EUFOE

Travel Information for US Speakers and Organizers

Thank you for agreeing to serve as an organizer or speaker for the 2017 EU-US FOE Symposium. Speakers and organizers representing the EU should contact Nadia Pipunic at Euro-CASE 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 $500 or less.
    • Round-trip ticket between your home city and Sacramento International Airport (SMF).
    • 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.
  • Taking departing flights before 2pm on Nov. 18 is discouraged, as participants are required to stay until the symposium ends at 12noon.
  • Please book your flights as soon as possible to get the best fares.
  • We strongly recommend that you use Uniglobe Kentlands Travel.
    • 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 NAE170052.
  • If you cannot attend the meeting due to an emergency, contact the travel agency or the airline immediately and notify Sherri Hunter. 
  • You will be responsible for any change fees due to changes or oversights in your schedule. 
  • If you book your air reservation through Kentlands and find you must cancel attendance, NAE must be reimbursed for the ticket, which you will then be able to use for future travel, minus the change fee.

Lodging

  • Your room during the meeting except for incidentals will be direct-billed to our host, UC Davis.
  • Dates included are check-in on November 15 and check-out on November 18 (3 nights).

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 or before the symposium ends, where meals are provided, are not reimbursable.
  • Meals taken enroute to the meeting are reimbursable up to per diem rate of $48.
  • Alcohol expenses cannot be reimbursed.
  • Internet expenses are not reimbursed.
  • If you travel by train instead of by plane, only economy class fares can be reimbursed, and other restrictions similar to those for air travel apply. If you have questions, please contact Sherri Hunter.
  • Other reimbursable, non-incidental travel expenses include: 
    • Use of privately owned vehicles (54¢ per mile)
    • Airport parking
    • Tips
    • Tolls
    • UC Davis is providing group bus transportation to SMF at the conclusion of the symposium.
    • To get from the airport to the hotel and to or from your home airport:
      • Because NAE is a nonprofit organization, please consider cost when choosing ground transportation. See logistics for SMF options.
      • Sedan service and rental cars are not reimbursable.
      • We can reimburse for ride-sharing services such as Uber and Lyft only up to the comparable cab fare.