As your Meeting Planner for this upcoming event, I am available to answer any travel-related questions via email at mwashington@nasaprs.com. Administrative questions regarding the workshop agenda may be directed to Latessa Tuck, Task Lead, at (202) 479-9030 ext. 261 or ltuck@nasaprs.com.
The attached NASA Peer Reviewer Reimbursement Matrix and Federal Travel Regulation (301.11.18) will assist you in determining your eligibility for reimbursement for travel expenses before you travel. Please review this document carefully as you are responsible for identifying which “Category of Traveler” relates to you. Federal Travel Regulations restrict the types of expenses that may be reimbursed for some travelers, i.e., local travelers (see the rule pertaining to working and residing within 25 miles of the event in the first box under the “Category of Traveler” section), Federal employees (including military personnel), and Intergovernmental Personnel Act (IPA).
Please also see the attached NASA Travel Frequently Asked Questions (FAQs). These FAQs are to be used by meeting participants eligible for reimbursement when traveling on official NASA business supported by NRESS.
Meeting Location/Date
The 4th Meeting of the NASA Small Bodies Assessment Group will be held at the Westin Washington National Harbor Hotel from January 24-26, 2011. Attendees will convene in the Potomac Conference Room, located on the lobby level of the hotel on Tuesday, January 24, 2011 per the agenda provided by Dr. Lindley Johnson and Dr. Mark V. Sykes. (See driving directions and Floor Plans.)
On-site event registration and a continental refreshment break will be available at 8:30 a.m.
Hotel Accommodations
The Westin Washington National Harbor Hotel is located at 171 Waterfront Street, National Harbor, Maryland 20745.
· For your convenience and to ensure that your office and family can contact you, the hotel’s phone number is (301) 567-3999. The guest fax number is (301) 567-0888.
· A list of Steering Committee Members for this event has been sent to the Westin Washington National Harbor Hotel which includes your name and reservation date. Steering Committee Members do not need to call the hotel to make reservations.
· Upon your arrival at the hotel, inform the desk clerk that you are attending the 4th NASA Small Bodies Assessment Group Workshop.
· Check-in is 3:00 p.m. on Sunday,January 23rd, check-out is 12:00 noon on Wednesday, January 26th. It is very important that you notify me as soon as possible if you need to make any changes to these accommodations.
· Non-government Steering Committee Members: Your room charges will be billed directly to the NRESS contract through Diversified Global Resources (DGR). However, the hotel will ask for a personal credit card to cover your incidental charges.
· Government Steering Committee Members: Upon check-in, you will need to cover the cost of your room with your credit card. The per night room rate is $169.00 (plus 16.% tax) for a standard sleeping room.
Early Departure Fee: An early departure fee of $75.00 will apply if a Group attendee checks out prior to the
confirmed checkout date.
Meal Arrangements and Refreshments
· A Complete Day Meeting package for meals will be provided daily, which includes a morning refreshment break, one lunch buffet, and an afternoon refreshment break.
· Refreshments will be provided on workshop dates and lunch will be served on the first day of the event to all participants; government participants please do not seek reimbursement from your agency or institution.
· Dinner will not be served. However, a list of local restaurant establishments is attached.
· To ensure a hospitable experience, kindly provide information on any special dietary or medical requirements via email no later than 2 weeks prior to the event at mwashington@nasaprs.co
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Parking
·
The Westin National Harbor Hotel offers parking to Day and Overnight guests. Please note that these per car rates are subject to change without notice.
Valet parking - $30.00 per day for Day and Overnight guests with in and out privileges
Self-Parking – $11.00 daily with NO in and out privileges
Sleeping Room Internet Rates
· Wireless and hardwire high speed Internet service is offered complimentary in the sleeping rooms to all overnight guests attending the 4th Meeting of the Small Bodies Assessment Group Workshop.
Airline/Train Information
A new NASA policy requires that all business travel supported and paid for by NRESS MUST be booked through our travel agent, SAIC Travel. Please read this section carefully.
· SAIC Travel is the only travel agent allowed to book any eligible traveler’s airline and train tickets. Contact Ms. Ria Stevenson in the SAIC Travel office by email (nprs@saic.com) or call her at (800) 942-6103 to make your travel arrangements. Please note that Ria’s work schedule is 8:30 am until 5:30 pm Eastern time, Monday through Friday.
· Due to the high cost of gasoline, airfares are consistently rising. If possible, NASA would appreciate you booking your flight at least 21 days in advance of your departure date as this will generate significant savings on airfare.
· Due to the high cost of changing reservations, airline reservations will not be changed within ten days of the start of the review. Emergencies and other extenuating circumstances will be handled on a case-by-case basis.
· Per NASA travel regulations, NRESS is only allowed to purchase coach tickets. SAIC Travel is not allowed to purchase premium (business or first class) tickets. If you feel you have a valid reason (medical, disability, etc.) not to fly coach class, please bring this to our attention as soon as possible.
· Inform SAIC Travel that you are an NRESS meeting participant. Give your name, the name of the meeting you are attending, and date that you will be traveling. SAIC Travel will arrange for you to receive your ticket through electronic ticketing. NRESS will be billed directly for air travel. If you prefer to select your own flights, you may do so and then contact Ria in order for SAIC travel to book your reservations. (Note: If the flights you have selected are more costly than comparable flights found by SAIC, you will be required to pay the difference.)
· Please have a picture ID and a copy of the “final receipt” upon check-in at the airport. Our travel agent will send you a copy of the “final receipt” via e-mail at the time the ticket is booked. Please attach your airline ticket receipt to your expense report (provided to you by SAIC Travel).
Local Airports (Please Note: All cab estimates below are for one-way travel.)
· Ronald Reagan Washington National Airport (DCA): Located about 5.72 miles from the hotel and generally costs $15-18 by taxi. Travel time is about 17 minutes by car in low-congestion traffic.
· Washington Dulles International Airport (IAD): Located about 32 miles from the hotel. Offers more non-stop flights from west coast locations. Transportation is available via Washington Flyer cab service (costs $50-60); shuttle service is about $25 for the first passenger /$10 per additional passenger. Travel time is about 45 minutes to 1 hour by car in low-congestion traffic.
· Baltimore Washington International Airport (BWI): Located about 42 miles from the hotel and generally costs approximately $65 one-way by taxi; shuttle service is $30 for the first person/$10 per additional passenger. Travel time is about 1 hour by car in low-congestion traffic.
· Visit the following websites for more information about these airports: DCA and IAD Airports, http://www.mwaa.com; BWI, http://www.bwiairport.com/.
Other Transportation Options to National Harbor:
National Harbor Shuttle Service
Departs National Harbor every 45 minutes to King Street Metro Station currently $5 one way (subject to change)
The shuttle operates 7-days-a-week from 6:30am - 9:00pm (weekdays) and until 10:00pm (weekends) on a continuous loop every 45-minutes. (Traffic conditions may affect schedule during rush hour and special events.)
NH1 Bus
Departs every hour to Branch Avenue Metro Station.
NH1 Bus Schedule
On Board Shuttle
Departs National Harbor every half hour to Old Post Office Pavilion and Union Station seven days a week: 8:00 a.m. - 9:00 p.m.
One-way tickets: $13 Round-trip tickets: $20 Unlimited, 3-Day Pass: $49
Water Taxi
Ground Transportation (Rental Cars, Taxis, Etc.)
Shuttle services and taxis are allowable modes of transportation. However, limos and sedan services require prior approval. Please send the justification for limo and sedan services to your Meeting Planner for approval prior to traveling. If you find that only limos and sedan services are available while traveling, please attach the justification to your expense report after your trip is completed. If you use limos and/or sedan services without prior approval or an acceptable justification, you may be subject to partial reimbursement.
Budget Rent-A-Car is the official company used on the NRESS contract to provide ALL NASA-related car rentals. NASA requests that you use prudence when deciding to rent a car for NASA supported meetings. Renting a car should be your last resort, especially in metropolitan areas. Therefore, if you need to rent a car, we strongly advise you to use Budget. NRESS has negotiated a corporate rate with Budget that includes all of the necessary insurance. To book your car, please follow the steps below.
- Email or call Ria Stevenson of SAIC Travel at nprs@saic.com or 1-800 942-6103.
- Ria must book your reservation to ensure we get the corporate rate and that the cost of the rental is billed to NRESS/DGR.
- A Budget confirmation number will be emailed to you along with your travel itinerary.
- At the Budget counter, you will only need to give the agent the Budget confirmation number and your driver’s license. You do not need to provide a credit card.
- Please note that the agent may appear to waive all insurance on the rental contract at the Budget counter. However, the insurance coverage is built into our corporate rate.
- NRESS will cover the cost of car and insurance for dates that you are in official travel status (up to one day before the panel and the dates the panel occurs).
- You must attach a copy of the receipt to your expense report at the completion of your trip.
Other Information/Paperwork
· An Expense Report will be given to eligible Steering Committee Members. This document should be filled out completely and submitted for reimbursement.
· NRESS/Diversified Global Resources (DGR) will reimburse your expenses within 30-45 days of receipt in our office provided the information is correct and the necessary receipt(s) are attached. However, you must submit your expenses within 60 days of the completion of the meeting.
· A NASA Participant Survey Form will also be distributed at the end of the meeting. The survey is used to assess the performance of the NRESS contract relative to the overall event support. This offers the opportunity for suggestions for process improvement. As part of NRESS’ contract evaluation by NASA, NRESS is required to collect a completed and signed survey from all Steering Committee Members. A member of the NRESS support team will collect your survey and verify that it has been signed at the workshop.
The NRESS support team looks forward to working with you!
Attachments:
NASA Peer Reviewer Reimbursement Matrix and Federal Travel Regulation:
NASA Travel Frequently Asked Questions:
