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PIT-UN Designees

Travel Information

Please read the following travel-related information, including hotel reservation, and airfare, meal, and ground transportation reimbursement, in its entirety.

Hotel

You will receive your hotel confirmation via the email you provided during registration. Designees qualify for a complimentary three-night accommodation at Staypineapple from Thursday, Oct. 27 (check-in) through Sunday, Oct. 30 (checkout).  

Airfare

New America will reimburse you for the cost of a roundtrip flight.

Terms and Conditions: All flights, up to the lowest-available, most direct, coach class fare (standard economy). Up to the lowest available business class fare for international flights (arrives in a different country than that from which it departed) of more than five hours actual flight time, including domestic connecting flights. Baggage fees, which include oversize/overweight bags if the oversize/overweight bags contain NVF equipment/supplies/materials.

Reimbursement Information

  • The deadline for reimbursement is Nov. 30, 2022, through the Submittable platform at https://pitcases.submittable.com/submit
  • You will need to create a free account on the Submittable platform, to submit your request and receipts.
    • Why do you need to use Submittable, well because email isn’t a secure way to transfer W-8/W-9 forms and the Electronic Fund Transfer forms NVF requires,
    • AND only NVF has access to those files within the Submittable system. 

Designee NVF Travel Reimbursement Guidance

Transportation to and from New York

Individuals are requested to purchase the lowest available fare at a reasonable travel time. We do not intend to make all people fly red-eyes when flying from one coast to the opposite coast.

For more guidance please see the information on the Designee Travel page 

Transportation to and from an airport

The cost of the transportation to and from a point of origin of travel falls within the travel expense policy. We expect a reasonable expense and is the project’s discretion if they want to cover this portion.

Designee Travel Reimbursement Requirements

New America will reimburse you according to the guidelines on the Designee Travel page

Terms and Conditions: All flights, up to the lowest-available, most direct, coach class fare (standard economy). Up to the lowest available business class fare for international flights (arrives in a different country than that from which it departed) of more than five hours actual flight time, including domestic connecting flights. Baggage fees, which include oversize/overweight bags if the oversize/overweight bags contain NVF equipment/supplies/materials.

Extending A Stay in Regards to Transportation

We are expecting that ticket costs from origination to convening and back to origination should cost the same or lower. PIT-UN can essentially reimburse what the cost would be to travel on an intended day. When reconciling this expense, you will need to submit screenshot information showing the cost on departure day was similar to or less than the actual end date of the convening.

Individuals are requested to purchase the lowest available fare at a reasonable travel time. We do not intend to make all people fly red-eyes when flying from one coast to the opposite coast.

The cost of the transportation to and from a point of origin of travel falls within the travel expense policy. We expect a reasonable expense and is the project’s discretion if they want to cover this portion.

We are expecting that ticket costs from origination to convening and back to origination should cost the same or lower. PIT-UN can essentially reimburse what the cost would be to travel on an intended day. When reconciling this expense, you will need to submit screenshot information showing the cost on departure day was similar to or less than the actual end date of the convening.

Ground Transportation

New America/New Venture Fund will reimburse you for transportation to/from New York City to attend the Convening during the duration of your stay. Event organizers will provide roundtrip ferry transportation from Manhattan to Staten Island and a shuttle bus from the ferry terminal to Snug Harbor Cultural Center and Botanical Garden on day 2.

Terms and Conditions:

Taxis/UBER/LYFT: Taxis or ride-sharing services, such as Uber or Lyft. If using a ride-sharing service, Designee should use the economy option(s). Premium ride-sharing options or town cars may be used only if they are for valid business purposes, and are cost-efficient and appropriate, or if taxis or economy ride-sharing services present legitimate timing, safety and/or space concerns.

Rental Cars: Rental car fees. Generally, NVF will only reimburse for up to a mid-size car, unless the number of passengers or the road conditions require otherwise. NVF’s liability insurance will not cover any accidents that might occur when a Designee rents a car for an NVF-related business trip. Therefore, a Designee should determine whether or not to purchase additional insurance coverage at the time of rental, depending on the provisions of their personal auto policy coverage. NVF will not reimburse Designee for such insurance.

Personal vehicle: Use in the U.S. of a Designee’s personal vehicle on a per-mile basis at the rates established by the U.S. Internal Revenue Service for the time of travel. In lieu of a receipt, please submit a map showing the route and the total mileage from Google Maps or a similar service. NVF will also reimburse tolls and parking fees that are accompanied by a receipt (when available). NVF does not allow its card to be used for nor will it reimburse contractors for gas, parking, and traffic fines. 

Train: Lowest available business class ticket for travel by inter-city train.

Meals and incidentals

You are entitled to reimbursement for meals not provided on-site at Convening.

Terms and Conditions: You can receive up to US $100 per day for an individual’s meals and onsite transportation costs (any daily combination of meals, snacks, beverages, tax, and tips) during the Convening.

This is a maximum amount, not an allowance. Tips may not exceed 20 percent for meals. Receipts are required to claim meals.

Questions?

Email convening@pitcases.org with questions.