Expense Reimbursement

Note that as a public institution, NYSCI requires ORIGINAL RECEIPTS for all reimbursements.
 To be reimbursed for your travel expenses, please:
1. Submit a completed, signed W-9 form by mail, fax, or email.
2. Mail ORIGINAL receipts to:
Catherine Cramer
New York Hall of Science
47-01 111th St.
Queens, NY 11368-2950
NOTE that receipts and a completed W9 form MUST be received by April 22, 2013 in order to be eligible for reimbursement.

If you indicated on the RSVP that you will be staying overnight on Sunday (3-31-13) and/or Monday (4-1-13), a room has already been reserved for you at the Hilton Arlington, located at 950 North Stafford Street, Arlington, Virginia, 22203, 1-703-528-6000. Your room will be billed directly to NYSCI, however you must cover incidentals and submit for reimbursement when applicable. If you have questions about your hotel reservation, please contact Catherine Cramer, 718-699-0005, x396. The hotel is located a block from the NSF. The meeting rooms can be accessed via a covered walkway that connects the hotel directly to the NSF office building.

TransportationPlease arrange your own transportation to the meeting, which will be held in Room 375 at the National Science Foundation, located at 4201 Wilson Boulevard, Arlington, VA 22230. The nearest airport is Reagan National Airport (DCA). In addition, Washington-Dulles International Airport (IAD) and Baltimore Washington International Airport (BWI) also serve the area. To be eligible for reimbursement, air travel must be coach class, and must be on flights operated by a US-owned company, or code-shared with a US-owned airline.

Taxis or shuttles to the airport can be reimbursed, as well as airport parking. To be reimbursed for mileage, you will need to submit a Google map showing point-to-point mileage.

The NSF can also be reached via the Metro, one block south of the Ballston-Marymount University Metro stop on the Orange Line. The building’s main entrance is located at the corner of 9th and Stuart Streets.

Parking is available in the Ballston Common mall, in the NSF building, and at other area parking lots and garages. Metered parking is also available on the surrounding streets.

MealsOn the day of the meeting, morning refreshments and lunch will be provided. Meals will be reimbursed for up to the GSA rate of $71/day.