Florida Coastal Everglades Long Term Ecological Research
Florida Coastal Everglades LTER 2017 All Scientists Meeting - Travel Guidelines
2017 FCE LTER All Scientists Meeting
May 8-9, 2017
Garden House at Fairchild Tropical Botanic Garden

Travel guidelines

Deadline for travel fund requests : April 2, 2017

Before the meeting - TARs (Travel Authorization Requests)
 If your travel request is approved, we'll use the information you've already submitted for your TAR. You'll also need to provide the following additional information:

 Mailing address (where to send the travel reimbursement - please use your home address)

 Date of birth, gender, name as it appears on your government-issued I.D., and phone number if you'd like us to purchase your plane ticket (see the Secure Flight Program for more information about this requirement).

 Flight itinerary (an itinerary from an online travel site usually works well). We need to know the name of the airline and the cost of your ticket to create your TAR.

 Any changes to the to the travel information included in your travel request (departure date and time, departure city, destination city, return city, return date and time, estimated travel expenses, name to use for plane ticket).

  Please submit your travel information as early as possible and allow time for your TAR to be processed. This is especially important if you want us to purchase your plane ticket.

  If you plan to rent a car, please review FIU's travel policy for rental cars carefully, and contact Mike Rugge (ruggem@fiu.edu) before you rent your car.

  Please note that we can't purchase your plane ticket until your TAR has been assigned a TAR number by the Controller's office.

  Since travel funds are limited and hotels are expensive, please try to stay with someone in town or stay at The Kampong dorm if possible. If you are interested in staying at The Kampong's dorm, please contact Mike Rugge (ruggem@fiu.edu).

If your room rate exceeds $156 (excluding taxes), you will need to submit a justification for the extra expense with your travel reimbursement.

  If your travel plans change or if you have any questions, please email Mike Rugge (ruggem@fiu.edu).

During the meeting - Receipts
  Please collect receipts for all of the travel expenses on your TAR. All receipts must show a zero balance or indicate that they have been paid in full.

  If you share the cost of a hotel room, please request a separate receipt for each person and make sure that each person's name is on the receipt. You can only be reimbursed for the cost of the room (including tax).

After the meeting - Travel Reimbursement
  Please submit your receipts to Mike Rugge as soon as possible after your trip. You can send digital copies of the receipts to Mike Rugge (ruggem@fiu.edu).

If you mail your receipts, please consider using FedEx or UPS, since it can take 1-3 weeks for regular mail to arrive at FIU.

Mike Rugge
Florida International University
11200 SW 8th Street
Miami, FL 33199

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National Science Foundation logo This material is based upon work supported by the National Science Foundation through the Florida Coastal Everglades Long-Term Ecological Research program under Cooperative Agreements #DEB-1832229, #DEB-1237517, #DBI-0620409, and #DEB-9910514. Any opinions, findings, conclusions, or recommendations expressed in the material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.
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