National Science Foundation Research Coordination Network: Integrating Ecology and Endocrinology in Avian Reproduction (E-BIRD-USA)

Travel is a major E-BIRD USA network participant activity by design. We want to encourage students to travel to different labs to experience other lab cultures and methods. We want researchers to attend workshops and technical meetings in the U.S., Canada, and Europe. And where there’s travel, travel reimbursements aren’t far behind!

Please use the following guidelines when making your E-BIRD USA related travel arrangements and afterward, when requesting reimbursements for your travel expenses.

1. Please make your air travel arrangements through Fedva Dikmen. She has the necessary information to bill your fare directly to our RCN travel budget, eliminating the necessity for you to pay your fare out of pocket and wait for reimbursement. If, for some reason, you are unable to make your reservations with Fedva, you will need to provide your itinerary and original receipt for your fare to be reimbursed.



2. If you are driving to a network event, please keep your vehicle rental receipt (if you rent), and your gas receipts. We will need the original receipts to reimburse you and mileage will be reimbursed based on Washington state rates. If several people are traveling in the same vehicle, pick one person to claim the mileage reimbursement.



3. Your meals will also be reimbursed based on your original receipts and/or a federal per diem formula.



4. Reimbursements are calculated in U.S. dollars at the exchange rate in force during your travel dates. Please use the Oanda.com conversion tool to calculate your currency conversions. Use the first day of a multi-day event as the date of conversion. (For example, if the event is February 2-5, 2007, use the 2/2/2007 rate.



5. To keep hassle to a minimum and speed up the turnaround time for your reimbursement, please send your original receipts with a cover letter typed on your institutional letterhead briefly outlining your trip, it’s purpose (NSF RCN workshop at wherever), the amount you are requesting be reimbursed ($fares, $lodging, $meals), and signed in ink with your full name. (This lets us submit the paperwork directly rather than making out the form and sending it back to you for your signature, and you sending it back to us to send to the office that actually cuts the checks.) Keep copies of your receipts until you receive your reimbursement check!



6. Please be sure the amount(s) mentioned in your cover letter match the amounts on your receipts!!!



7. Send your receipts and cover letter to:
   Zoe Holbrooks/Wingfield Lab, University of Washington Dept of Biology, Box 351800, Seattle, WA 98195-1800