Full-Circle Travel and Lodging Procedures for Registered Attendees

If you are coming from outside the immediate region of UMBC please read the information below carefully about making travel and lodging arrangements for the upcoming iHARP Full-Circle Climate Communication Workshop.

iHARP will cover up to $2,000 for travel and lodging related the Full-Circle Climate Communication Workshop. Please note the expenses can only be covered for travel on or between January 12-18, 2025, including lodging January 12-17. Those who choose to come to the area earlier or leave later will need to bear those costs themselves.

May want to include at the top of the site: Information for registered attendees.

Booking Travel:

UMBC will create a travel pre-approval within our UMBC system and then work with you to reserve your airline tickets.

To process your travel, go to this form to provide us with your, well-monitored email address for all correspondence/ communications related to travel, legal first name and last name (what appears on your driver’s license and/or passport), and current mailing address

Modes of Travel:

ALL airline/ train/ bus must be arranged by Altour (FKA Travel Leaders). Call them at 1-800-333-2115 to book your tickets.

  • UMBC will be billed for your workshop-related travel costs that occur between January 12 – 18,
  • If you are planning to extend your trip, please let the travel agent know so they may book your ticket accordingly.
  • The only cost associated with booking through globetrotter will be if you are planning to extend your travel and the return ticket has a higher cost value than the return ticket on the expected return dates of January 17 or 18, 2024.

Driving

  • If you are planning to drive-in, please let us know your starting location. Mileage is reimbursed at $0.67/per mile. We will need your starting point, from there we estimate the total reimbursable amount for your pre-approval. You will be reimbursed for mileage post events.

Hotel:

BWI Airport Marriott – 1743 West Nursery Road Linthicum Heights, Maryland, USA, 21090 

  • Link for room booking: HERE
  • You will need to reserve the room with your credit card, at the end of your stay, we will be billed for room and tax. Any room charges (gift store, food, etc.), incidentals will not be reimbursable and is the responsibility of the attendee.
  • The credit card you put on file will not be charged UNLESS you do not cancel 72 hours prior to arrival.
  • Hotel has free transportation to/from the airport

* NOTE: If there are extenuating circumstances that result in travel and lodging costs above $2,000, they will need to be reviewed and approved for reimbursement.

 

Reimbursement Policy

Thank you for your contributions to making this workshop a great success. Below is the reimbursement policy to guide you through the process. Please review it carefully, and do not hesitate to reach out if you have any questions.

Note: Reimbursements are only applicable for non-UMBC, and non-iHARP participants.

Travel

1. Flights
  • If your flight was booked and paid for by the university, no action is needed on your part.
  • If you are an eligible participant who paid for your flight, kindly email your flight receipts to hemantc1@umbc.edu for reimbursement.
2. Uber Rides
  • Shuttle services are provided for transportation between the hotel and the workshop, as outlined in the schedule.
  • If you booked any Uber rides outside of the shuttle schedule that were directly related to the workshop (e.g., from the airport to the hotel or the hotel to the airport), please share these receipts.
3. Driving
  • For participants driving to the workshop, mileage reimbursement is available. Please keep track of your mileage and email the details, including your starting location and total miles traveled for processing. Mileage is reimbursed at $0.67/per mile.
4. Parking
  • Parking at the university is prepaid, so no action is required on your part.
  • However, if you drove to the workshop and incurred parking expenses at the airport or any other location, please share the receipts for processing.

Note: Car rentals are not reimbursed unless pre-approved.

Stay

The hotel (room and tax) is paid directly by the university, so no action is needed on your part. Please note that personal expenses such as food or additional services purchased at the hotel cannot be reimbursed.

Food

  • Breakfast, lunch, snacks, and refreshments are provided during the workshop.
  • Dinner on Tuesday and Thursday is covered through a per diem allowance of $38 per person, which will be sent directly to each participant. Receipts for dinner are not required.

Please email all relevant receipts to hemantc1@umbc.edu, and we will ensure they are submitted to the reimbursement team for processing. If you have any further questions, do not hesitate to reach out.

FULL-CIRCLE PAGE LINKS: Home Page • Daily Program • Speakers • Organizers • Participants • Travel Info