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.