JAFOE

US Speaker and Organizer Information

Thank you for agreeing to serve as an organizer or speaker for the 2014 Japan-America 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 May 1.

Copyright form

US government employee copyright form

Travel Regulations and Reimbursement
Frontiers of Engineering is funded through government grants and therefore U.S. attendees must follow U.S. 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 organizing committee members and speakers based on a 21-day advance-purchase. Currently, these fares are around $1800 or less. Please book your flights as soon as possible. You will most likely need to depart for Tokyo on Saturday, June 7 to arrive in time to attend the full meeting. You must use our travel agency, Kentlands Travel as it is Academy policy that international travel paid by the National Academies must be booked through one of our preferred agencies. In addition, they are familiar with Academy travel rules associated with international travel. Contact Kentlands Travel at NAS@UniglobeKentlands.com or 800-552-6425 to book your ticket and reference travel code NAE140034.

NOTE: If your trip will incorporate travel to another city for other business or travel outside the immediate meeting dates, please contact Vanessa.

Lodging:
A block of hotel rooms has been reserved for all symposium attendees at the Hotel Sunroute Ariake:

Hotel Sunroute Ariake
3-6-6 Ariake, Koutou-Ku, Tokyo, Japan 135-0063
Tel: 81-3-5530-3610
Fax: 81-3-5530-3611

Lodging for all US attendees, except for incidentals, will be direct-billed to the Engineering Academy of Japan (EAJ) for the following dates: arrival June 8 and departure June 11. If you cannot get a flight home on the last day due to the timing of flights, our host will cover a fourth night, June 11. Additional nights outside the meeting dates and/or extra cost for a spouse or guest are the responsibility of the participant. US participants should make lodging reservations by completing the online travel form by April 14. If you need to make changes to your lodging reservation after submitting the form, please contact Vanessa immediately. Japanese participants will coordinate lodging reservation with EAJ directly and should not fill out the travel form.

Additional Expenses:
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, and tolls. NAE will only reimburse the cost of airport bus service (not cabs) between Narita International airport or Haneda Airport and the hotel. See the Participant Information page (Travel) for details.

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.

Reimbursement:
U.S. speakers and organizers will be required to submit an electronic travel expense report (eTER) within 30 days 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 must be itemized. FOE staff will contact you after the meeting with individualized eTER instructions once travel has been completed.