Family Members Preparing to Travel for
clear information about your travel schedule and how you can be contacted
in case of an emergency while at the meeting. When you register at
the hotel make sure the hotel has your name on the register for your
room so your family can reach you if they call.
will need a photo identification card to get through security at the
you have not traveled before, ask for additional information
and support about what to expect. Other families who have traveled
with this project may be able to provide this.
to travel, be sure you've received clear information about allowable
expenses and voucher procedures. Know what documentation you will
be required to provide, e.g., receipts.
covering your travel expenses have accounting procedures and
system requirements to meet. Be sure you understand exactly
what you'll need to provide for them to cover your expenses.
It might be helpful to have an envelope in which to file all
receipts and make note of all expenses as you incur them.
should expect to receive a cash advance, prior to travel that includes:
to be incurred while you are away (unless the travel is part of
your paid employment.);
transportation and parking expenses;
to be incurred during travel and on site.
may ask for your travel advance in the form of a check or cash.
If you receive a check, be sure you have time to cash it prior
a credit card guarantee on hotel/lodging.
generally require a credit card to cover potential incidental
charges to the room and will not give permission to anyone without
that. Prior to travel, make sure arrangements have been made to
provide one for your room. It might help to have a contact person
and phone number in the event you hit a snag on arrival at the
program should provide you with long distance access for at
least one call home per day.
sure to understand the process for paying for these calls prior
to travel. Sometimes a prepaid calling card will be provided,
Instructions for use are on the cards, but ask for help if you
all, consider the dignity of the family members who are traveling.