When: May 31 - June 2, 2016 (plan for 1 travel day on either side)
Where: Puerto Rico!
Wyndham Grand Rio Mar Beach Resort. We have reserved rooms for all registered attendees for May 30 - June 3 (1 attendee per room). Transportation to the hotel: We are in the process of exploring travel options from the airport to the hotel. We will update you as soon as possible.
Want to stay before or after? We have secured reduced rates for those that would like to arrive before or stay after the symposium. The rate is $149 per night plus taxes and fees, and is valid for May 27-29 and June 3-5. You must call the Wyndham and book this separately; mention that you are part of the Moore Foundation group to receive the discounted rate. Phone: +1-800-474-6627.
Please book your flights as soon as possible, and provide your flight details on this spreadsheet by April 20. Plan to arrive no later than Monday evening (May 30) and depart no earlier than Friday morning (June 3). You should purchase the lowest reasonably available economy airfare with a major commercial carrier. We will reimburse you for your flights after the event. If you need reimbursement before then, please let us know.
You will be required to fill out an expense form after the event. Please submit the following three forms:
- Moore Early Career Expense Form (xlsx) or Google Doc version
- W-9 Tax form (PDF)
- Either CA-590 form (PDF) for California residents OR a CA-587 form (PDF) for non-California residents.
Below is a description of what expenses will be covered and how.
Note: Receipts required for all expenses over $75
Flight: GBMF will cover flight expenses (see booking information above). You need to submit a receipt for reimbursement.
Hotel: GBMF will cover costs for your hotel room for May 30 check-in - June 3 check-out (minus incidentals). Additional nights are available at a reduced rate; you will be responsible for any additional nights.
Food: GBMF will be providing meals during the symposium, plus a meal stipend for your two travel days ($50 max per day). Receipts are not necessary for food costs.
Other expenses: GBMF will cover all other reasonable expenses, including ground transportation, incidentals, baggage fees etc. Receipts will be required for all expenses greater than $75.
Family care: GBMF is pleased to offer family care support of up to $75 per day ($375 maximum) to attendees. The intention of these funds is to cover additional care for family members outside of regularly scheduled work hours and for the time required for travel to the workshop (e.g. evening or extended day care). You will not be required to provide receipts or otherwise substantiate the actual amount of costs that you incur. You should consult your tax advisor to determine the appropriate tax treatment of any payments received.
International Researchers
The responsibility for determining the ability of the participant to attend ultimately rests with the traveler. Please do any needed due diligence with your relevant travel/visa office. More information from US Customs and Border Protection.
From what we know, there is no immigration control when traveling to/from Puerto Rico as departure/arrival is like any airport in the US: a TSA identification check and security screening. (There is also an agriculture check of bags prior to check-in, similar to when departing Hawaii — no ID needed for this.) That said, the San Juan Luis Muñoz Airport states:
Aliens traveling to Puerto Rico are required to have a valid passport and an appropriate US visa (if required).
Health Concerns for Travel Puerto Rico
Again, the traveler is responsible for determining health risks with any travel. See the information page on Zika for more information.