GUIDELINES FOR SUPPORT CAROLINE HERSCHEL VISITORS TO STScI

Please fill out the following form so we can begin the paperwork - Form B

This document is intended for helping the Caroline Herschel visitors to plan their visit. We ask your cooperation in adhering to the following guidelines.

Scientists invited to STScI under the auspices of the Caroline Herschel Programs are eligible to receive the following support:

In addition, the Science Division will support the visit through allocations of office space, computer accounts, etc. Your Science Division contact for all such logistic support is the Visitor Coordinator (Samantha Franklin, Room S413A, x4970, franklin@stsci.edu). For policy questions, contact the Caroline Herschel Chair (presently Antonella Nota nota@stsci.edu).

General Policies

Caroline Herschel visitors will be supported by the Caroline Herschel budget (P0005.05.05.03 GL#0554-039).

TRAVEL

The Caroline Herschel visitor will be reimbursed for one round trip between the visitor's home institution and STScI. All travel must be arranged through the STScI Travel Office. Approvals from GSFC are generally required, and a lead time of 4 weeks (for domestic travel) to 8 weeks (for foreign travel) to start the process is therefore necessary.

For the travel to and from STScI, U.S. flag carriers must be used. The WorldTravel agent will make sure that all regulations are followed. It should of course be noted that in many cases a non-U.S. citizen must hold a valid visa to enter the country.

LODGING AND SUBSISTENCE EXPENSES

These expenses may not exceed a ceiling of $116.00 per day. This does not mean that the visitor will be paid a per diem of $116.00 per day. Only documented costs of the hotel and miscellaneous expenses can be reimbursed. STScI will not pay for telephone calls made from visitors' hotel rooms. Visitors lodging with STScI employees in their private homes will not be reimbursed for any rent they pay to the STScI employee. Car rental is covered.

All original receipts for items in excess of $25 must be provided. Expenses for alcoholic beverages are not covered and must be subtracted before listing the amount to be re-imbursed. Meals will be reimbursed on a Per Diem basis - $59 per day ($44.25 for each travel day).

HEALTH INSURANCE

STScI does not provide health insurance for Caroline Herschel visitors.

LOGISTICS

Caroline Herschel visitors will be contacted by the Caroline Herschel Chair who will establish lenght of visit and define approximate dates. The Caroline Herschel visitor must complete web-based information forms available through the Science Division web site in order to specify travel times and accommodation needs. This information will be automatically transmitted to the Visitor Coordinator and to the travel office and must be done 4 weeks in advance of the visit for domestic travel and 8 weeks in advance for foreign travel.

ACCOMMODATIONS

Hotel/apartment accommodations should be requested through the Visitor Coordinator by giving the specifics on the Visitor Information Form. The coordinator will then forward the request to the STScI Travel Office. If the hotel arrangements are made through the coordinator, (s)he will have the hotel bill the Institute directly. Please remember to inform the coordinator of any changes or cancellations. Since the Caroline Herschel visits will typically be of periods of ~1 month the recommended accomdation is the Broadview.

INFORMATION/OFFICE SPACE

Upon arrival the visitor should check in with the Visitor Coordinator. At this point the visitor will be given a visitor information packet.

The Science Division will provide secretarial support to Caroline Herschel visitors.

MAILBOX AND ACCESS CARDS

There will be a Caroline Herschel Visitors mailbox located in the Science Division mailroom (room 425). Unless you request that mail be sent elsewhere, all visitor mail will be sent to Science Division. White access cards can be provided to visitors(this allows access to parking and the main building, Muller, in the evening and weekends.

COMPUTER ACCOUNTS

The visitor will be provided with a computer account. Unless prior arrangements have been made, the visitor's password will expire at the end of the visit and all disk space used by the visitor will be erased one month after the completion of the visit.

REIMBURSEMENT

The Caroline Herschel visitor must complete an STScI travel expense report (included in the visitor information packet) and give/send it to the Visitor Coordinator with the original receipts and travel tickets. These documents should reach the Visitor Coordinator no later than 10 days after the visit is completed. Please note that it typically takes two weeks to print the check from the time the visitor gives all completed forms to the Visitor Coordinator. If expense reports are not received in the same fiscal year (October 1 through September 30) that the visit took place, we cannot guarantee reimbursement.

REPORTS

For visits involving foreign travel, a brief report must be submitted at the end of the visit.

PUBLICATIONS

When publishing work to which the visit will have contributed, or for which any STScI resources have been used, due acknowledgment should be given to STScI. We also ask you to send copies of such papers to the Visitor Coordinator.

(Last revision: July 28, 2008)