Please plan to arrive at the Riverhouse on the Deschutes in Bend, OR on Sunday, June 24, 2018. All lodging arrangements have already been made. Check-in starts at 4pm PST. The workshop will start at 8am on Monday, June 25th and will conclude by 1pm on Friday, June 29th. 

Please start making your travel arrangements and reserve your travel by June 3rd. For those of you that are flying into Redmond, suggested arrival times into RDM airport are between 2pm – 9pm PDT on June 24th.  Suggested departure times from RDM airport are between 2:30pm – 8pm on June 29th. You will be reimbursed for your flight, ground transportation, train/bus or gas once the event has concluded. If you have any questions or want to confirm that the flight follows our policy, please send your sample itinerary to  Jeana Kamdar.

Please read the travel guide and policy below. Non-compliance with the following policy will result in no reimbursement of your expenses. If you have any questions, please contact Jeana Kamdar.
 

We look forward to seeing you!

Reimbursement Policy

• The traveler must pay for the flight, car, or ground transportation expenses and then seek reimbursement after the trip has concluded. Nothing can be reimbursed prior to departure.
• We will reimburse the traveler up to $1000 for roundtrip travel that includes ground transportation to/from origin airport, flight to/from Roberts Field, Redmond Municipal Airport, ground transportation to/from Redmond Municipal Airport, and local transportation (driving/train/bus) costs.
• If the origin city does not match the final destination city (travel does not follow A-B-A), the traveler will need to submit a quote that shows what the A-B-A airfare would be in addition to the actual flight airfare and the lesser of the two will be reimbursed. 
• If the traveler does not end up attending the Innovation Lab, they will NOT be reimbursed. 

All reimbursement requests must be submitted by JULY 13, 2018 by following these steps:

1. Complete Travel Reimbursement Form and email to Jeana Kamdar.
2. Print completed Reimbursement Form and put into Reimbursement Envelope (will be distributed at the Innovation Lab)
3. Include all original, itemized receipts (copies of receipts are not accepted) and printed digital receipts into Reimbursement Envelope.
   • Receipts must show: Date, Items Purchased and their individual costs, Total Cost, Method of Payment (Cash, Credit Card, Check).
4. Mail out completed Reimbursement Envelope by JULY 13th to: 

Flying to the Innovation Lab

• The traveler must pay for the flight and then seek reimbursement after the trip has concluded.
• Only flights in and out of Redhmond, OR (RDM) will be reimbursed.
• Only domestic American carrier flights will be reimbursed.
• The university will reimburse the cost of economy-class (coach), commercial airfare.
• The flight must be a round trip flight (multiple one-way flights will not get reimbursed without prior approval).  
• If you use a discount travel website such as Orbitz, Travelocity, Expedia, etc., do not purchase a packaged deal (flight + car). Your airfare receipt must include the traveler’s name, itinerary and method of payment.
• Do not purchase airfare for someone else and do not allow others to purchase airfare for you. Non-compliance will result in no reimbursement of your expenses.

Please book your flight by June 3rd. Once you book your flight please forward your itinerary to Jeana Kamdar.

Ground Transportation

• The traveler must pay for ground transportation to and from trip origin airport and then seek reimbursement after the trip has concluded.
• We will arrange the ground transportation to and from Redmond Municipal Airport depending upon your arrival and departure times.
  • If there is no shuttle reserved for you, you will be notified prior to the trip and you will be responsible for making the ground transportation arrangements yourself. In addition, the cost of the ground transportation will be included in the $1000 max reimbursement allowance.
• Obtain and keep the original receipt of the ground transportation
• If you share ground transportation expenses, only the one person whose name is on the receipts will be reimbursed.
• Rental car will NOT be reimbursed.
• Parking at the airport will NOT be reimbursed.

Please look out for further information regarding the arrival and departure prearranged shuttle service from Redmond Airport. If you require ADA assistance, please email Jeana Kamdar right away.

Driving/Train/Bus to the Innovation Lab

For driving directions to the conference center, please click here.

• The traveler must pay for the train/bus to Bend area and then seek reimbursement after the trip has concluded. If you need further transportation to Bend, please email Jeana Kamdar.
• Rental car will NOT be reimbursed. If you are local and do not have a personal car, please contact Jeana Kamdar.
• A personal motor vehicle directly to Redmond Municipal Airport may be used when it is the most appropriate transportation mode, such as for local trips. Use of a motor vehicle may not be used for long trips that result in a higher total cost to Riverhouse on the Deschutes than round trip economy-class airfare.
• Personal Vehicle Mileage Limit = $0.54 Per Mile (The per mile rate considers the cost of gas and ancillary operating expenses (oil, repair, insurance, DMV registration fees, etc.))
• When claiming a reimbursement for use of a personal vehicle, the expense report must clearly identify all of the following:
  • Address of the trip’s origin
  • Address of the destination
  • Number of miles traveled per excursion (Drivers can use either the vehicle’s odometer (preferred) or an on-line mapping site (e.g. Mapquest, Googlemaps, etc.) to calculate mileage.)

If you are local and are planning on driving a private car or taking a bus/train into Bend area, please email Jeana Kamdar with your travel plans by June 3rd.