2024 Users Committee meeting

TBD - Last day to register for the event

October 18 - Last day to book a room using the group rate

November 19^th – User Workshop

November 19^th evening till November 21^st – User Committee meeting

December 6th – Last day to submit original receipts for reimbursement (Only UC members and workshop presenters).

November 19^th – J. Wayne Reitz Student Union, Keene Faculty Center in Dauer Hall

November 20^th – McKnight Brain Institute and surrounding buildings; TBD

November 21^st – Conference room at the Hyatt Place

Hyatt Place Gainesville

Address: 212 SE 1st St, Gainesville, FL 32601

All User Committee (UC) members and User workshop presenters will be reimbursed for their expenses attending the UC meeting and user workshop by receiving a paper check after all receipts have been submitted and processed.

Prior to the meeting:

If you have never been reimbursed from the NHMFL, Tallahassee FL, you need to be added to FSU's system as a guest traveler. For that, please email: travel@magnet.fsu.edu, and our Travel Team will assist you.

If you need assistance with travel arrangements, or have questions about reimbursement and allowability, please email: travel@magnet.fsu.edu.

Airfare:

• Please purchase your airfare ticket or use the travel agency (see below).
• Please submit a full detailed flight itinerary showing the passenger's name, total amount paid, form of payment, ticket number, destinations, date, time, and class of fare.
• The receipt should also show proof of Payment. We will only reimburse for main cabin economy class, non-refundable tickets. Should you upgrade for better airfare seat, the upgrade fee will either need to be shown on the receipt or you will need to provide a comparison taken at the time of purchase. This extra charge is not reimbursable.
• Checked baggage will need a receipt.
• Travelers should take the most direct route. Any deviations from either the most direct route or travel dates must have a comparison attached for reimbursement. Travelers won't be reimbursed for the difference in price due to these deviations.

Travel Agency:

• Collegiate Travel Planners info: For changes to existing reservations or agent assistance, please call 888-862-2947/ 402-252-4745 OR email cua@ctptravelservices.com during normal business hours (Monday – Friday, 8:00 am – 6:00 pm ET)
• For Online Booking Support, please contact Helpdesk at 1-877-208-1396 OR email na.online@travelctm.com (Monday-Friday: 8:00 am – 7:00 pm CT)

Your Travel Team phone numbers will pass through to the after-hours service, outside of normal business hours.

Car rental:

Rental car must be booked under the state contracted rate. For assistance, email travel@magnet.fsu.edu

Please note: We will provide a shuttle service between the hotel and event venues as needed.

After the meeting:

The information below provides the details about travel reimbursement policies and procedures for the State of Florida.

When your travel has been completed, please collect your original receipts, scan them, and submit original receipts for reimbursement on this link within two weeks.

Submit original receipts for reimbursement for 2024 UC Meeting

Allowable expenses not requiring original receipts but if you have a receipt, please include it:

• TAXI FARES under $30 per occasion.
• PARKING CHARGES under $30 per occasion.
• MEALS not provided by the Event (reimbursed at FL state-mandated rate: Breakfast: $6, Lunch: $11, Dinner: $19)

Allowable expenses requiring original receipts or other documentation:

• TAXI FARES over $30 per occasion; please indicate any tips paid (limited to 20% of the fare)
• PARKING CHARGES over $30 per occasion.
• RENTAL CAR (Avis/Budget/Hertz/Enterprise/National) of compact size (no additional insurance) and fuel receipts. View Florida State University Vehicle Rental Matrix document.
• HOTEL - itemized receipt showing the actual amount paid, or $0 balance due. Method of payment must accompany that; meals, drinks, and other extra expenses from a hotel are not reimbursable.

Visa information for travel to the U.S.

We will provide a shuttle service between the hotel and event venues as needed. Parking on campus at UF is limited, so this is the recommended transportation for those staying at the hotel.

On the 19^th and 21^st, there will be a short (~0.25 miles) walk between some locations; please let us know if this will be a challenge for you and we will arrange alternative transportation.

Valet parking is free at the Hyatt Place for those staying overnight. If you are not staying at the hotel but will be there for the meeting on the 21^st, there will be a $10 valet fee, for which we will reimburse you.

The National High Magnetic Field Laboratory is dedicated to fostering a safe, inclusive, diverse, and equitable atmosphere for everyone visiting or using the educational and research facilities. All participants, attendees, vendors, staff, volunteers, and all other stakeholders are required to conduct themselves in a professional manner that is welcoming to all participants and free from any form of discrimination, harassment, or retaliation. Participants will treat each other with respect and consideration to create a collegial, inclusive, and professional environment. At any time during this meeting, if any concerns or issues arise, please reach out to any of the organizers.

The MagLab is funded by the National Science Foundation and State of Florida and operated by Florida State University, the University of Florida, and Los Alamos National Laboratory.

The Florida State University is An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer. View FSU's Equal Opportunity Statement.

The University of Florida strives to foster a diverse, equitable, and inclusive environment for all students, employees, partners, and visitors, and is an equal opportunity institution. See University of Florida Compliance and Ethics for more information.

Los Alamos National Laboratory believes diversity fuels the innovative, agile, and principled workforce that is essential to solving problems of global importance. LANL is an Equal Employment Opportunity and Affirmative Action Employer. View LANL's Inclusion and Diversity Resources.