses:
For U.S. speakers and organizers, the meals and incidental per diem rate for Seattle, WA 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 (56¢ 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. When choosing transportation from the airport to the hotel, we strongly recommend taking the Downtown Airporter or the subway rather than a taxi.

Reimbursement:
U.S. speakers and organizers 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. Meal receipts need to be itemized. The report must be submitted within 30 days. FOE staff will provide further detailed instructions once travel has been completed. Please be sure to save a copy of your airline receipt to submit with your eTER.