Policies, Practices, and Procedures: A Handbook for Research Associateship Awardees
Policies, Practices, and Procedures: A Handbook
for Research Associateship Awardees
10. National Academies Travel
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10.1 General Information
10.1.1 -- National Academies Travel (NAT), a full-service travel agency, has been established by the Research Council to serve the needs of Associates and others who travel under the Research Council's auspices.
10.1.2 -- This section specifically addresses NAT's services and how to secure them; the information contained here does not replace or supercede any other policies and procedures governing travel that are explained in other sections of this document.
If you so choose, you may obtain prepaid airline tickets and other services from NAT as follows:
10.2 Relocation Travel
For further instructions and the conditions governing initial and return relocation travel, see Sections 8 or 9.
10.3 Professional or Programmatic Travel During Tenure
When you undertake professional or programmatic travel during tenure (see Section 11), you are strongly encouraged to use the services of NAT to secure prepaid airline tickets.
10.4 Travel Authorization
10.4.1 -- A limited supply of Travel Authorization forms are included in your prestart package (item 2.3), and additional forms are available through the Associateship Programs office. Instructions for completing this form are shown on its reverse side.
10.4.2 -- To secure the services of NAT, you must complete all sections of the Travel Authorization form, including a telephone number at which you can be reached by NAT.
10.4.3 -- The Authorization form must carry the appropriate written endorsements:
(a) for initial and return relocation travel, the signature of the Program Administrator only, and
(b) for professional and programmatic travel during tenure, the signatures of your Adviser, Laboratory Representative, Program Administrator, and often in the case of foreign travel, the your laboratory's director.(See Section 11 for further information about Travel on Tenure).
10.5 Procedure at the Associateship Programs Office and
National Academies Travel
10.5.1 -- The Program Administrator will review and act on the Authorization form.
10.5.2 -- If approved, one copy will be returned to you, one copy placed in the Associateship Programs office file, and one copy forwarded to NAT with a cost-center number to which your travel expenses will be charged.
10.5.3 -- NAT will then telephone you to make reservations using the best and lowest fares on flights that are convenient to your schedule.
10.5.4 -- NAT can also make rental-car reservations, if requested by you and approved in advance by the Program Administrator.
10.5.5 -- NAT will issue tickets and send them to you as follows:
(a) If adequate time exists, tickets will be sent by Certified Mail.
(b) With less available time, US Postal Service Express Mail may be used.
(c) If next day delivery is essential, Federal Express or other private courier will be used.
(d) In an emergency, arrangements will be made for you to pick up prepaid tickets at an airline's airport ticket counter.
10.6 Travel Documentation
NAT will furnish you with full documentation: tickets, boarding passes, itinerary, and rental-car information and confirmation number. NAT also provides an 800 telephone number for 24-hour service while on travel, as shown in item 10.7.1.
10.7 Procedure While on Travel
10.7.1 -- If any change in travel is required because of a missed connection, cancelled flight, or change in itinerary, telephone NAT at the following, toll-free numbers:
- 1-800-367-2038 from 8:30 a.m. to 6:00 p.m. EST
1-800-343-5032 before or after business hours
If you are unable to access the toll-free numbers, telephone NAT at its main number:
- 202-334-3786, from 8:30 a.m. to 6:00 p.m. EST
10.7.2 -- Do not waste time trying to make changes or corrections at an airline service counter. NAT can resolve any problem or difference in fare at no cost to you and will inform you of the revised bookings.
Documentation can then be secured at the service counter.
10.8 Claiming Reimbursement
10.8.1 -- Since transportation will be furnished by NAT, the ticket amount should be entered in brackets and marked "provided by the Research Council."
10.8.2 -- Even though an airline ticket was initially purchased by NAT, you must submit the ticket receipt to the Associateship Programs office when claiming reimbursement.
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