INFORMATION SHEET FOR COLLOQUIA & SEMINAR COMMITTEES

**[Calendar]{.underline}** -- The list of standard reservations is
attached. Please schedule seminars on the standard day. Check with the
appropriate Committee Chairperson for clearance when another time slot
is requested.

**[Seminar Notices]{.underline}** -- Notices (attached) MUST be
completed and submitted to Barbara Moebes. Notices can also be sent via
e-mail to [moebes@bnl.gov]{.underline}. **PLEASE COMPLETE SEMINAR
NOTICES FULLY including housing arrangements, travel, etc. Citizens from
foreign countries are required to state their Visa status. Depending on
this status they may or may not be eligible to receive reimbursement of
any kind from a BNL account.**

**[Invitations]{.underline}** -- If a Committee Member would like to
invite a Speaker, first check with the Committee Chairperson before
extending an invitation so that there are no calendar conflicts.
(Chairperson should make calendar available to Committee for scheduled
seminars.)

**[Guest Information System]{.underline}** -- All foreign nationals are
required to complete the BNL Guest Registration form located on the BNL
Homepage, under Guest Registration, click on photo of BNL. This form
must be completed at least **15 days** in advance of visit (sensitive
countries require **30 days**). **Foreign nationals** must bring their
original passport (with I-94 attached) and applicable visa with any INS
documentation supporting the visa status and/or renewals, (e.g., form
I-20 for F-1 students or form IAP-66/DS2019 for J-1 visa holders) to BNL
upon their initial check-in and each time their visa status changes
thereafter. U.S. citizens must bring photo ID.

**[Main Gate Access Procedure]{.underline}** -- Employees who sponsor
visitors must complete the Visitor Notification Form located on the BNL
Homepage, click on Visitor/Event Notification, click on Main Gate
Access, click on Visitor Notification Form. You will need the following
information: the visitor\'s name, date of visit, approximate arrival
time, reason for visit and the name and extension of the sponsor.

**[Dinner Reimbursement]{.underline}** -- If the Speaker is taken to
dinner, we will reimburse a Committee Member for the Speaker\'s dinner
only. Submit an original receipt to Barbara Moebes (Room 1-41) as soon
as possible in order to receive reimbursement.

**[Travel Arrangements]{.underline}** -- Each Committee must stay within
its budget. All travel arrangements must be made by the Speaker and
accompanied by **ORIGINAL** receipts (be sure to inform Speaker of this
policy). BNL policy is to reimburse on coach class flights
*[only]{.underline}*. First class, Business Class, BSA or CHARTER
flights are NOT permitted and a U.S. carrier ***[MUST]{.underline}*** be
used. Please note the following guidelines:

Limousine service is urged rather than car rental, i.e.:

  ---------------------------------------------- ------------------------
  Classic -- 1 (800) 666-4949 or (631) 567-5100  Spartan -- (631)
                                                 928-5454

  Winston -- 1 (800) 424-7767 or (631) 924-1234  L.I. Limo -- (631)
                                                 234-8400

  Colonial Taxi -- 1 (800) 464-6900 or (631)     
  589-7878                                       
  ---------------------------------------------- ------------------------

> If a rental car is required, inform the Speaker of BNL policy
> ([Policy]{.underline}: mid-size car allowable and excessive charges
> will **not** be reimbursed, i.e. excessive charges are more than 3 day
> rental, Collision Damage Waiver Insurance or any other insurance).
>
> On-site housing should be reserved when available. Total reimbursement
> of Speaker should be kept to a reasonable limit. Three days travel
> time is the maximum given for per diem purposes. If a Speaker is
> invited for a longer period, the expenses are to be split
> appropriately between seminar account and group account. Speakers from
> Stony Brook *[cannot]{.underline}* receive reimbursement of any kind.

**[Travel Reimbursements]{.underline}** -- **ORIGINAL** receipts along
with the Travel Reimbursement Form should be returned to Barbara Moebes
in order to process reimbursement of expenses. (A form and return
envelope should be obtained from Barbara Moebes before the Speaker\'s
departure). Please inform the Speaker to allow 2-3 weeks for
reimbursement.