2009 JAFOE Speaker and Organizer Information
Thank you for agreeing to serve as an organizer or speaker for the 2009 Japan-America Frontiers of Engineering Symposium.
Presentations and Copyright
We would like to post abstracts and presentation online so that attendees can reference them and share them with additional colleagues. Please complete and return the forms below when you submit your session abstract or paper no later than September 1, 2009.
Copyright Form
Copyright Form for Government Employees
Travel Regulations and Reimbursement
The Frontiers of Engineering is funded through government grants and therefore must follow federal travel regulations. Please read the information below as well as our travel policies carefully to ensure all travel meets these guidelines.
Airfare: NAE has funding available to cover coach-class airfare of 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 LAX or SNA during the official meeting dates. If your trip will incorporate travel to another city for other business or travel outside the immediate meeting dates, please contact NAE staff. We strongly recommend that you use our travel agency, Executive Travel Associates (ETA). They are familiar with Academy travel rules and are able to directly bill your ticket to the NAE. They are also working with us to keep travel costs down. Please contact ETA at nas@exectravel.com or 1.800.660.0031 to book your ticket and reference travel code NAE090008.
Hotel: Your room during the course of the meeting, except for incidentals, will be direct-billed to NAE. We will pay directly beginning with check-in on November 8 and check-out on November 12. However, the meeting ends at noon on November 11 and we anticipate the majority of attendees will return home that afternoon.
Additional Expenses: The meals and incidental per diem rate for Irvine, CA is $43.00 during travel days and $64.00 during non-travel dates. However, meals are provided during the symposium; therefore, meals taken elsewhere during the course of the symposium are not reimbursable. 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, use the long-term parking lot or a cab versus sedan service. NAE cannot cover the cost of sedan service so please use a taxi or shuttle between your home and the airport. Super Shuttle is recommended for transportation between LAX and Irvine, and the hotel provides a free shuttle from SNA.
Reimbursement: You will be required to submit a travel voucher after the meeting to be reimbursed for airfare, if necessary, and other travel-related expenses. Please retain receipts for all expenses that you wish to have reimbursed since we reimburse actual expenses only. We will need a copy of your itinerary and proof of payment regardless of where you make your reservation (ETA or your own travel agency). Transportation to and from the hotel and the Beckman Center will be provided; therefore, rental cars are not necessary or reimbursable.
Travel Expense Report