Thank you for agreeing to serve as an organizer or speaker for the 2018 USFOE Symposium. 
  
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 / Trainfare

• We can cover domestic coach-class airfare or trainfare of 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 Boston Logan International Airport.
  • 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 travel as soon as possible to get the best fares.
• Taking departing flights before 2pm on Sept. 7 is discouraged, as participants are required to stay until the symposium ends at 12noon.
• We strongly recommend that you use Uniglobe Kentlands Travel to book flights.
  • 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 NAE180051.
• If you cannot attend the meeting due to an emergency, contact the travel agency, airline, or Amtrak immediately and notify Sherri Hunter.
• You will be responsible for any change fees due to changes or oversights in your schedule. 
• Tickets that are direct-billed to NAE must be reimbursed if you cancel your attendance. After the reimbursement process is complete, you will be able to use the credit for future travel, minus the change fee.

Lodging

• Your room during the meeting except for incidentals will be direct-billed to MIT Lincoln Lab.
• Dates included are check-in on September 4 and check-out on September 7 (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.
• The following are not reimbursable:
  • Meals taken elsewhere during the symposium, where meals are provided
  • Alcohol expenses
  • Internet expenses
• Meals taken enroute to the meeting are reimbursable up to per diem rate of $48.
• 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. See Ground Transportation for BOS options.
    • Sedan service and rental cars are not reimbursable.
    • We can reimburse for Uber or Lyft only up to the comparable cab fare.