FR: Kim Miller, Management Analyst, Office of Planning, Research and Evaluation

October 1, 2011

TO: IMLS Invitational Travelers

SDC Annual Meeting

FR: Kim Miller, Management Analyst, Office of Planning, Research and Evaluation

RE: FY2012 Institute of Museum and Library Services (IMLS) Invitational Travel

We are committed to careful stewardship of the federal dollar, improving processes and maximizing efficiency whenever possible. As a result of this commitment, a number of changes are being instituted and are reflected in the memo below. We hope that the information provided in the memo will give you the background you need in order to plan your trip to Kansas City, MO.

TRAVEL

Because of budget constraints, we are required to use the most cost-effective airports for invitational travelers. For Kansas City, MO there is only one airport, the Kansas City International Airport. If there are several airports in your home area, we will also need to determine which of those, paired with the airport in the Kansas City, MO area, would be the most cost effective out of which to fly and return. The total cost of the airfare, along with projected ground transportation costs, will be the determining factor in terms of which airports are selected for travel.

If you prefer to travel by train to the meeting we can arrange for a coach-class ticket. (We are unable to purchase business class tickets). If you purchase your own ticket, we can only reimburse you for the cost of the lowest regular ticket between your departing location and Kansas City Union Station.

If you plan to drive to Kansas City, MO IMLS will reimburse you after the meeting for roundtrip mileage at the prevailing federal government rate (currently $0.51 per mile) for privately owned vehicles, up to the cost of the lowest government fare roundtrip ticket. Rental cars costs will not be covered.

If you live within 35 miles of Kansas City, MO you are considered a local participant and we cannot provide lodging, however we will reimburse you $15 for lunch (if not provided) as well as parking or metro expenses.

The SDC Annual Meeting will run until 4:30pm on Thursday, December 8, so we will book return flights from 6:00pm or later on the day the meeting concludes so that there is sufficient time for us to get you to the airport. Changes to your original itinerary will only be made if there is an emergency. You may choose to take an earlier train than the one you are scheduled to take; however IMLS will not reimburse any difference in fare price than the amount that was authorized on your original ticket.

LODGING

We will secure a block of rooms for your group at a hotel, and we will submit a rooming list to the hotel for your stay. IMLS will be directly billed for the cost of the room; however, you will need to present a credit card on arrival to cover any incidentals. If you would like to extend your visit to Kansas City, MO (either by arriving earlier than or staying after the event), you will need to cover the costs of these additional nights.

We will send out your hotel confirmation number and directions about a week before the meeting.

If you can arrive at your home airport on the same day that the meeting concludes at a reasonable hour, we will not pay for any additional hotel night(s) and you will be responsible for paying for the additional night(s) if requested. If we are unable to book your return flight for the same evening after the meeting concludes, we will provide one additional hotel night. Generally, this applies to participants traveling from the far western or far eastern areas of the United States, however the availability of seats on flights out of the Kansas City-area will be the chief determinant of whether or not we provide the additional hotel night. Please note, IMLS will only pay for this additional evening if the traveler is departing from Kansas City, MO the day after the meeting concludes. If you are extending your stay in Kansas City, MO for a few days, you will be responsible for the night the meeting concludes, plus any additional nights.

If for some reason you choose to stay at a hotel other than the one with which we have made arrangements, IMLS can only reimburse you up to the government rate for your lodging expenses for two nights OR the actual cost of the hotel, whichever is less. If you stay at another hotel, you will need to submit a hotel receipt to be reimbursed.

Reimbursement

In addition to the meal allowance of $45.75 for each travel day to and from Kansas City, MO and $61 for a full day in the city, for which the traveler does not need to submit receipts, IMLS also will reimburse for:

·  ground transportation between your residence or workplace and the airport or train station from which you are departing / returning;

·  ground transportation between the Kansas City, MO airport or the train station (Union Station) and the hotel;

·  if driving to the home airport or train station, roundtrip mileage (currently $0.51 per mile) and parking (up to $20 per day) ;

·  if driving to Washington, D.C, roundtrip mileage at the prevailing government rate, which is currently $0.51 per mile for privately owned vehicles, or $0.285 for government-owned vehicles, and parking expenses that you incur in the city.

·  checked baggage fees for one bag, provided you submit receipts for these charges

·  Internet access at the hotel.

We are streamlining our reimbursement procedures for the benefit of the agency and traveler. As part of the streamlining process, we ask that you submit receipts for the ground transportation, parking, and any other covered expenses, along with a signed checklist of reimbursable expenses to IMLS within five business days after the meeting ends. See above for approved reimbursable expenses. If these receipts are not received within 15 business days of the conclusion of the meeting, you will be reimbursed for the straight per diem amount.

Reimbursements will take no more than 30 days to be deposited in your bank account.

We look forward to working with you! Please let us know if you have any questions.