If you are being reimbursed for airfare, travelers on federal-funded
trips must book the lowest priced coach/economy class airfare available.
Be sure to keep all airline tickets/receipts (including your boarding
passes). If you have an e-ticket, we will need a copy of two (2)
of the following documentation as support for the reimbursement
Copy of on-line/e-mail print out of itinerary reflecting airline, flight numbers, departure/arrival dates and times;
Receipt listing total flight cost, payment method (e.g., Visa ************1234), and evidence of full payment, such as a copy of credit card or bank statement showing airfare charges;
Passenger receipt (this is obtained during check-in or at the
KIOSK machines. See
PLEASE NOTE: boarding
passes are not considered supporting documentation.
Travelers flying outside the continental United States must travel
on US affiliate carriers at coach rates when at all possible (this
is the "Fly America Act"). Note that it is not sufficient that the
aircraft is a US carrier's aircraft, or that the flight number is
a US carrier's flight number, but the ticket must be issued
by a US carrier. In times of code sharing, this is non-trivial.
Along with the Fly America Act, there have been some Open Skies
Agreements between the US and some countries where federal funded
transportation is allowed. This includes the EU, and in some cases
Australia, Switzerland, and Japan. Of course any rules specified
by the grant comes first.
Due to these restrictions, we require that flights
are either booked through JINA-CEE/MSU staff (see below) or that
JINA-CEE/MSU staff has approved a particular flight before you book
it. When we book your flight, it can also be direct billed, which
simplifies the process considerably. Please do not book your own
flight without contacting JINA-CEE/MSU staff first.
VISA Travel for Foreign
Visitors: If you do not have a US passport or permanent
resident card, you will need to enter the US as a visitor on a waiver
for business or business visa (either WB or B1*). When you arrive
in the US, the business purposes should be research collaborations
(i.e., a B1* designation on the I-94 card - be sure the port of
entry stamps your passport appropriately) or under the visa waiver
program and you are requesting a waiver for business purposes (i.e.,
a WB designation on the I-94 card - be sure the port of entry stamps
your passport appropriately) and take the letter of invitation from
your host institution with you when you apply.
For travelers coming from countries who participant
in the VISA waiver program, please note new requirements for this
visa went into effect September 8, 2010 for Electronic System for
Travel Authorization (ESTA) registration. You must apply for the
ESTA prior to travel at the following link: https://esta.cbp.dhs.gov/esta/.
Either status (B1 or WB) will enable us to reimburse travel, meals,
and lodging expenses; however, we must have a copy of your passport
page and stamped visa page to reimburse expenses.
When you arrive at your US destination, the first
thing you should do is see the appropriate JINA-CEE administrator
at your host institution. The JINA-CEE administrator will need a
copy of your passport page and visa page (WB or B1) to reimburse
expenses. You may also have to fill out various forms related to
your stay with JINA-CEE. Please note that without copies of these
documents and all of the appropriate forms completed before you
leave the US, JINA-CEE may not be able to reimburse your expenses.
So, it is very important that this be done as soon as possible during
Countries that do not participant in the Visa Waiver Program will
need to apply to their Embassy or Consulate for the B1 visa. It
is important that you state you are planning a temporary business
related travel to the United States for independent research with
no salary or income from a US based source, or benefit to US institution.
More information on B1 visa: http://travel.state.gov/content/visas/english/business.html.
Be sure to check with the US embassy in your country and with the
US Department of State for the latest regulations and rules for
entering the US as these are constantly changing. See http://travel.state.gov/visa/visa_1750.html
for more information.