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All Hands Meeting 2016

Travel and Accommodations

Official hotel for the All-Hands Meeting:
Sheraton La Jolla
3299 Holiday Court, La Jolla, CA 92037
Note: Reservations will be made for you based on the dates you select during registration. 
If you have any questions, please contact Kate Shanks at kshanks@ucsd.edu

If you are traveling from out of town, please note the following information:

  • In order to be reimbursed for your airfare, you MUST fly on an American carrier, economy class.
  • If you plan to attend the Fellows Retreat, plan to arrive at UCSD before 3:00 pm on Jan. 21, and depart on Sunday, Jan. 24. TDLC will reimburse you for the nights of Jan. 21-23.
  • Hotel rooms are reserved and prepaid at the La Jolla Sheraton based on the nights you select in your registration.
  • Trainees are expected to share rooms. PIs and Advisory Board members will have their own accommodations. After you register, Kate Shanks will contact trainees to coordinate room sharing.

International Travelers
UCSD travel policy dictates that you must obtain an I-94 form from local customs before traveling to San Diego and must leave this form with TDLC staff before you depart.

Ground Transportation
You will be reimbursed up to $100 for ground transportation to and from your local airport and to and from the San Diego airport, for a maximum ground transportation allowance of $200. Rental cars will only be reimbursed in lieu of ground transportation and only up to $100 per city. Gasoline charges will not be reimbursed. Taxi charges should not exceed $50 each way between the airport and hotel. We encourage you to share cabs with other attendees to save money. There are also local shuttle services (for example Super Shuttle, that are available).
We will provide a complimentary shuttle between the hotel and the meeting venue.

Parking will not be reimbursed. If you plan to park on campus, you will need to obtain a UCSD parking pass for the weekdays, $16 daily, available at each kiosk in the Hopkins Parking Structure. Parking is free on weekends. Please note we will not reimburse for parking citations or parking fees at the hotel.

Meals will be provided at the All Hands Meeting. You will only be reimbursed for the following meals:

  1. Thursday: Total of $35 for breakfast and lunch depending on your departure time, and up to $64 for the day for non-trainees (trainees are expected to attend the trainee dinner).  TDLC will also cover travel, meal, and  lodging expenses for Trainees on the night of Wednesday, January 20, 2016 so they can attend the Fellows Retreat on Thursday, January 21, 2016.
  2. Sunday: Total of $35 for breakfast and lunch, depending on the time of your travel. 
  3. Alcohol will not be reimbursed.


TDLC All Hands 2016 Travel Expense Reimbursement Request Form

To download the TDLC All Hands 2016 Travel Expense Reimbursement Request Form, please click here
In order to receive a reimbursement, you must submit your original ITEMIZED receipts for every purchase - credit card receipts will not be accepted.

Other Items
Other miscellaneous items not listed here will be reimbursed at the discretion of the TDLC Executive Committee. Exceptions to the above policy must be requested BEFORE the meeting begins.

For questions, comments, or concerns please contact Kate Shanks at (858) 822-2902 or kshanks@ucsd.edu