The WOS program provides travel assistance for foreign researchers (including current/potential grantees) to visit with AF/DoD members to present and discuss their research. AFRL members wishing to host a visitor should get Program Officer’s concurrence before making arrangements. After concurrence, hosts may coordinate visit details with traveler(s), and then complete Tabs 1 through 3 in the Excel package above, and forward to Program Officer. Please submit 6-12 weeks before planned departure to allow for processing, travel arrangements, and base clearances.
Notes: If an AFRL-originated visit, AFRL host should complete Section 1-2 (Tab 1) in above Excel file, and have traveler complete Tabs 2 and 3. As host, you may wish to help traveler complete Section 3-2 (accommodation) and Section 3-3 (other expenses), as you are more familiar with reimbursable government travel expenses. Travelers should not make any non-refundable arrangements until travel is formally authorized by an Authorizing Official. AFOSR cannot guarantee availability of funds and reimbursement until such official authorization.
General guidance to authorized travelers:
- WOS visits are typically funded through reimbursement of travel expenses using Invitational Travel Authorization. (However, use of grant funds is preferred if already funded through an AFOSR grant.)
- Flights should be procured from US airlines only (required by law)--e.g., United, American, Delta, US Airways, etc. If no such flights are available, contact the Program Officer before purchase for approval. (Websites like www.expedia.com can help you see what US airline options exist. The tail markings of aircraft are not important, only from which airline the ticket was purchased.)
- A flat daily allowance for meals is provided at US Government rate (added by Program Officer).
- Lodging is generally limited to US Government maximum rate (your host can help make arrangements). Your travel authorization is proof to hotel that you are on government business, if they offer such rate.
- Please submit receipts for air, hotel, rental car (if authorized), and any items over $75 soon after your return to expedite payment.
- You may schedule other personal or professional travel around your visit, at your own expense.
- Any questions or concerns? Just contact the Program Officer and/or our WOS administrator (from AFOSR's Tokyo office, who will contact you during processing of your travel authorization).
General guidance to hosts:
- Help make the most of the visit by advertising WOS presentations. These visits are great opportunities for other DoD members and nearby academics to meet with foreign scientists and discuss emerging research and potential collaborations.
- Please help foreign travelers coordinate their local arrangements as necessary, but do not make financial commitments on their behalf.
- A Program Officer will coordinate the visit request with base FDO and DoD agencies, but you are responsible for coordinating with your organization's security and disclosure office. Your unit is responsible for all aspects of security and foreign disclosure, including escort.
- Please provide an after-action summary to the Program Officer within a week of the visit--ideally, a single page describing the audience and labs visited, impressions of the presentation(s) and any direct or anticipated outcomes, and potential for future collaborations or funding opportunities. Also let us know if there were any issues, or how we can improve the process.
- AFRL feedback is useful in justifying funding levels for the program, so please take the time to let us know how the WOS program helps AFRL stay engaged. An occasional note from a TD Chief Scientist to AFOSR/ST and AFOSR/IO can be very useful in keeping the program healthy!