Procedure for travel, accommodation, visas and carer support for invited participants
Transportation
We will reimburse you for travel (within the limits and procedures spelled out below), but you make the actual reservations.
For airfares, please make your own travel arrangements. If you let us know your schedule, we may be able to advise or help with travel within Sydney. The Network will have provided you a schedule of maximum amounts we will reimburse, depending where you are traveling from. We reimburse the actual cost of an advance purchase, direct, economy-class ticket not these upper limits. If you find the limits inadequate to cover your actual cost, please let us know before making a purchase and we will discuss it.
At the meeting, we will show you how to complete the necessary paperwork and the University will reimburse you, usually within 4 weeks. A receipt that shows proof of payment will be needed. For tickets ordered online, the method of payment must be indicated on the receipt that shows the full flight itinerary. Air travel should be direct to Sydney. If you plan a stopover en route, please have your travel agent provide a written statement of the price for a direct, round-trip flight to Sydney.
Airport to accommodation: It is recommended that you take a taxi from the Airport to North Ryde. Please make sure you retain your receipt.
Accomodation
Usually invited participants will be accommodated in the Travelodge hotel, 81 Talavera Road, North Ryde and is located on campus at Macquarie University. Location is shown on the campus map (http://www.bgo.mq.edu.au/campus.htm ) at the right hand side of the map near M2 motorway. A block of rooms have been reserved in advance at a specially-negotiated rate. You will need to make the reservation by emailing Robyn Delves with your arrival and departure dates. Confirmation number will be advised when booking is finalised. You are responsible for charges beyond the negotiated rate, including those resulting from making reservations after the block has expired, from adding non-Network participants to your room, or from charging incidental fees to your bill. The hotel will direct room and breakfast charges to the Vegetation Network. Where the Network meeting is held out of Sydney, hotel recommendations will be given by the meeting leader and it will be the participants responsibility to book and pay for accommodation. This will be reimbursed after the meeting.
Visas
Non-Australians should appropriately apply for Business (Short Stay) visa (subclass 456) which allows the bona fide business person to visit Australia for up three months. Many countries are part of an agreement with Australia which enables you to apply for a Business Electronic Travel Authority (ETA). This application can usually be made online or at the time you purchase your air ticket. If your country is not on the ETA list, click on the site for application Form 456. All information on visas, charges, list of ETA countries and frequently asked questions can be obtained by visiting the website http://www.immi.gov.au/skilled/business/business-visit-visa-options.htm. The Vegetation Network will reimburse visa fees. If you have any concerns about your visa status or if you plan to stay in Australia longer than 3 months, the Immigration website should have your answers.
Please keep in your possession your letter of invitation from the Vegetation Network when requesting a visa, and at the point of entry into Australia. You may be asked to show this proof of the nature of your business in Australia. Here are answers to some questions they may ask at immigration: You will NOT receive any salary or stipend as a result of your visit to the Vegetation Network. This letter of invitation defines the reimbursement you will receive for your travel expenses. Your visit to the Vegetation Network is considered BUSINESS by the immigration authorities.
Carer Support Scheme
Background and Parameters
Research Network working groups require staying away from home for many participants, even for researchers based in the city where the meeting is, since working groups may call for long meeting days.
Some researchers are primary carers for small children or other dependents. We want to help them participate fully in working groups despite this responsibility, where possible.
Accordingly this scheme has been established. Principles of the scheme are:
- minimum funding A $100 and maximum A$1000 per invited participant per working group meeting
- brief application required that justifies the specific expenditure needed and explains how it will permit full participation in the working group
- expenditure to be against receipts
- assistance will be provided only where participant is primary carer of a dependent child, parent, sibling or spouse, and only for costs additional to ordinary care costs
- assistance can also be considered for Sydney based researchers, including staff of Macquarie University
Application
There is no form. Please send the following information to the network’s administrator, vegadmin@bio.mq.edu.au or Samantha Newton, Dept of Biological Sciences, Macquarie University, Sydney NSW 2109 Australia. You will be notified within two working weeks whether the request can be funded.
- Please summarize your usual care arrangements and why additional care costs are necessary for you to participate in the working group. Supporting written evidence may include a supporting statement from the applicants' supervisor, usual care provider or family doctor as to the level of care needed by the child/parent/sibling/spouse of the applicant.
- Please indicate briefly what you think your contribution may be towards research products from the working group (considered over a series of meetings and a couple of years, not just at the individual meeting).
- Please itemize the specific expenses you would seek reimbursement for (e.g. extra childcare, hours needed and rate per hour).
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