The AIM facility in Palo Alto is convenient from either San Francisco (SFO) or San Jose (SJC) airport. AIM occasionally holds workshops at other locations, so please contact Stephanie Moore at firstname.lastname@example.org if you are unsure which airport to use.
I have already purchased my domestic ticket and it exceeds $450. Will AIM pay the difference?
AIM will only pay more than the maximum if you have prior approval.
I have to travel somewhere else before and after AIM's workshop. What is AIM's policy for multi-city fares?
AIM will reimburse the equivalent of the cheapest advanced purchase round trip ticket from your home airport to AIM, but no more than the maximum for airfare.
When I was invited to the workshop I was based at a North American University but now I live/am visiting/employed in Germany. Will AIM pay for my overseas travel?
AIM will pay the equivalent of the cheapest advanced purchase round trip ticket from your original institution to AIM, and no more than the maximum for airfare.
I can't seem to find a ticket for less than AIM's maximum -- what should I do?
Contact Stephanie Moore at email@example.com.
I am flying from overseas and would like to arrive a day early so that I will not be jet lagged/would like to spend an extra day to visit San Francisco. Will AIM pay the hotel for the extra night?
AIM can pay for six nights of hotel stay. We can arrange for you to get the workshop rate of $115+tax/night for any extra nights.
I have been searching for tickets to the workshop, but I do not like the tickets that are under AIM's maximum. Is okay if I book a more expensive ticket that better fits my schedule?
Any participant that books a ticket over AIM's maximum (or that is not the cheapest available ticket) without prior approval from AIM will have to pay the difference between the cost of the ticket and AIM's maximum for airfare.
I have found a ticket on a non-U.S. carrier that is cheaper than the one for the U.S. carrier. Should I buy this ticket?
Due to NSF regulations, AIM can only reimburse flights booked on an American carrier, or, flights that are code shared with an American carrier.
What is a code shared flight?
Many international airlines have code-share agreements with American Carriers and one can find out which airlines via a simple Google search. Code share flights are acceptable as long as their flight numbers reflect an American carrier For example, you might fly Lufthansa, but the flight numbers on your itinerary or boarding pass might be UA 123.
Can AIM book my airfare?
AIM is not able to purchase tickets in advance for workshop participants.
Should a participant have funding issues, we recommend that they seek the assistance of their University or Institution. Reimbursement will be made to the University/Institution upon the attendance and completion of the workshop by the participant.
I can only attend the workshop for three days. Will my expenses still be reimbursed?
If you are only staying for part of the workshop, then AIM will only pay for your hotel and per diem. AIM does not pay for airfare unless a participant is participating in the entire workshop.
Mileage reimbursement is provided to local funded participants as well as funded participants who are located within a reasonable driving distance of AIM. However, if cheaper air travel is available, then AIM will reimburse the equivalent of a round trip air ticket, plus average shuttle expenses. For example, if traveling from Los Angeles AIM will reimburse the equivalent of a round trip air ticket plus average shuttle expenses, because that option is cheaper than the cost of mileage.
What is AIM's policy for ground transportation?
Mileage: 55 cents per mile, subject to certain limits.
Shuttles/Taxis: a maximum of $40 for each one way trip
Rental Cars: a maximum of $60 for all rental cars
Airport parking: at most seven days per workshop
Note that the combined total of all ground transportation costs associated with air travel cannot exceed $160.
No. A per diem of $30/day is provided for all funded participants.