SatoTravel is the National Science Foundation's official government travel management contractor for the Presidential Awards recognition program. SatoTravel will make all round-trip airline or rail reservations for the awardee and a guest.
All official government travel arrangements for the awardee and one guest must be made through SatoTravel. Tickets purchased from travel agencies other than SatoTravel will not be reimbursed. If an awardee is placed on an airline with which he or she has frequent flyer benefits and wishes for an upgrade, the awardee must arrange the upgrade directly with the airline.
SatoTravel will be glad to make travel arrangements for any additional attendees, other than the awardee's guest, at the awardee's expense.
All tickets will be issued as electronic tickets (e-tickets), unless unavailable through the airline. Tickets on airlines that do not have a provision for issuing e-tickets will be issued in paper form and express-mailed to the traveler's home address three business days in advance of the intended travel date. SatoTravel will send an e-mail confirmation notice regarding whether your ticket has been issued as a paper ticket or as an e-ticket.
To make your airline or rail reservations, contact SatoTravel at (800) 889-1201 or e-mail them at NSFVIP@CWTSatotravel.com. SatoTravel is open from 8 a.m. to 8 p.m. Eastern Standard Time. In your e-mail message, be sure to include your preferred travel schedule, including departure airport; outbound date and time; return date and time; your alternate travel schedule, if necessary; and the first and last name of your guest. The subject line of your e-mail message should read "PAEMST." When you call/e-mail SatoTravel, please give them the Travel Authorization Number (TX#####) provided to you via e-mail.
Please visit the Transportation Security Administration Website for new travel rules and regulations at www.tsa.gov.
Driving to Washington, DC
Awardees who choose to drive to Washington, DC, should inform ICF Macro at (800) 209-6327, option 1, as soon as possible. Mileage for the use of personal vehicles to travel to Washington, DC, from home and back is reimbursable at the rate of 50.5 cents per mile, not exceeding the price of the government air ticket. Tolls and parking costs are also reimbursable when accompanied by receipts. The cost of round-trip travel, including mileage, tolls, and parking, cannot exceed the cost of a round-trip coach airline ticket at the government rate. Expenses such as lodging and food that are incurred during transport will not be reimbursed. Overnight valet parking at the Willard InterContinental Hotel is $35 per day with unlimited in and out privileges. ICF Macro will provide those who drive with a travel expense reimbursement form upon check-in at the registration desk.
Other Expenses
All awardees will be reimbursed for travel-related expenses, which include ground transportation for round-trip travel to and from Washington, DC, and meals not included in the program schedule. Breakfast will be provided each morning, and receptions or dinners are scheduled for each evening except for Thursday evening (January 7, 2010). Lunch will be provided Monday through Thursday. Upon returning home, awardees will need to submit the reimbursement form that they receive at check-in. At orientation on Monday, January 4, awardees will be shown how to complete the reimbursement form. Please keep all travel-related receipts and records of expenses.
Getting to the Hotel
The hotel is accessible from Washington, DC, regional airports by Metrorail, SuperShuttle, or taxi.
The nearest Metrorail station is Metro Center located on the Red, Blue, and Orange Lines. Exit Metro Center at the 12th and G Street exit and turn right. Walk two blocks and turn left onto 14th Street. Walk two more blocks and turn right onto Pennsylvania Avenue. The hotel will be on your right.
The SuperShuttle airport service is available from all airports and can be accessed by following the signs for ground transportation to the outside lower level of each airport. Wheelchair-accessible vehicles are available upon request.
Transportation From Ronald Reagan Washington National Airport
Regan National Airport is approximately 20 minutes (five miles) from downtown Washington, DC.
Shuttle Bus
Major credit cards accepted on board. Service 24 hours a day, seven days a week. Cost: $14 per person, $10 for each additional person. Upon arrival, proceed to the outside curb and contact the SuperShuttle representative. After hours, call (800) 258-3826 and press "1" for dispatch or "2" for reservations, which will transfer you to dispatch.
Taxi
The taxi stand is located outside the baggage claims area. Cost of travel will be approximately $12 without tip. Please note that there are additional fees for large luggage and additional persons. Travel time is approximately 10 minutes.
Metrorail
Covered walkways to the Metrorail station are on the concourse (middle) level of the new terminal. Take the Blue Line toward Largo Town Center to the Metro Center station. Exit at Metro Center and follow the walking directions described above to the hotel. The hotel is located a half mile from Metro Center. Fare: $1.35 (off-peak hours), $2.00 (peak hours).
Transportation From Dulles International Airport
Dulles is approximately 40 minutes (26 miles) from downtown Washington, DC.
Shuttle Bus
Major credit cards accepted on board. Service 24 hours a day, seven days a week. Cost: $29 per person, $10 for each additional person. Upon arrival, proceed to the outside curb and contact the SuperShuttle representative. After hours, call (800) 258-3826 and press "1" for dispatch or "2" for reservations, which will transfer you to dispatch.
Taxi
The taxi stand is located outside the baggage claims area. Cost of travel will be approximately $55 without tip. Please note that there are additional fees for large luggage and additional persons. Travel time is approximately 40 minutes.
Metrorail
The Washington Flyer Coach Service takes visitors to the West Falls Church (Orange Line) Metrorail station. This service runs every 30 minutes from 5:30 a.m. to 10:15 p.m. on weekdays and 8 a.m. to 10:15 p.m. on weekends. Fare: $10 one way, $18 round trip. Tickets can be purchased at the Ground Transportation Centers located on the lower level in the main terminal. For more information, call (888) WASHFLY. Take the Orange Line toward New Carrollton to the Metro Center station. Follow the walking directions described above to the hotel. Travel time is approximately 50 minutes. Fare: $1.85 (off-peak hours), $3.20 (peak hours).
Transportation From Baltimore-Washington International Airport
BWI is approximately 60 minutes (32 miles) from downtown Washington, DC.
Shuttle Bus
Major credit cards accepted on board. Service 24 hours a day, seven days a week. Cost: $37 per person, $12 for each additional person. Go to the lower level and follow the signs to the Ground Transportation desk located between carousels 6 and 7. Advise the Guest Service Representative at the desk of your destination. Service runs from 9 a.m. - 2 a.m.
Taxi
The taxi stand is located outside the baggage claims area. Cost of travel will be approximately $65 without tip. Please note that there are additional fees for large luggage and additional persons. Travel time is approximately 60 minutes.
Metrorail
On weekdays, a MARC train takes visitors from BWI to Union Station for $6, one way. The MARC train operates on weekdays from 5 a.m. to 12 a.m. Tickets for the MARC train can be purchased at the BWI Rail Station. From Union Station (Metrorail), take the Red Line toward Shady Grove to the Metro Center station. Metro fare: $1.35 (off-peak hours), $1.65 (peak hours). On weekends, Amtrak is the only rail transportation between BWI and Washington, DC (Union Station). A ticket must be purchased through Amtrak at the station. The approximate cost is $20 - $35.