JUSEIPEN
Travel Grant Policies and Procedures
1. Eligibility.
Research
staff, post-doctoral fellows, and students whose
current primary institutional affiliation is with a U.S. university,
national
laboratory, or other research center are eligible to apply for JUSEIPEN
travel
support.
2. Activities.
The primary goal of JUSEIPEN is to provide funds to support the travel of US scientists to Japan to promote and develop experimental programs at RIBF (RIKEN). Examples of activities suitable for JUSEIPEN support include: JUSEIPEN sponsored workshops; experiment/facility collaboration and planning meetings; experiment setup and commissioning; spokesperson presentation at RIBF program advisory (PAC) meeting. In general, JUSEIPEN funds cannot be used to support travel for approved, scheduled experiment beam-time, since this is expected to be funded from institutional or individual research budgets and grants.
3. Applying.
U.S.
based scientists seeking JUSEIPEN travel support should complete a
Grant
Application Form. The applications will be
discussed by the
JUSEIPEN steering
committee on a monthly basis. Decisions on acceptance of the
application will
be made in a timely manner.
To
facilitate
planning, applications should be made early and in advance of any
specific deadlines
mentioned in these policies.
Housing
in
RIKEN needs to be arranged 2 months prior to the start of the visit to
JUSEIPEN.
Travelers should contact the Japanese Coordinator for RIKEN housing
arrangements.
4. Travel
Authorization and Reimbursement.
The
JUSEIPEN grant will cover round-trip travel (coach
fares) from the U.S. to Japan, train and subway travel between Narita
airport
and Waco (the location of RIKEN) and housing at the RIKEN Guest Houses.
This housing
is also subsidized through RIKEN and the University of Tokyo. A flat
per diem
of $65.00/day will be paid to all travelers. JUSEIPEN will pay for
hotel
lodging at other cities visited at up to $91.00/day.
JUSEIPEN
travel is supported through a DOE funding opportunity award managed
through
Lawrence Berkeley National Laboratory (LBNL). All travelers are subject
to the
DOE rules and procedures regarding foreign travel authorization (TA)
and
reimbursement.
Travelers
should contact the U.S. Coordinator regarding the necessary travel
authorization and reimbursement requirements as soon as the JUSEIPEN
grant is
approved, but no later than 40 days prior to departure. A foreign trip
TA must be
submitted by LBNL to DOE at least 30 days prior to travel. Travelers
are
responsible for their own travel arrangements.
5. Exit
Report
Travelers
are expected to write a brief (no more than 1 page) exit report
describing
their activities in Japan. This information is required by DOE for all
foreign
trips and will help us track JUSEIPEN’s success. The report
should be sent with
travel receipts to the U.S. Coordinator.