NIST Center for Neutron Research

For Those Receiving Financial Assistance

All receipts, except for food, are required for reimbursement.

Registration for the Summer School will be on June 21st, 2009 from 4-7 pm. Please, plan your trip accordingly.

Approval for financial assistance will be communicated together with the notification of acceptance to the Summer School. Summer School applicants who wish to be considered for financial assistance should indicate that on their application form. Financial assistance is available to any post-doc, graduate student and junior faculty.

Financial assistance is only available to those applicants traveling within North America from North American universities.

Students approved for financial assistance must initially pay all expenses except for airfare or train tickets. They will be reimbursed after the summer school, typically 3-4 weeks after receipt of required documentation and receipts.

Attendees will be reimbursed after the Summer School upon submission of a statement of their expenses(PDF) with receipts. The $75 registration fee will not be reimbursed.

You will receive an email from Mrs. Julie Keyser (301-975-8200, with travel instructions; please do not start your travel arrangements until you receive this email.

Plane and Train Transportation:

Commercial airline or train tickets will be paid by NIST if and only if arrangements are made through NIST's travel agent, ADTRAV. For participants traveling by train or by plane: local transportation expenses between airports or train stations and the lodging site in Gaithersburg will be reimbursed. You should plan to arrive and depart from the same airport or train station.

Attendees driving a privately-owned-vehicle (POV) to and from the summer school will normally be reimbursed at .505 cents/mile for amounts not exceeding the cost of an airline ticket. If you wish to travel by POV we encourage attendees from the same institution or geographical area to travel together to help reduce costs.

If you are in any doubt with regard to how much you will be reimbursed you are urged to sort this out with one of the organizers before you finalize your travel plans.

There will be no reimbursements for car rentals for participants traveling by train or plane since transportation between the hotel and the NCNR will be provided.

Car Rental:

Participants whose institutions are 150 miles or less from NIST and that are not traveling by train or plane can rent a car to travel to the Summer School. You will be instructed to use Adventure Travel (ADTRAV) in order to make your travel arrangements. If you would like to know if you are eligible for car rental, please contact either Yamali Hernandez (, 301-975-5295), or Julie Keyser (, 301-975-8200).


Students receiving financial assistance are expected to pay up front for their accomodations at the hotel accomodations. The receipt for the stay should be submitted when submitting all other receipts.

Meals, Incidentals, Etc:

Attendees will be reimbursed after the Summer School for meals and incidental expenses at a fixed rate of $48 for first and last days of travel and $64 for every day between. Receipts will not be required for this reimbursement.

Remember, you must keep all receipts (excluding food) to receive full reimbursement.