Frequently Asked Questions
- What guidelines/best practices do you have/recommend for travel?
- What expenses are allowable for meetings and travel?
- Do you have information on planning for meetings?
The Foundation asks that grantees, consultants and contractors follow the Travel Policy for RWJF Grantees and Service Providers.
Here are some tips from the RWJF Travel Office:
Know the agenda times of the meeting. If at all possible, ask for a copy of the agenda to make your travel planning easier.
Plan your itinerary. Determine the mode of transportation (air, rail, or car), cities of departure and destination. Know the amount of time it takes to get from your home or office to the airport or train station.
The Foundation recommends, and it has been our experience, that more economical fares can be achieved by making flight reservations at least 14 to 21 days prior to travel. If you are not restricted to use a travel agency by your host institution, the Foundation’s designated travel agency, Directravel DirectLink® online system (Directravel), should be used to book all air, rail, and car rental reservations related to Foundation grant business.
Once travel plans have been made, it is important to try to make as few changes as possible, to avoid penalty fees and higher ticket prices for changes to existing reservations.
Be sure to bring a copy of your travel itinerary with you. It also is helpful to bring a copy of earlier/later flight or train options so, if the need arises, you will know what other options are available. If at all possible, stick with your original travel plans to keep travel costs down.
If traveling to the Foundation: Grantees can take advantage of the Foundation's negotiated hotel rates when traveling to the Foundation in Princeton, N.J. Currently, the Foundation has negotiated rates with the Westin Princeton at (609) 452-7900 (ask for the RWJF/Directravel rate), Marriott Doral Forrestal hotel at (609) 452-7800 (ask for the RWJF rate), or the Holiday Inn Princeton at (609) 520-1200 (ask for the RWJF rate). RWJF also has a discount with Doubletree. You can call and ask for the RWJF rate or link to their website.
When traveling to and from the Foundation, grantees may utilize Foundation preferred vendors for their ground transportation. In the Princeton area, the Foundation currently uses AAA Taxi (800-481-8294) for transportation between Trenton and Princeton Junction station or the Princeton area. For airport transportation (Newark or Philadelphia) the Foundation uses Concorde Limo (888-426-6267). Be sure to advise the service supplier that you are looking to utilize the Foundation's negotiated rate. Grantees must pay the driver directly at the time of service.
The Foundation asks that grantees follow the Travel Policy for RWJF Grantees and Service Providers.
The following guidelines can be used for preparing your budget for travel. If you are able to identify specific destination and rates for airfare and lodging, please include actual amounts in your budget and budget narrative. Otherwise, please use the Foundation's travel cost formula of up to $975 for a one-day, one-night meeting where air travel is necessary. This figure includes airfare and baggage ($500), lodging ($225 per night), amount necessary for meals not supplied at meeting (up to $100 per day), and ground transportation ($150). For a two-night, two-day meeting where air travel is necessary, the up-to cost estimate is $1,300, which includes $225 for an additional night’s lodging and $100 per day for meals. For longer trips, add $225 for each additional night of lodging, and up to $100 per day for meals when necessary. We encourage you to budget less than the Foundation’s travel formulas when possible. For local travel, you should use the mileage reimbursement rate approved by your organization and provide justification as part of the budget narrative.
If you need to plan for a meeting, the Planning a Great Meeting guide will help. You will find:
- Five main steps of the meeting planning process.
- Meeting format and content tips.
- A meeting planning time line.
- A sample conference site inspection checklist.
- Sample slide templates.
- A glossary of meeting terms.
For suggestions on planning healthier menus at meetings, download our Guidelines to Healthy Eating at Seminars.