National Science Foundation Graduate Research Fellowship Program
FAQs pertaining to Panelist travel
Please note that all Panelists will be contacted in early December with information on how to register in FastLane for reimbursement and how to make travel arrangements through SATO Travel.
- What are the Panel ID numbers?
- How do I make my travel arrangements?
- How do I contact SatoTravel?
- Will I receive a copy of my itinerary?
- How do I get my ticket?
- Do I have to fly on the government contract carrier?
- Is it okay to use Amtrak?
- Can I make alternate routing for personal or non-NSF business?
- Can I purchase my own ticket?
- If I have to change my travel plans while at the panel review meeting, what do I do?
- Is it okay to drive my personal vehicle to the panel review meeting?
- If I am authorized to drive my personal vehicle to the panel review meeting, can I claim tolls and mileage?
- How will I be reimbursed for my travel expenses if I am driving my own car?
- What is the Flat Rate Fee?
- How will I be reimbursed for my panel services?
- May I use my Frequent Flyer Miles to upgrade to business or first class when on official government travel?
- Am I authorized to rent a car at government expense?
- Will I be reimbursed for parking?
- Where will the panel review meetings be held?
- Is there a block of rooms available for panelists?
- Will I be reimbursed for my hotel?
- Will Internet service be available to panelists during the panel review meetings?
Answers
1. What are the Panel ID Numbers?
Session A P090359 February 4-7, 2009
Session B P090360 February 8-11, 2009
Session C P090361 February 12-15, 2009
2. How do I make my travel arrangements?
Contact SatoTravel at (800) 817-5257 to make your travel arrangements. When making your travel arrangements, please reference the Panel ID Number of the panel review Session that you are assigned to. If you do not know or cannot locate the Panel ID, please contact the
3. How do contact SatoTravel?
To expedite your travel reservations, contact SatoTravel toll free at (800) 817-5257. Other SatoTravel information is available on the web at
4. Will I receive a copy of my itinerary?
SatoTravel will e-mail the itinerary to you within 24 to 48 hours. You will also receive an e-mail confirmation with an attached electronic invoice after making your arrangements with SatoTravel. The electronic invoice may be used for airport entry. Your electronic ticket will be at your airline check-in counter.
5. How do I get my ticket?
You should receive notification via electronic along with a copy of your itinerary. If you do not receive this notification please contact Sato Travel. Your electronic ticket will be at your airline check-in counter. All tickets must be electronic tickets unless there is a compelling reason for a paper ticket. An express delivery charge will be added for paper tickets at an additional cost to the panelist.
6. Do I have to fly on the government contract carrier?
Yes, due to government laws and regulations, you must fly on the government contract carrier. Any ticketing outside SatoTravel must have prior approval. To obtain approval please contact Janet Clinebell at jclinebe@nsf.gov or Arneeta Speight at aspeight@nsf.gov . The amount of reimbursement for outside ticketing is based on the government contract carrier price quotes.
7. Is it okay to use Amtrak?
Yes, you may travel on Amtrak and make your travel arrangements though SatoTravel.
8. Can I make alternate routing for personal or non-NSF business?
If you wish to make alternate routing for personal or non-NSF business reasons, please let SatoTravel know at the time you are making your reservation. You must first get the approval from NSF for any travel that deviates from direct routing. To obtain approval please contact Janet Clinebell at jclinebe@nsf.gov or Arneeta Speight at aspeight@nsf.gov .
9. Can I purchase my own ticket?
No, unless approved to do so by NSF. Reimbursement is limited to the government contract airfare.
10. If I have to change my travel plans while at the panel review meeting, what do I do?
Contact SatoTravel office at 800-817-5257 to have your reservations changed. Panelist may be charged a fee to have their reservations changed.
11. Is it okay to drive my personal vehicle to the panel review meeting?
Please contact Janet Clinebell at jclinebe@nsf.gov or Arneeta Speight at aspeight@nsf.gov for authorization to drive your personal vehicle to the panel meeting.
12. If I am authorized to drive my personal vehicle to the panel review meeting, can I claim tolls and mileage?
Yes, tolls will be approved along with the round-trip mileage (provided the total mileage reimbursement does not exceed government contract airfare). You will be provided a mileage reimbursement form at the panel review meeting to record your round-trip mileage upon completion of your travel.
13. How will I be reimbursed for my travel expenses if I am driving my own car?
You will be provided a mileage form at the panel review meeting to record your round-trip mileage. This form must be submitted to Angelica Brewer at fax 703-292-9048.
14. What is the Flat Rate Fee?
The Flat Rate Fee is a one-time reimbursement for services and includes the allowable reimbursement for hotel guestroom changes, daily meals, taxes, ground transportation, and other incidental expenses including parking. Panelists residing in the local metropolitan area in which the meeting is conducted will receive compensation of $280 for each day of the meeting. For our purposes, the
15. How will I be reimbursed for my panel services?
An Electronic Funds Transfer (EFT) is a direct deposit to your bank account using the Guest Travel and Reimbursement System. You have been provided the information required for the registration into the FastLane Guest Travel and Reimbursement System.
16. May I use my Frequent Flyer Miles to upgrade to business or first class when on official government travel?
Yes, you may use any frequent traveler benefits you have to upgrade to premium service. This is considered upgrading at your own expense. NSF cannot pay for any upgrades and SatoTravel is not required to make the arrangements.
17. Am I authorized to rent a car at government expense?
No, rental cars are at the expense of the traveler.
18. Will I be reimbursed for parking?
Parking is included in your Flat Rate Fee.
19. Where will the panel review meetings be held?
The panel review meetings will be held at the Sheraton Hotels and Resorts, 900 S,
20. Is there a block of rooms available for panelists?
Yes, there is a room block available for panelists. Panelists are responsible for making hotel reservations directly with the Sheraton Hotels and Resorts in
Reservations by phone: To make reservations by phone, please call 1-888-627-8210 or send a fax to (703) 271-6626. Please identify yourself as an NSF GRFP panel member and indicate any special needs when making your phone or fax reservation.
Online Reservations: To book online reservations, go to http://www.starwoodmeeting.com/Book/ASEE9.
A personal credit card will be required to guarantee the reservation for late arrival. Please make hotel reservations by January 5, 2009. Panelists are responsible for paying all hotel charges upon check out. Reimbursement will be included in the Flat Rate Fee payment.
21. Will I be reimbursed for my hotel?
Your hotel reimbursement is included in your Flat Rate Fee.
22. Will Internet service be available to panelists during the panel review meetings?
Free internet will be available in the hotel’s lounge and wireless internet will be available in guest rooms for $9.95 per day (subject to change). Please note that you will not be allowed to use electronic equipment in the panel rooms.
Operations Center Administered by: American Society for Engineering Education (ASEE)
1818 N Street NW, Suite 600 Washington, DC 20036 | 866-NSF-GRFP, 866-673-4737
(toll-free from the US and Canada) or 202-331-3542 (international) | info@nsfgrfp.org