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 institution, the Foundation’s designated travel agency, FCM Travel Solutions ("FCM"), can be used to book all air, rail, and car rental reservations related to Foundation-supported 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 and service providers 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 and Marriott Princeton at Forrestal at (609) 452-7800. Be sure to advise the hotel that you would like to utilize the Foundation's negotiated rate.
For those traveling to and from the Foundation and area airports, a car service may be utilized. The Foundation has vetted and negotiated preferred rates with Concorde (New Jersey/Pennsylvania) and Business Class Limousine (New York City). Please advise the vendor that you will be using the Foundation’s negotiated rate.
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.