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 July 13, 2014 from 4-7 pm. Please, plan your trip accordingly.

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 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. Contact information for ADTRAV will be provided in the acceptance email and the acceptance packet. 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 $0.565/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 may be granted permission to rent a car for travel to and from the Summer School in lieu of travel by plane or train. If your request is granted, 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 the current fixed per-diem rate. The current fixed rate is $53.25 for first and last days of travel and $59 for every day between. These rates are subject to change without warning. Receipts will not be required for this reimbursement.

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