JAFOE

Speaker and Organizer Information

Thank you for agreeing to serve as an organizer or speaker for the 2016 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 15, 2016.

Copyright form

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 travel policies below carefully to ensure all travel meets these guidelines. More travel policies are available here.

Airfare:
NAE has funding available to cover coach-class airfare of US 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, Uniglobe Kentlands Travel, which is familiar with Academy travel rules and is able to direct 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 NAE160006. If you find that you cannot attend the meeting due to an emergency, contact the travel agency or the airline immediately and notify Sherri Hunter.

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

Japanese speakers and organizers should contact EAJ about international flight arrangements.

Lodging:
Your room during the course of the meeting, except for incidentals, will be direct-billed to the National Academies beginning with check-in on June 15 and check-out on June 18. The meeting ends around noon on June 18, and we anticipate that all attendees will return home that afternoon. However, if you cannot return on Saturday due to flight schedules, a fourth night (June 18) will be covered at the Hotel Irvine. Please complete the travel form by April 27, 2016. Additional nights are the responsibility of the participant and are not reimbursable. 

Hotel Irvine
17900 Jamboree Road
Irvine, CA 92614
T: (949) 230-4452

Additional Expenses:
FOE US speakers and organizers, the meals and incidental per diem rate for Irvine, CA is $64 during non-travel days and $48 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. Alcohol expenses cannot be reimbursed. Other reimbursable, non-incidental travel expenses include: usage of privately owned vehicles (54¢ 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. If you use Uber, we can reimburse only up to the comparable cab fare.

Reimbursement:
US speakers and organizers are 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. You must submit your electronic travel expense report (eTER) within 30 days of the symposium. FOE staff will provide further detailed, individualized eTER instructions once travel has been completed. Please be sure to save a copy of your airline receipt to submit with your eTER.