Q. What guidelines/best practices do you have/recommend for travel?
A: Here are some tips from the RWJF Travel Office:
Once travel plans have been made, it is important to try to make as few changes as possible, to avoid penalty fees and higher ticket prices for changes to existing reservations.
Be sure to bring a copy of your travel itinerary with you. It also is helpful to bring a copy of earlier/later flight or train options so, if the need arises, you will know what other options are available. If at all possible, stick with your original travel plans to keep travel costs down.
Ground transportation reservations: Grantees may utilize Foundation vendors for their ground transportation. In the Princeton area, the Foundation currently uses AAA Taxi (800-481-8294 after you are connected dial 1 for taxi) for transportation between Trenton and Princeton Junction station or the Princeton area. For airport transportation (Newark or Philadelphia) the Foundation uses Concorde Limo (888-426-6267). Be sure to advise the service supplier that you are looking to utilize the Foundation's negotiated rate. Please be aware that you must pay the driver.
Q. What expenses are allowable for meetings and travel?
A. Travel by project staff and consultants directly related to the project, includes costs such as travel to professional meetings to present project findings or promote the program or project, and travel to attend RWJF meetings, to perform interviews or surveys, guest speaker travel, etc. This would also include stipends or scholarships to offset meeting participant travel expenses.
If you are unable to identify the specific destination and rates for airfare and lodging, please include the actual amounts in your budget and narrative. Otherwise, please use the Foundation's travel cost estimate of up to $1,110 for a one-day, one-night meeting and $1,360 for a two-night two-day meeting where air travel is necessary. This figure includes airfare ($760), lodging ($175 per night), meals ($75 per day), and ground transportation ($100). If the meeting runs for more than two nights, add $250 for each additional night for lodging and meals.
For local travel, you should use the mileage reimbursement rate approved by your organization.
Q. Do you have information on planning for meetings?
A: If you need to plan for a meeting, this report will help. You will find:
Download the Planning a Great Meeting guide.
For guidelines when traveling for a meeting see our Travel section.
NOTE: For suggestions on planning healthier menus at meetings, download our Guidelines to Healthy Eating at Seminars.