Travel & Reimbursement

Airport

The closest airport to the Workshop site is Washington Dulles International Airport. Please try to arrange your travel to arrive at that airport, as the other DC area airports (Reagan and Baltimore-Washington) are much further from the conference location. However, if your ticket will be much less expensive traveling through Reagan or BWI we will make arrangements to have you picked up there.

Travel Expenses

Important. For all international travelers funded by the workshop, you are required to abide by the US Government’s Fly America Act. This regulation requires that all passengers traveling on US government funded business (i.e. conference participants funded by us) must use a US flag airline carrier (e.g. United, American, Northwest etc) if one is available between your gateway city and the US and return (for most of you this would mean your transatlantic flights. Exceptions to this rule are allowed if you would have to delay your travel more than 24 hours in order to use the US carrier, but are not allowed for reasons of lower cost. Note that many European airlines have code share arrangements that allow you to book your flight so that it is nominally a “US” flight even if the plane is marked otherwise (i.e. KLM/Northwest).  If you have a question about a specific airline please contact GMA before booking. 

Mileage will be paid ($0.31/mile) for those on the East Coast choosing to drive to the Workshop.

Book early as the Workshop is scheduled on the weekend before a US national holiday Thanksgiving, which is a very busy time for air travel.  

Travel Reimbursement

Reimbursement for travel will be processed as soon as original receipts are sent to us after the meeting. Participants must send original airline receipts to the address below (e-mail printouts of travel tickets are not acceptable for refunds). Please let us know if you want a check in USD mailed to you or direct deposit to your bank account.

International participants, please note you will have to supply the following information when you turn in your travel receipts if you want your reimbursement to be sent as a wire transfer:

Bank Name:
Street Address:
Town/City:
Country:
Account number:
Swift Code:
IBAN (mandatory when sending Euros)

Airport Transfers

We expect most participants will arrive on Thursday 17 November and depart Monday 21 November. 

We will be able meet and transfer participants from the DC area airports to the Hampton Inn Hotel.  Look for a person with a hand held sign “Paleoclimate Workshop” at the luggage carousel for your flight in the arrivals area.  Please send your carrier and flight number and arrival time to GMA.

 Participants will also be transported back to the Airport at the end of the Workshop.

Visa for entry into United States

Participants needing a visa for entry are advised to apply early. If an official invitation letter from the Workshop conveners is needed contact GMA (address below)

Contact information for GMA for travel reimbursement:

Gail M. Ashley
Dept. of Geological Sciences
Rutgers University
610 Taylor Road
Piscataway, NJ 08554-8066 USA

Email: gmashley@rci.rutgers.edu