Applicants must agree to the following terms and conditions to be eligible for attendance support. If you do not agree to the terms and conditions your application will be rejected.
Registration
The attendee is responsible for registering for the National Adaptation Forum. All accepted attendance support recipients are strongly encouraged to register within the Early Bird registration window. Attendance support will only cover the cost of registration and no optional fees associated with registration. Itemized receipts for all expenses must be provided to be eligible for reimbursement. There are no exceptions.
Air Travel
All airfare over $500 round trip must have prior approval by the Forum Team – no exceptions – contact Info@NationalAdaptationForum.org to discuss securing approval. Airline change fees will not be reimbursed. Triangle fares for additional personal or non-National Adaptation Forum business will be reimbursed at roundtrip rate or 2/3 of total whichever is less. Itemized receipts for all legs of travel must be provided to be eligible for reimbursement. Airfare reimbursement is for the Forum attendee only. Should you receive attendance support for the Forum, you must obtain airline tickets as soon as possible. Please book the trip in an economical and efficient manner. Business and first class travel will not be reimbursed.
Ground Transportation
All ground transportation (car, train, taxi, public transportation, and parking) expenses involved in getting to/from the National Adaptation Forum are reimbursable. We strongly encourage the use of public transportation to and from the airport at both ends of the trip. Please see the Forum website for recommended transportation options. Itemized receipts for all travel expenses must be provided to be eligible for reimbursement.
Mileage
Use of your personal vehicle is limited to 200 miles one way or 400 round trip. Prior approval must be obtained from the Forum Team should the mileage exceed this limit. Personal vehicle mileage will be reimbursed at the 2024 Standard Federal Government mileage rate of $.67, please calculate your mileage using this rate. Gasoline costs are included in the Federal mileage reimbursement rate. Mileage will be checked for accuracy of round trip travel from attendee’s home to event site. Itemized receipts for all travel expenses must be provided to be eligible for reimbursement.
Rental Car
If necessary to rent a car, we require you to use an economy rental car with unlimited miles from the city of origin for no more than 5 days from May 13-17, 2024. Gasoline is included in travel support allowable expenses when renting a car. Mileage will not be reimbursed for rental cars. Prior approval must be obtained from the Forum Team if renting a car for long distance travel. Generally, rental car expenses will not be covered if they exceed costs of airfare or train fare. Itemized receipts for all travel expenses must be provided to be eligible for reimbursement.
Meals
Reimbursements are limited to those consumed in transit and by the attendee only. Lunch and snacks will be provided for the three days of the Forum. Meals not provided but within the scope of the Forum will be reimbursed. To be eligible for reimbursement all meal purchases MUST be submitted in an itemized receipt – NO EXCEPTIONS. In-room honor bar purchases, alcohol purchases, and/or room service will not be reimbursed. The total amount reimbursed per day for meals may not exceed the 2024 Standard Federal Government per diem rate. Itemized receipts for all travel expenses must be provided to be eligible for reimbursement.
Lodging
The attendee is responsible for making or changing hotel reservations at the meeting venue. The number of allowable nights, as determined by the Forum Team is four (4). Extenuating circumstances need to be pre-approved by the Forum Team. Multiple rooms for the same night or span of nights must have the prior approval of the Forum Team. All Attendance Support Recipients will be required to stay at the Forum negotiated hotel, the Intercontinental Saint Paul Waterfront or Hampton Inn and Suites Downtown Saint Paul. Itemized receipts for all travel expenses must be provided to be eligible for reimbursement.
Mandatory Attendance
The National Adaptation Forum is a unique in-person opportunity to meet with other adaptation minded practitioners. The purpose of Attendance Support is for the participant to attend the Forum in-person.
Reimbursement
The attendee is responsible for all purchases and will be reimbursed within 60 days following submission of reimbursement request materials and receipts. The attendee must fill out a reimbursement form and submit detailed receipts by June 14, 2024 in order to be reimbursed. If you are unable to cover the upfront costs of an item listed above, please contact the Forum Team and we may be able to make alternative arrangements: Info@NationalAdaptationForum.org.