Request for Astropy Coordination Meeting 2024 travel (Utrecht, NL)

[AnaGabela]

Coordination Meeting, Utrecht, The Netherlands. 10-14 June 2024.

If you are not fully funded by other sources to attend the meeting, please comment on this issue with a funding request. The funding request should include items and estimated costs. (For example, “approximately $1000 to cover two nights hotel and half of the airfare.”)

[ceb8]

Travel funding request for Clara Brasseur (this is the same request that I emailed to the finance committee before this issue was made).

Total Request: $1000

Itemized Budget:

• Airfare (Edinburgh to Amsterdam): $300
• Train fare (St Andrews to Edinburgh, and Amsterdam to Utrecht): $50
• Hotel (6 nights): $650

[nden]

Travel funding request for Nadia Dencheva 55% of trip is funded by STScI. STScI's estimate for the cost is $4000 (in practice it's likely to be less)

Total request: $1733

Itemized budget:

• Airfair $900 (STScI's total estimate is $2000)
• hotel 6 nights: $430 ( STScI's total estimate is 6 nights * $159: $954)
• per diem: $403 (STScI's total estimate is 8 days * $112: $826)

[jdswinbank]

Hi @ceb8 , @nden — these requests are approved by the Finance Committee. Please submit claims for reimbursement to the NASA grant.

[tepickering]

Travel funding request for Timothy Pickering

Itemized budget:

• Airfare $1320 (YVR-AMS r/t non-stop as of 28/02/24)
• Lodging 5 nights x $159/night GSA max -> $795
• Per diem 5 days x $112/day GSA rate -> $560
• Treinkaartjes schiphol->utrecht centraal->schiphol -> $25

Total Request: $2700

[BerylKanali]

Travel funding request for Beryl Kanali

• Airfare $1350 (Return ticket Nairobi-Amsterdam)
• Hotel $954 (6 nights * $159)
• Train $25 (Treinkaartjes schiphol->utrecht centraal->schiphol) Total: $2330

[kelle]

Travel funding request for Kelle Cruz

Itemized budget:

• Airfare $1500 (JFK-AMS r/t non-stop)
• Lodging 5 nights x $159/night GSA max -> $795
• Per diem 5 days + 2 travel x $112/day GSA rate -> $728
• Ground transport $200 Total Request: $3200

I decided to attend remotely.

[kelle]

This travel will be supported by NASA funds and so, for those traveling from within the US, you should book on US flag carriers. E.g, Book on Delta even if the flight is operated by KLM.

For those originating outside the US, please book the most reasonable fare on whichever airline makes the most sense.

[eerovaher]

Travel funding request for Eero Vaher

Itemized budget:

• Lund-Copenhagen and Copenhagen-Lund train tickets: ~€30
• Copenhagen-Amsterdam and Amsterdam-Copenhagen bus tickets: €143.49
• Amsterdam-Utrecht and Utrecht-Amsterdam train tickets: ~€30
• Hotel in Utrecht (4 nights): €652,03 TOTAL: ~€860

[aaryapatil]

Travel funding request for Aarya Patil. The total request will likely be less depending on whether I can use some of my grant money for this trip.

Itemized budget:

Train $200 Lodging 5 nights x $159/night GSA max -> $795 Per diem 5 days x $112/day GSA rate -> $560 Total Request: $1555

[neutrinoceros]

Travel funding request for Clément Robert.

Itemized budget

• Train ~$500
• Hotel (5 nights) ~$800 Total Request: $1300

[jdswinbank]

Hi @neutrinoceros , @aaryapatil , @eerovaher , @kelle , @tepickering — these requests are all approved by the Finance Committee.

[kelle]

I've decided to attend this meeting remotely.

[dhomeier]

I have not finalised my travel dates, so this may be reduced to 5 nights, but filing here for a 6 nights' stay (9-15 June):

Itemised budget:

• Train ca. 200-220 € -> $250
• Accommodation 6 nights: 805 € -> $875
• Per diem 6 days x $112/day GSA rate -> $672

Total Request: $1797

[jdswinbank]

@dhomeier — your request is approved. Sorry for the late response!

[dhomeier]

Thanks, and sorry for not following procedure (in particular not sending a notification by email) – should have followed our own FR link! ;-)

[pllim]

Please close this issue whenever all these requests are settled. Thanks!

[neutrinoceros]

I realized that I forgot to include the city tax from my hotel reservation and meals... my actual expenses amount to $1800 ($1,798.30 to be precise), which is $500 over budget compared to what was approved for. Can I still ask for reimbursement for all of it (if not, it's okay, that's completely on me !) ? Regardless, who should I be speaking to to get my money back ? Thanks !

[pllim]

who should I be speaking to to get my money back ?

Should be the Finance Committee, I think. Or at least they would know who to point you to.

[jdswinbank]

Hi @neutrinoceros — please go ahead and submit a reimbursement claim for the full amount (~$1800). I think it's likely the Finance Committee will approve it (but I can't guarantee that until I've talked to the others); if we have any questions, we'll get back to you.

[jdswinbank]

Requests to settle before we can close this:

• [ ] @nden
• [x] @aaryapatil — https://opencollective.com/astropy/projects/astropy-nasa/expenses/207804
• [x] @ceb8 — https://opencollective.com/astropy/projects/astropy-nasa/expenses/207706
• [ ] @tepickering
• [ ] @eerovaher
• [ ] @neutrinoceros
• [ ] @dhomeier

[neutrinoceros]

@jdswinbank thank you. Request submitted at https://opencollective.com/astropy/projects/astropy-nasa/expenses/208227