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 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 Recognition Event Registration." 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 51 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. For those who drive, overnight valet parking at the Hyatt Regency Crystal City is $25 per day with unlimited in and out privileges.
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 Tuesday through Friday. Lunch will be provided Tuesday, Wednesday, and Friday. Dinner will be provided Tuesday and Thursday. Upon returning home, awardees will need to submit the reimbursement form that they receive at check-in. At orientation on Tuesday, May 17, awardees will be shown how to complete the reimbursement form. Please keep all travel-related receipts and records of expenses.
Getting to the Hotel
Transportation From Ronald Reagan Washington National Airport
Regan National Airport is approximately 10 minutes (three miles) from Crystal City, VA, where the host hotel, Hyatt Regency Crystal City, is located.
Courtesy Shuttle
Courtesy shuttle service to and from the Reagan National Airport is provided by the Hyatt Regency. It is available from 5am to 12am. Pickup from the hotel runs every 20 minutes. Awardees and guests should call the hotel at 703-418-1234 for shuttle pick-up. These are blue vans with white lettering that say Hyatt Regency Crystal City.
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 $10 without tip. Please note that there are additional fees for large luggage and additional persons. Travel time is approximately 10 minutes.
Metrorail
To access the MetroRail Station from Terminal B and C, use either of two enclosed pedestrian bridges on the concourse level which connect directly to the station. From Terminal A: exit the terminal to the street side curb, and board any "Airport Shuttle" bus. At the stops of Parking Garages B and C (bus shelter #3 and bus shelter #5) you may access an enclosed bridge which connects to the MetroRail station. Take the Blue Line toward Largo Town Center or the Yellow Line toward Fort Totten to the Crystal City Station. Exit at Crystal City. Fare: $1.60 (off-peak hours), $1.95 (peak hours).
There is a courtesy shuttle service available to and from Metro Stations at both Crystal City and the Airport. Once you arrive at the Crystal City Metro Station, take the escalators up to the street. At the top of the escalators, turn left toward the brown Metro sign. The Hyatt shuttles stop at the corner (look for White\Red Shuttle sign) every 15 minutes. For pick-up at the Metro to the Hyatt Regency, you may call the hotel directly at 703-413-1234. If you choose to walk from the Metro Station to the hotel, the walking distance is approximately 10 minutes.
Transportation From Dulles International Airport
Dulles is approximately 40 minutes, 50 minutes with traffic (26 miles) from Crystal City.
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 Rosslyn station. Then take the Blue Line toward Franconia-Springfield to the Crystal City Station. Travel time is approximately 30 minutes. Fare: $2.15 (off-peak hours), $3.75 (peak hours).
Once you arrive at the Crystal City Metro Station, take the escalators up to the street. At the top of the escalators, turn left toward the brown Metro sign. The Hyatt shuttles stop at the corner (look for White\Red Shuttle sign) every 15 minutes. For pick-up at the Metro to the Hyatt Regency, you may call the hotel directly at 703-418-1234. If you choose to walk from the Metro Station to the hotel, the walking distance is approximately 10 minutes.
Transportation From Baltimore-Washington International Airport
BWI is approximately 60 minutes, 1 hour and 40 minutes in traffic (35 miles) from Crystal City.
Shuttle Bus
Major credit cards accepted on board. Service 24 hours a day, seven days a week. Cost: $48 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 $70 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 Gallery Place-Chinatown station. At Gallery Place switch to the Yellow line. Take the Yellow Line toward Huntington to the Crystal City station. Metro fare: $2.45 (off-peak hours), $2.65 (peak hours).
Once you arrive at the Crystal City Metro Station, take the escalators up to the street. At the top of the escalators, turn left toward the brown Metro sign. The Hyatt shuttles stop at the corner (look for White\Red Shuttle sign) every 15 minutes. For pick-up at the Metro to the Hyatt Regency, you may call the hotel directly at 703-418-1234. If you choose to walk from the Metro Station to the hotel, the walking distance is approximately 10 minutes
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.