Travel Logistics

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July 29-31, 2025

Start time: July 29 at 4pm EDT | End time: July 31 at 1pm EDT

So that we are prepared for the event, registration by May 30 is required.
For questions regarding the event, travel or accommodations, please contact the SERC Office at serc@carleton.edu.

Expense Logistics

A Carleton College/SERC representative will be available throughout the ITYC Summit event in Alexandria to assist with inquiries regarding the travel reimbursement process following allowability of costs. Oversight is to ensure that travel expenses invoiced are allowable based on NSF guidance contained in the NSF 24-1 "Proposal & Award Policies & Procedures Guide" (PAPPG), and Special Conditions (FL26).

Transportation

Air Travel

Following established guidelines, you are required to use our preferred travel agency to book your airline travel. The travel agency will provide us with your requested flight itinerary for expense approval. The cost of your airfare will be billed directly back to our program, thereby reducing reimbursable expenses. Based on budgetary constraints, it may be necessary for us to request adjustments to your requested flight pattern.

Deadline Date: June 6, 2025

Travel Agency: Bursch Travel, Aime Mushatt

Email: AimeM@burschtravel.com

Phone: 320-257-8930 during the hours of 9 AM to 5 PM CDT (Mon-Fri)

To expedite service, please provide Bursch Travel with the following information:

• Event Name: ITYC SUMMIT
• Full name as shown on passport/ID. Indicate first/middle/last name
• Date of birth
• Cell phone number
• Travel dates: Must arrive at DCA prior to 2 pm on Tuesday, July 29, 2025
• Preferred departure airport: Must depart from DCA after 3 pm on Thursday, July 31, 2025
• Make note of arrival airport - DCA (Reagan International Airport)
• Preferred outbound departure time (morning, afternoon, evening)
• Return departure time (afternoon, evening)
• TSA Pre-check number (if any)
• Frequent flyer number (if any)
• Seat preference (aisle, window)

Train Travel

If traveling by train, note that there is an Amtrak stop (ALX) 0.2 miles from the hotel. Please contact the SERC office (serc@carleton.edu) if this is your preferred method of travel.

Car Travel

If traveling by car, please contact the SERC office (serc@carleton.edu).

Uber Voucher

During the registration process for the workshop, attendees have the option to request Uber vouchers for transportation between Reagan International Airport (DCA) or Dulles International Airport (IAD) and the Hilton Alexandria Old Town. The voucher is subject to strict fiscal reporting and accountability guidelines and can only be used for transportation between the DCA or IAD airport and the physical address of the hotel. To utilize the voucher, attendees must have an Uber account. If you don't have an Uber account, you can set one up! It's super easy - to download the app, go to the App Store or Google Play.

If you utilize this service, you will need to sign a consent form that will be sent to you via Adobe Sign. Once the consent form is complete, we will issue you a voucher via text message approximately 5 days prior to your travel. Want to learn more? Read this article on how it works!

Taxi service between DCA or IAD airport and the Hilton Alexandria Old Town is available for reimbursement following the reimbursement policy.

Lodging

The direct bill covers lodging and tax, but a credit card guarantee is required for reservations. You are responsible for any additional incidental charges, including unapproved stay overs, room service, etc.

Hilton Alexandria Old Town Hotel
1767 King St
Alexandria, VA 22314

Online reservation link: https://group.hilton.com/8yahwq Group Code: 94C
Phone: (703) 837-0440

Deadline Date: June 6, 2025 (This date has been extended to June 23, 2025)

Arrival/Departure Dates: Arrivals prior to July 29 and departures after July 31 will be the responsibility of the attendee unless pre-approved due to travel restrictions. The early/late departure room rate is $212.00 per night/plus taxes and fees. Requests with documentation must be submitted to serc@carleton.edu.

Local Attendees: If your tax home is located within a 50-mile radius of the hotel, lodging expenses are not eligible for reimbursement under the grant. However, you are welcome to book accommodations within our designated room block to take advantage of the discounted rate. Please note that all lodging costs will be your personal responsibility.

We will be auditing the lodging list. You must independently cancel or adjust lodging reservations if there is a change of travel plans. If you have a change in travel plans and do not cancel or adjust your reservation, you will be responsible for those charges applied to the card on file.

Meals

Meals and daily break service will be provided throughout the event at the Hilton Alexandria Old Town Hotel beginning with dinner on Tuesday, July 29, 2025 through lunch on Thursday, July 31, 2025. Please note any dietary restrictions on your ITYC Summit Registration form.

Travel Reimbursement

Reimbursable Expenses Include:

• Train ticket.
• Airport/train parking at your home airport/train station.
• Airport/train transportation to/from your home airport/train station.
• Personal mileage to/from attendee home airport/train station or home to meeting location for those traveling to the meeting location by vehicle, following reimbursement policies in place at time of travel.

Please use the attached travel expense worksheet to facilitate the reimbursement of your out-of-pocket expenses. Please note that receipts are required and must be e-receipts.

• To process your reimbursement, we will need to establish you as a vendor within the Carleton College system. If you are not already set with a profile, you will receive an email from the Carleton College Business Office that contains a secure link to upload your W-9.
• For reimbursement, your documentation (receipts) and the travel expense worksheet (Excel 30kB Mar5 25) should be returned no later than 45 days after the meeting, emailed directly to Rebeccah Bradley (rbradley@carleton.edu).
  • For mileage, we need Google maps (screenshot of the route) as documentation of travel distance.
• Please allow 4-6 weeks for processing once your request has been received.
• The IRS requires that reimbursements must be processed within 60 days following the event, or they are subject to taxation. Please submit your paperwork within 45 days of the end of your travel (no later than September 14, 2025) to ensure your payment is processed within this timeframe.

If you have any questions, do not hesitate to give SERC a call at 507-222-4368.