CEEDAR-IRIS Cross-State Convening

Enhancing Systems for Personnel Preparation

Washington, DC, June 22-24, 2016

Information for CICSC Attendees

Travel Policies

In order to book any travel or be reimbursed for any travel expenses, you will need to fill out and return the attached UFID form.

UFID forms must be submitted by March 15th sostovar@coe.ufl.edu.  Once that form is received, we can purchase your flight. All flights must be booked by April 15. CEEDAR staff must book and pay your airfare.

Hotel Information

The convening will be held at the Sheraton in Reston. The CEEDAR Center will take care of your reservation and payment. Please do not call the hotel directly with questions. If you have questions, email Shari Ostovar at sostovar@coe.ufl.edu.

Airfare Information

We will book and pay for your airfare. Since the meeting starts June 22nd at 3PM, your flight should arrive no later than 1:30PM.  The meeting ends on June 24th at 4PM, so your departure should not be scheduled before 5:30PM.  Please note that you must fly into the Washington-Dulles (IAD) airport. West-Coast travelers should plan to fly in the day before the meeting (June 21st) to ensure arrival prior to the meeting.

The preferred way for us to prepay your flight is the “saved” option.  You go online and make your own reservations and “save” your flight.  Some airlines offer this option, but not all airlines.  If you are able to do this, the airline will send you a “link”.  You will forward the “link” to us, and we will make the purchase.

If the above is not an option, you can capture a “screen shot” of your preferred flights and email them to Shari sostovar@coe.ufl.edu. Once Shari purchases your flight, you will get the itinerary via email.  You have 20 hours from the time of the ticket purchase to make changes.  We cannot make changes after that time. Please note that we cannot pay for seat upgrades or travel insurance.

Reimbursement After Travel


All travel receipts must be turned in to Shari no later than July 8, 2016.


Receipts needed

Need receipts for:

  • Uber, Metro, Taxis (15% tip can be added per taxi trip)
  • Parking

Receipts NOT needed

Do not need receipts for:

  • Meals
  • Tips
  • Portage or Baggage. You can give taxi driver or hotel bellman $1 per bag to help you (max 3 bags).
  • Reimbursement is .445 cents per mile.  Miles are computed from your home or work address to the airport and back.


For meals, you will get $36 per day as follows:

Breakfast, $6 (if leaving home prior to 6am)

Lunch, $11

Dinner, $19 (if returning home after 8pm)

For example, if you get home at 6PM, you will only get $17 for that day ($6 Breakfast, $11 Lunch)

If the convening provides any meals, you will not be reimbursed for those – even if you don’t attend the meals.

You can submit your receipts via email following the convening.  Once we complete your reimbursement form, you will need to sign it.  This can also be done via email.

You should receive your reimbursement within 15 days of submission.

Please let us know if you have any questions.  Contact Information:

Shari Ostovar