IMPORTANT TRAVEL AND HOTEL INFORMATION

Traveling committee members are responsible for making their own air travel reservations, which we will promptly reimburse. We require the most economical coach-class travel; If your fare will exceed $500, please contact Beth Guerard at guerardb@nasfaa.org or by phone at (202) 785-6944 to discuss the matter and see if alternatives are available.

• Reagan National Airport (DCA) is the closest (4 miles south of DC) and often more expensive. It is a short (15 to 20 minute) Metrorail or taxi cab ride from our office. The Metrorail costs less than $2; you can expect taxis to cost about $20. Click here to see detailed transportation options.
• Baltimore Washington International Airport (BWI) is 32 miles northeast of Washington, DC, near Linthicum, MD. Travelers to BWI can get to DC via MARC trains, or door-to-door SuperShuttle Services (reservations required). Taxicabs are available, but costly from BWI; we ask that you not plan to use a taxi if it can be avoided. Click here to see detailed transportation options.
• Washington Dulles International Airport (IAD) is located in Chantilly, VA, 28 miles west of DC. Washington Flyer Coaches and shuttles are available to travelers. Washington Flyer Coaches take passengers to the West Falls Church Metro Station for Metrorail connections. SuperShuttle offers door-to-door service. Taxicabs are available, but costly from IAD; we ask that you not plan to use a taxi if it can be avoided. Click here to see detailed transportation options.


TRAVEL BY CAR


Reimbursement for the use of a private automobile will not exceed the amount allowed by the IRS, currently 55 cents per mile. Normally, this reimbursement should not exceed the cost of coach air fare. In circumstances when use of a car is preferred for personal reasons, reimbursement for mileage will be limited to the above.

RESERVATION POLICY


NASFAA staff will be making hotel arrangements for you prior to your scheduled meeting. Your committee liaison(s) will make you aware of the rooming list prior to your departure, and will make sure you have your reservation number for check-in. Check-out from the hotel is on the last day of the meeting; late checkouts are not permitted if they incur an additional fee.

All hotel rooms are based on a double occupancy, unless there is a specific medical need for a single room. If a committee member's request for a single room or different accommodation results in another member having to be placed in a single room, he or she will be responsible for the full cost of the additional room.

If additional nights are required, or if individual plans change, members are required to contact their designated staff liaison as soon as possible to avoid paying for unused rooms. Please also noted that if you need to change your hotel reservations on short notice (48 hours or less), and cannot do so through your staff liaison, you should contact the hotel directly (the number for The Quincy is Toll Free 800-424-2970 or 202-223-4320) and make sure they cancel only your reservation.

If you desire reservations prior to or after your committee meeting, you should inform your NASFAA committee liaison as soon as possible. Generally, committee members will be responsible for all hotel charges (room, taxes, and incidentals) when arriving early or staying beyond scheduled meeting dates. This will not be the case if the extra night(s) results in substantial savings on airfare.

If find you are unable to attend a meeting, please contact your staff liaison as soon as possible since NASFAA guarantees all rooms. Committee members who fail to advise the designated staff person of a change in schedule will be billed for any hotel expense incurred.

If you have any questions, please contact Beth Guerard at (202) 785-6944, or call your staff liaison.

HOTEL FACILITIES


For fall 2009 Committee Meetings, NASFAA committee members will primarily utilize The Quincy Hotel for all committee meetings in Washington, D.C. The Quincy Hotel is a small boutique hotel at 1823 L Street NW, within a block of the NASFAA office. From the front door of the Quincy Hotel, make a left and walk to the corner of L Street and Connecticut Avenue and cross Connecticut Avenue

The NASFAA office is located on the right side, at the corner of Connecticut Ave. and L St. Our address is 1101 Connecticut Avenue, 11th floor. The most convenient Metrorail stops to the Quincy and the NASFAA offices are Farragut West on the Blue Line or Farragut North on the Red Line.

REIMBURSEMENT


NASFAA makes its standard Expense Form available online. Please review for additional details and complete promptly after your travel. Please note: as you might book your air travel several months in advance of your actual travel dates, NASFAA will accept an airfare-only Expense Form submitted prior to your travel. This way you will not have to wait several months for reimbursement of your airfare. We ask that you limit yourself to two Expense Forms per trip, to avoid unnecessary administrative burden: one before your trip for airfare, and one after the trip for other incurred expenses, as outlined in NASFAA’s online Expense Form.

Updated on September 9, 2009