Submitting a Travel Support Request to OCB
The OCB Program has limited funds to support U.S. participation in workshops and meetings that advance the programmatic mission of OCB, help train the next generation of OCB scientists, and strengthen ties to our partner programs (e.g., IMBER, SOLAS, IOCCP, US CLIVAR, GEOTRACES, etc.) communities. Given these very limited resources, we prioritize participation in workshops and meetings that will result in a tangible product or outcome to promote OCB scientific implementation and community building. OCB does not consider travel support requests from individuals wishing to attend scientific meetings. Instead, meeting organizers may submit bulk travel support requests for US-based scientists to attend OCB-relevant meetings. The Project Office maintains a continually updated list of OCB-relevant national and international scientific meetings, and we encourage the OCB community to seek support directly from federal agencies via the proposal submission process for participation in these meetings.
The OCB SSC will review travel support requests three times a year (corresponding deadlines for submitting requests in parentheses): Winter/Spring (March 1), Summer (June 1), and Fall (November 1). A travel support request should be ~1-3 pages and include the following information:
- Description of the meeting and its scientific and programmatic relevance to OCB – i.e. why should OCB support this?
- Description of who will receive the travel support and why – note that support of early career scientists is a high priority, but not a requirement for submitting a travel support request
- Budget and justification – travel support requests are typically in the $5-10K range (please include information regarding additional sources of support if appropriate)
Since OCB is a U.S.-funded program, our priority is to support U.S.-based scientists . Proposals should be sent directly to the OCB Project Office.
OCB Travel Reimbursement Guidelines
Important note regarding air travel: If you are receiving travel support from the OCB office and wish to use our travel agent, please contact Mary Zawoysky to arrange this. If you wish to book your own flight and be reimbursed after your trip, it is very important that you use a U.S. flag carrier because of the Fly America Act. Otherwise, we cannot reimburse your flight. There are a few cases in which you can use a non-US flag carrier when traveling internationally because of the Open Skies Agreement, but it is imperative that you check with Mary Zawoysky before you make your reservations. Also, see notes below about passenger receipt.
If you will be driving to an OCB-sponsored meeting, any trip over 250 miles one way is covered at a maximum level of the least expensive economy airfare. If driving, we recommend that you check with us prior to the meeting to get an estimate of reimbursable mileage.
Please attach all original receipts of $75 and over for any other expenses such as car rental, taxi fare, etc. We don’t require receipts for items under $75 such as tips for hotel cleaning staff, skycaps, etc. The air passenger receipt is very important along with baggage receipts, even if less than $75 (the one exception to the previous rule), or anything related to airfare. Without the air passenger receipt, our travel reimbursement department will not pay for anything on the expense voucher. If you have an electronic ticket, we still need an air passenger receipt from travel agency or a receipt from the airline that shows how you paid for the ticket. If you have questions, contact Mary Zawoysky at 508-289-2310 or by email.
Mail travel expense voucher with original receipts to:
Woods Hole Oceanographic Institution, MS 51
266 Woods Hole Rd.
Woods Hole, MA 02543