1. The Travel Request Form must be submitted 2 weeks or 14 days in advance of travel.
2. Contents of the Travel Request Form and the information in items 3 and 4 below should also be sent as an email to beebe@gonzaga.edu (James Beebe), tpd_home@surfbest.net (Theresa Power-Drutis), and ymccabe@postino.up.ac.za (Sylvia Wessels).
3. In addition to the information requested on the Travel Request Form, please email the following information as a separate message to ALL of the addresses above:

General Travel Information

1. Tickets will be arranged by the Gonzaga University travel agent Carlson Travel.
2. All travel must be on tickets issued by American "flag carriers" To South Africa this means either Delta Airlines (with transatlantic flight on South African Airlines) or Northwest Airlines (with flight on KLM). The decision on whether to use Delta or Northwest will be based on lowest cost unless there is a project-related rationale. The project CANNOT cover the costs of transatlantic flight except on American "flag carriers." 
3. All travel will be on the least expensive ticket available. This means use of economy class and discounted tickets. Any change will require payment of an additional fee. Once dates and itineraries have been requested it is difficult and expensive to make changes. 
4. It is possible to request to break the trip either from or to South Africa with an overnight stop over (in Atlanta or New York City on Delta or in Amsterdam on Northwest). The project will provide Per Diem to cover the costs of the stop over. Travelers can request to break their trip for more than one night at their own expense, including additional costs for International Health Travel Insurance.

Trip Preparation

The project will provide each traveler a one time payment of $150 to cover miscellaneous expenses related to international travel such as passport processing, visas, etc. Receipts will not be required. Travelers making more than one trip with project funding will receive the $150 only for the first trip. Visas for South Africa are required for "academic visits." The American Embassy in Pretoria has requested additional information from the South African Government on this requirement. This changes from time to time and all travelers are encouraged to check with the South African embassy in Washington DC http://usaembassy.southafrica.net/ (202) 232-4400. South Africa requires a Yellow Fever vaccination for travelers arriving in South Africa from countries that have Yellow Fever. If you arrive in South Africa from Uganda, Tanzania, and other African countries you will be vaccinated at the airport if you do not have a Yellow Card with proof that you have had the vaccination within the last 10 years. Vaccinations are available in Spokane from the Spokane Regional Health District.

International Health Travel Insurance

All travelers must have International Health Travel Insurance. However, the project does not directly cover the cost for U.S. travelers. The M&IE portion of the Per Diem can be used to pay for the required insurance. Medical Information for Americans Traveling Abroad online at http://travel.state.gov/medical.html provides information on companies providing insurance. I have selected to use Gateway. Their web site is http://www.aaoinsurance.com/gtwyhigh.asp . The cost for the insurance is between $4.00 and $5.00 per day depending on the plan.

Per Diem

Any project expenses covered by the grant from the U.S. State Department are governed by U.S. State Department regulations and by the specific terms of the grant. These regulations are in some cases different from the regulations of USAID or the universities involved. There are maximum rates for Per Diem.

1. Per Diem is divided between "lodging" and "M&IE"
2. Lodging always requires receipts. U.S. Travelers are encouraged to charge lodging to their personal credit card and to request reimbursement upon return to the United States. For trips of four weeks or more, travelers can request an advance of 80% of their Per Diem. Requests must be made in writing 45 days before departure. 
3. M&IE will be reimbursed to travelers based on the published flat rate. 
4. Travelers will be paid M&IE for travel time based on the Pretoria rate (except for the time covered by an over night break). Travel time begins upon departure from home airport. Transportation to and from the home airport will be reimbursed based on receipts. 
5. M&IE for less than 24 hours will be prorated based on quarters, with four hours or more considered a quarter.

Per Diem Rates

The grant originally established a rate for Pretoria of  $50 for lodging, $38 for M&IE, for a total of $88. The U.S. State Department published rate for Pretoria at that time was $113 and the project rate CANNOT exceed the U.S. published rate.  As a results of the changes in exchange rate, with the South African Rand improving significantly against the US dollar and reflecting significant increases in the costs of lodging in Pretoria South Africa, on April 1, 2004 the US State Department increased the Pretoria rates to $148 for lodging, $75 for Meals and Incidental Expenses (M&IE) for a total of $223.  Effective May 7, 2004 the project per diem rate increased to $90 for lodging, $58 for M&IE, for a total of $148.  As before, receipts are required for lodging. The project is currently using the maximum M&IE rate for Spokane.

(Note the M&IE includes funds for required International Health Insurance.)
This rate is subject to revision based on changes in the exchange rate and costs in Pretoria.

Other
Atlanta GA, Lodging $93, M&IE $38, Total $131

Maximum rate established by Grant for other cities CAN NOT exceed $150
New York, NY Lodging $108, M&IE $42, Total $150

Amsterdam Lodging $90, M&IE $60, Total $150

Graduate Assistant rates are based on estimated costs for International students at the respective universities and are significantly lower than the maximum rates.

Lodging Options in Pretoria

Most travelers will probably want to start by staying in the Courtyard Suite Hotel, Arcadia, Pretoria. More information about the hotel is available at their web site http://www.citylodge.co.za/cy1.htm

The Courtyard can arrange transportation to and from the airport, taxi transportation in Pretoria, excursions to tourist destinations, provides an excellent breakfast (not included in the cost of the room), has an open bar every afternoon at 5:30 pm, provides washers and dryers for guest use at a small charge, and is within walking distance of the University of Pretoria and the Hatfield shopping area. Reservations are requested by the University of Pretoria in order to get the University rate, a rate that is about 25% less than even the rate negotiated by the U.S. Embassy in Pretoria. As soon as you have your flight information, email your arrival information to Yolanda McCabe at ymccabe@postino.up.ac.za. Ms. McCabe will make your reservations and send you a confirmation email. Other options for lodging include flats on the campus and Bed and Breakfast hotels.

Arrival in Johannesburg and Transportation from the Airport to Pretoria

When reservations are requested, the Courtyard Hotel will arrange a pickup at the airport. Look for someone holding a sign with your name on it outside of international arrivals. If no one is there, call the hotel at 012 342 4940. The hotel charges Rand 260 if you are the only passenger and Rand 130 if there is more than one passenger.

Mobile Phone

One mobile phone will be available for use while in South Africa. If more than one participant is in South Africa at a time the phone will have to be shared. Charges will be the responsibility of the traveler but incoming will be free. Some US phone calling cards can be used in South Africa. Check for local access number before leaving the States.

Office, Computer Use, and University of Pretoria Facilities

The School of Public Management and Administration (SPMA) is located on the third floor (but only one flight up the stairs) in the Economic and Management Sciences Building. Access to the SPMA offices is through a heavy glass door with security bars. An effort will be made to provide by email the combination before travelers arrive. The combination for the lock changes from time to time. After the green light turns on, push the door open. When leaving the SPMA offices, press the Exit button and pull open the door. Note the exit button is labeled "Emergency" but is not an emergency alarm. Throughout South Africa you will find exit buttons labeled "Emergency" including the gate at the Courtyard Hotel. Project participants will have use of an office, room 3-107. The room requires a key and also the use of a combination lock on the door. Ms. Wessels will provide you with the combination and key. The Men's and Women's rooms are located outside the SPMA office and are not labeled except for a sign on both doors "Slegs personnel." The Men's room is closer to the elevator, has the number "1" written above it, and is opened with the combination C35Y and turn the knob counterclockwise. The Women's room is closer to the entrance to the SPMA offices, has the number "3-705" above it, and is opened with the combination C36Y. There is a new computer in room C-107. Use of the computer requires a network login. Use of the internet requires a separate login. You will be provided an email address at the University of Pretoria for use while in South Africa. The room has a phone (012) 420-2610. To use the phone you will need to enter the code #21 321 4789. To dial outside of the university you first dial a 0 to get the local dial tone. Upon arrival arrangements will be made for a University of Pretoria ID.

The procedure for the visiting professor to obtain an ID Card will be as follows:

1. Letter from the Director of SPMA indicating the purpose as well as the duration of the visit.
2. Go to the ID Card-section (on Campus) and submit the mentioned letter as well as a passport to obtain an ID Card. 
3. The UP ID Card will enable access at the entrances and also provide for Campus Insurance.
4. A separate letter from the Director of SPMA as well as the UP ID Card will provide access to the Academic Information Centre (Library).

Mrs. Sylvia Wessels is responsible for office arrangements, combinations and keys, computer log-ins, email addresses.

Car Rental

The project provides for a total of $750 for car rental in South Africa. Most travelers to South Africa will not need a car. When a car is needed for project related activities, Americans should make the request through the American Project Director who will have responsibility for allocating the available funds. Taxis are available and cost Rand 20 to 30 for most trips. Remember they drive on the other side of the street. (They also walk on the other side of the sidewalk--think about approaching people so you can shake hands with them.)

Virgin Active Gym

Wonderful facility within walking distance of the University and the Courtyard Hotel. Bring you own towel from the hotel and a padlock for the locker. The Courtyard has day use vouchers for Rand 50. The Gym offers a monthly plan for Rand 400. http://www.virginactive.co.za/

The United State Embassy in Pretoria and Embassy Provided Information about South Africa

United States Embassy
PO Box 9536
Pretoria 0001
877 Pretorius St
Pretoria
tel: (27-12) 342-3006
fax: (27-12) 342-2092
Pretoria: 012-342-3006
http://usembassy.state.gov/posts/sf1/wwwhmain.html

Information on South Africa
http://usembassy.state.gov/posts/sf1/wwwhsa1.html

South Africa - Consular Information Sheet
http://travel.state.gov/safrica.html

Other Sources of News about South Africa

The official South African Tourism Web Site, the Internet's most comprehensive source of information on travel to South Africa
http://satourweb.satour.com/

The BBC Focus on Africa on the Internet
http://www.bbc.co.uk/worldservice/focusonafrica/

Mail and Guardian Newspaper on the Internet
http://www.mg.co.za/l1.jsp

Personal Observations and Unofficial Advice by James Beebe

These activities are assisted financially by the Bureau of Educational and Cultural Affairs of the United States Department of State
under the authority of the Fulbright-Hays Act of 1961, as amended, through the
College and University Affiliations Program/Fulbright Educational Partnerships Program

Ph.D. Public Affairs

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Copyright 2001 Page maintained by beebe@gonzaga.edu revised: May 7, 2004