Travel and Accommodations
Timing
Arrival: You should plan to arrive in time for activities beginning at 8:00 am EST on Tuesday, 16 April 2024. Those interested in participating in the optional additional pre-briefing activities on Monday, 15 April 2024, please plan to be at AAS Headquarters (HQ) by 12:00 pm EST on Monday.
Departure: As noted in the itinerary, meetings will be scheduled up until 5:00 pm EST on Wednesday 17 April 2024. Please arrange your travel schedule so that you can participate in all meetings on Wednesday. This will likely mean that you should plan to depart no earlier than 6:15 pm from Union Station, 7:15 pm from Reagan National Airport (DCA), or 8:15 pm from the other two local airports (Dulles [IAD] and Baltimore-Washington Marshall [BWI]).
In order to keep expenses as low as possible, please try to arrange your travel such that you need no more than two nights in the hotel. If, due to airline schedules or any other reason, you need to have more than three hotel nights, please pre-clear that with AAS Policy staff before booking. We understand that especially those coming from the Pacific or Mountain time zones may require an extra hotel night. If added hotel costs are offset by lower fares, we may have greater flexibility to accommodate extended travel plans.
Transportation Reimbursement
All reimbursements are subject to the AAS Travel Policy & Guidelines, listed below.
In addition to transportation as described above, reasonable incidental expenses (e.g., food for meals not directly provided, Metro fare) will be reimbursed as well (again, see guidelines below). The AAS does not provide a per diem, but instead reimburses direct meal costs, and thus requires that you obtain and keep all receipts (itemized plus credit card receipt, where applicable).
Recommended Modes for Travel
Air: The Washington-area airports in order of convenience to the hotel and DC are: Reagan National (DCA), followed by Dulles (IAD), and finally Baltimore-Washington Marshall (BWI).
| Airport | Public Transit | Car |
| Reagan National Airport (DCA) | Metro+Walk (~30 minutes) | $15 - $30 Cab/Uber/Lyft |
| Washington-Dulles International Airport (IAD) | Shuttle and then Metro+Walk (One hour+) | $60 - $100 Cab/Uber/Lyft |
| Baltimore-Washington Thurgood Marshall International Airport (BWI) | MARC commuter rail, then Metro+Walk from Union Station (~1.5 hours) OR B30 bus, then Metro+Walk from Greenbelt (1.5 hours+) | $60 - $100 Cab/Uber/Lyft |
Bus/Train: Several Amtrak trains and bus lines stop at Union Station, which may be a good option for those of you located on the East Coast. Please be aware that AAS can not reimburse business class tickets.
Personal Car: If a portion of your travel requires you to drive a personal automobile, e.g. to the airport or to DC itself, then please be aware that AAS can only reimburse mileage traveled, tolls incurred, and parking. Mileage is reimbursed at a rate of $0.535/mile; gas purchases are not reimbursed. Please retain your receipts for tolls and parking.
In and Around Washington, DC: Once in DC itself, the Metro system is typically a reliable way to travel around the city. Please see the local map below for some of the important locations and the relevant Metro stations. If you do not already have one, then you will have to buy a SmarTrip farecard when you arrive at the Metro station. You should plan to load the card with around $20, which should be enough fare for the entire CVD; note that the card itself costs $2. Keep your receipt, because this expense can be reimbursed.
Accommodations
AAS will be booking the hotel directly. In order to solidify a room block, we need your travel details as soon as possible. Refer to your email for the link to the form for sharing this information. You will be staying in hotel in downtown Washington, DC.
AAS Travel Policy & Guidelines
Travel will be undertaken via the most economical means consistent with the mission to be accomplished. In general, this will mean:
- Lowest-cost airfares, utilizing, where possible, advance purchase discounts, lower cost routings, and the carrier of the lowest cost.
- Room service should be limited and only utilized only when absolutely necessary.
Travel expenses will be reimbursed for actual costs incurred while on travel. A Travel Expense Report will be filed within ten working days of completion of the travel. The report shall be accompanied by all receipts detailing:
- Hotel incidental expenses (e.g., internet access);
- Airfare and supplemental transportation (including taxi, train, personal car mileage, etc.) up to the amounts enumerated above;
- Single meal charges, except for those provided directly by AAS.
Original receipts must be submitted unless you are required to file the original receipts with your institution.
Please submit your expense forms with all documentation to to [email protected] or via mail to Kelly Clark, AAS CFO, 1667 K St, NW, Suite 800 Washington, DC 20006.