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IODP Staff Travel

This information applies to IODP JRSO staff only.

Port call and shipping information for IODP Expeditions
Intranet IODP Staff travel information
PDF IODP-TAMU travel policy


Travel Authorization Forms

PDF Interactive Travel Authorization/Advance Request form
PDF Travel Authorization/Advance Request form for printing
PDF Traveler Profile form

Expedition 371: Tasman Frontier Subduction Initiation and Paleogene Climate

Boarding in Townsville, Australia
Disembarking in Hobart, Australia

PDF Staff authorization form; due 1 June 2017

Visas to enter Australia

IODP staff will need the visas listed below.

  • If you are sailing into Australia, then departing by air within five (5) days of arrival: MCV only
  • If you are sailing into Australia, then staying in Australia more than five (5) days: MCV and ETA
  • If you are flying into Australia, then departing on the JOIDES Resolution: MCV and ETA
  • If you are flying in and out of Australia and not sailing: ETA only

Complete Electronic Travel Authority (ETA)

U.S. Citizens: https://www.eta.immi.gov.au/ETAS3/etas. This service costs AUD $20 and is valid for up to 12 months.

Non-U.S. Citizens: Please review guidelines at http://www.border.gov.au.

Maritime Crew Visa (MCV)

Although IODP staff are not crew, Australian immigration law requires that all IODP personnel who sail into an Australian port or depart Australia on the JOIDES Resolution must also have a Maritime Crew Visa (MCV). Per Australian immigration: “Personnel on a vessel who are engaged in scientific research must hold a Maritime Crew Visa (MCV). All crew must complete the application for an MCV. There is no application charge for this visa, and it is valid for up to 3 years.

If you have visited Australia in the last three years, your MCV may still be valid. ETAs are valid for one year. Please check the dates of your expedition to see if your visa will be valid during the period you will be in Australia.

Hotel Information for IODP Staff

Townsville

Grand Hotel
8/10 Palmer St
Townsville QLD 4810
Tel: 07 4753 2800

Payment Terms: All room expenses will be settled individually by guest with cash or credit card upon departure.

Room Rate:

  • Superior King Room (355 square feet/33 square meters) at a special group rate of AU$159. This rate will also be available prior to standard business dates and after scheduled departure.

Taxes/Service Charges: The above group rate is inclusive of GST (Goods and Service Tax).

Amenities:

  • Complimentary use of Hotel Wi-Fi facilities
  • Complimentary use of hotel gymnasium and facilities
  • In room complimentary tea and coffee facilities
  • Off street car parking provided free of charge, subject to availability

Hotel Transportation: Standard taxis will be available from the arrivals end of the Townsville airport terminal.

Check-in/Check-out Time: Check-in is 2 p.m. and check-out is 11 a.m. Early check-in and late check-out requests are subject to availability. Fees may apply.

Cancellation: Should any part of the accommodation be cancelled 21 days or less prior to arrival, 100% of the total expected accommodation spend will be payable.

Incidentals Payment: Each guest will be required to check-in and sign a registration form on arrival. A pre-authorization of $100 will be processed on a Credit Card to cover any incidental charges. A credit card surcharge of 3% will be applied to AMEX and 1.5% applied to all other credit cards.

Chargeback Facilities: Grand Hotel Townsville has arrangements with a number of local restaurants, allowing guests to charge back meals to their rooms. Normal hotel credit policy applies to chargeback facilities.

Expedition 369: Australia Cretaceous Climate and Tectonics

Boarding in Hobart, Australia
Disembarking in Fremantle, Australia

PDF Staff authorization form; due 1 August 2017

PDF Physical examination form; due 7 July 2017

Visas to enter Australia

IODP staff will need the visas listed below.

  • If you are sailing into Australia, then departing by air within five (5) days of arrival: MCV only
  • If you are sailing into Australia, then staying in Australia more than five (5) days: MCV and ETA
  • If you are flying into Australia, then departing on the JOIDES Resolution: MCV and ETA
  • If you are flying in and out of Australia and not sailing: ETA only

Complete Electronic Travel Authority (ETA)

U.S. Citizens: https://www.eta.immi.gov.au/ETAS3/etas. This service costs AUD $20 and is valid for up to 12 months.

Non-U.S. Citizens: Please review guidelines at http://www.border.gov.au.

Maritime Crew Visa (MCV)

Although IODP staff are not crew, Australian immigration law requires that all IODP personnel who sail into an Australian port or depart Australia on the JOIDES Resolution must also have a Maritime Crew Visa (MCV). Per Australian immigration: “Crew members are articled members of crew and include people under contract or subcontract to work on a ship while it is at sea. Personnel undertaking scientific research on a research ship owned by a foreign government are also included.”

All crew must complete the application for an MCV. Please review the instructions for applying for an MCV first. There is no application charge for this visa, and it is valid for up to three (3) years.

If you have visited Australia in the last three years, check the status of your MCV to see if it is still valid. ETAs are valid for one year. Please check the dates of your expedition to see if your visa will be valid during the period you will be in Australia.


Hotel Information for IODP Staff

Hobart

Hotel Grand Chancellor
1 Davey Street
Hobart, Tasmania 7000
Australia
Tel: +61 (3) 6235-4535
http://www.grandchancellorhotels.com/hotel-grand-chancellor-hobart

Payment Terms: All room expenses will be settled individually by guest with cash or credit card upon departure.

Room Rate:

  • Standard King Rooms (344 square feet/32 square meters) at a special group rate ranging AU $250–$285. This rate will also be available prior to standard business dates and after scheduled departure.

Taxes/Service Charges: The above group rate includes a current 10% GST (Goods and Service Tax).
Amenities:

  • Complimentary Wi-Fi with reasonable download speed
  • Complimentary use of hotel gymnasium and facilities
  • In room complimentary tea and coffee facilities
  • 24 hour room service
  • Heated indoor pool

Hotel Transportation: Standard taxis will be available from the Hobart airport terminal and is approximately 15 kilometers (9.3 miles) from the hotel. Allow 20 minutes by taxi and cost approximately AU $45 per transfer.

Check-in/Check-out Time: Check-in is 3 p.m. and check-out is 11 a.m. Early check-in and late check-out requests are subject to availability. Fees may apply.

Cancellation: Cancellation of room nights within 30 days will incur a cancellation fee of one night’s accommodation per room.  Cancellation of room nights within 7 days will incur the full accommodation amount.

Fremantle

Esplanade Hotel Fremantle – by Rydges
46-54 Marine Terrace
Fremantle, WA 6160
Australia
Tel: +61 (8) 9432-4000
http://www.rydges.com/fremantle

Payment Terms: One night’s accommodation will be paid by IODP. All other room expenses will be settled individually by guest with cash or credit card upon departure. There is a transaction fee charged on credit card payment, 1.18% for Visa and MasterCard, with 3.5% for Amex and Diners.

Room Rate:

  • Superior Queen Rooms (28 square meters) at a special group rate of AU $190. This rate will also be available prior to standard business dates and after scheduled departure. Taxes/Service Charges: The above group rate includes a current 10% GST (Goods and Service Tax).

Amenities:

  • Complimentary Wi-Fi
  • Complimentary use of hotel gymnasium and facilities
  • In room complimentary tea and coffee facilities
  • 24 hour room service
  • Heated outdoor pool

Hotel Transportation: Standard taxis will be available from the Perth airport terminal and is approximately 30 minutes away.

Check-in/Check-out Time: Check-in is 2 p.m. and check-out is 11 a.m. Early check-in and late check-out requests are subject to availability. Fees may apply.

Cancellation: Cancellation of room nights within 30 days will incur a cancellation fee of one night’s accommodation per room. Cancellation of room nights within 24 hours will incur the full accommodation amount.

Expedition 372: Creeping Gas Hydrate Slides and Hikurangi LWD

Boarding in Fremantle, Australia
Disembarking in Lyttelton, New Zealand

PDF Physical examination form; due 22 September 2017


Hotel Information for IODP Staff

Christchurch

Crowne Plaza
764 Colombo Street
Christchurch 8011
New Zealand
Tel: +64 (3) 741-2823

Payment Terms: One night’s accommodation will be paid by IODP. All other room expenses will be settled individually by guest with cash or credit card upon departure. There is a transaction fee charged on credit card payments, 1.5% for Visa and MasterCard, with 3% for American Express.

Room Rate:
  • Superior King Room (27 square meters) at a special group rate of $235.00 NZD. This rate will also be available prior to standard business dates and after scheduled departure.
  • Taxes/Service Charges: The above group rate includes a current 15% GST (Goods and Service Tax).
Amenities:
  • Complimentary Wi-Fi
  • On site fitness center
  • Room service available
  • Refrigerator in all rooms

Hotel Transportation: Standard taxis will be available to/from Christchurch International airport and is approximately 5.6 miles away. Please allow 30 minutes.

Check-in/Check-out Time: Check-in is 3 p.m. and check-out is 11 a.m. Early check-in and late check-out requests are subject to availability. Fees may apply.

Cancellation: Cancellation of room nights within 14 days will incur the full accommodation amount.

Expedition 374: Ross Sea West Antarctic Ice Sheet History

Boarding in Lyttelton, New Zealand
Disembarking in Lyttelton, New Zealand

PDF Staff authorization form; due 10 November 2017

PDF Physical examination form; due 10 November 2017


Hotel Information for IODP Staff

Christchurch

Crowne Plaza
764 Colombo Street
Christchurch 8011
New Zealand
Tel: +64 (3) 741-2823

Payment Terms: One night’s accommodation will be paid by IODP. All other room expenses will be settled individually by guest with cash or credit card upon departure. There is a transaction fee charged on credit card payments, 1.5% for Visa and MasterCard, with 3% for American Express.

Room Rate:
  • Superior King Room (27 square meters) at a special group rate of $235.00 NZD. This rate will also be available prior to standard business dates and after scheduled departure.
  • Taxes/Service Charges: The above group rate includes a current 15% GST (Goods and Service Tax).
Amenities:
  • Complimentary Wi-Fi
  • On site fitness center
  • Room service available
  • Refrigerator in all rooms

Hotel Transportation: Standard taxis will be available to/from Christchurch International airport and is approximately 5.6 miles away. Please allow 30 minutes.

Check-in/Check-out Time: Check-in is 3 p.m. and check-out is 11 a.m. Early check-in and late check-out requests are subject to availability. Fees may apply.

Cancellation: Cancellation of room nights within 14 days will incur the full accommodation amount.

Expedition 375: Hikurangi Subduction Margin

Boarding in Lyttelton, New Zealand
Disembarking in Auckland, New Zealand

PDF Staff authorization form; due 15 December 2017

PDF Physical examination form; due 5 January 2018

Expedition 375 Visa Information for New Zealand

The information provided below is to guide you on required visas for your expedition.

  1. If you are traveling on a New Zealand passport or have permanent residency in New Zealand, you do not need to do anything.
  2. For all other participants, to avoid having to obtain a Special Work Visa, New Zealand Immigration will allow Expedition 375 participants to come to New Zealand on a visitor visa with a special directive letter. Diane McDonald (979 458 1867, dmcdonald@tamu.edu) will provide you with your letter.

  3. If you are traveling on a passport from a visa waiver country, you do not need to apply online for a visa but you do need to:
    • Carry a printed copy of your special directive letter with you when you travel to New Zealand.
    • Carry a printed copy of your flight itinerary with your round trip details.
  4. If you are travelling on a passport from a non-visa waiver country, you must apply for a visitor visa before departing for New Zealand:
    • To apply, click on the “apply now” button at the bottom of the Visitor Visa webpage, then click on “login or create account”
    • Once you’ve created your account, choose to apply for a visitor visa
    • Fill out the required information on each page. We have tried to outline it below, but some of it may be slightly different depending on the country you are from:
      • Identity and contact information
      • Visa details page:
        • Type of visitor visa:
          • Select “General Visitor Visa”
        • Financial support and travel arrangements
          • Select “My employer or another third party is supporting my stay/providing travel”
      • Health details
      • Character details
      • Work history (the directions indicate that you should include details of all previous employment)
      • Partner details (if you have one and even if your partner is not traveling with you)
      • Other contacts (friends, relatives, contacts in New Zealand)
      • Apply on Behalf / Assist
        • Select “no” about receiving immigration advice or assistance. Immigration New Zealand has specific definitions for this and it does not include advice given by Immigration New Zealand.
    • You will need to upload the following items:
      • Passport style photo of yourself
      • Relevant pages of the passport you will travel on
      • Evidence required for your visa (this is the letter we provide to you)
      • You do NOT need to upload any documents or forms related to medical tests or character assessments; if you are asked to do so, please let Diane McDonald know right away so she can get an Immigration New Zealand person to assist you.
    • There should be no fees when obtaining a General Visitor Visa

If required, you should begin your application right away to ensure that you will receive your visa in time for your travel to New Zealand. Once you have submitted your visa application, email Diane McDonald your application number, date of application, and embassy/consulate you applied to (if this information is given in the online process). If you have trouble getting your visa, Diane can contact New Zealand Immigration and see if additional information is needed. Allow up to 20 days for processing. Once you have received your visa, please let Diane know.


Hotel Information for IODP Staff

Auckland

Crowne Plaza Auckland
128 Albert Street
Auckland, 1010
New Zealand
Tel: +64 (0) 9 302 1111

Payment Terms: One night’s accommodation will be paid by IODP. All other room expenses will be settled individually by guest with cash or credit card upon departure. There is a transaction fee charged on credit card payments, 1.5% for Visa and MasterCard, with 3% for American Express.

Room Rate:

  • Superior Room at a special group rate of $260.00 NZD. Prior to standard business dates and after scheduled departure the group rate may be extended at the discretion of the hotel and subject to availability.
  • Taxes/Service Charges: The above group rate includes a current 15% GST (Goods and Service Tax).

Amenities:

  • Complimentary Wi-Fi
  • On site fitness center
  • Room service available
  • Refrigerator in all rooms

Breakfast: Served daily in Aria Restaurant a rate of NZD27.00 per person.

Hotel Transportation: Standard taxis will be available to/from Auckland International airport and is approximately 5.6 miles away. Please allow 30 minutes.

Check-in/Check-out Time: Check-in is 3 p.m. and check-out is 11 a.m. Early check-in and late check-out requests are subject to availability. Fees may apply.

Cancellation: Cancellation of room nights within 30 days will incur the full accommodation amount.

Expedition 376: Brothers Arc Flux

Boarding in Auckland, New Zealand
Disembarking in Auckland, New Zealand

PDF Staff authorization form; due 19 February 2018

PDF Physical examination form; due 9 March 2018


Hotel Information for IODP Staff

Auckland

Crowne Plaza Auckland
128 Albert Street
Auckland, 1010
New Zealand
Tel: +64 (0) 9 302 1111

Payment Terms: One night’s accommodation will be paid by IODP. All other room expenses will be settled individually by guest with cash or credit card upon departure. There is a transaction fee charged on credit card payments, 1.5% for Visa and MasterCard, with 3% for American Express.

Room Rate:

  • Superior Room at a special group rate of $260.00 NZD. Prior to standard business dates and after scheduled departure the group rate may be extended at the discretion of the hotel and subject to availability.
  • Taxes/Service Charges: The above group rate includes a current 15% GST (Goods and Service Tax).

Amenities:

  • Complimentary Wi-Fi
  • On site fitness center
  • Room service available
  • Refrigerator in all rooms

Breakfast: Served daily in Aria Restaurant a rate of NZD27.00 per person.

Hotel Transportation: Standard taxis will be available to/from Auckland International airport and is approximately 5.6 miles away. Please allow 30 minutes.

Check-in/Check-out Time: Check-in is 3 p.m. and check-out is 11 a.m. Early check-in and late check-out requests are subject to availability. Fees may apply.

Cancellation: Cancellation of room nights within 30 days will incur the full accommodation amount.


USSSP Scientists Travel

Contact USSSP Logistics Coordinator James Spencer to make flight arrangements. Alternatively, travelers can contact Safder Paracha at Ultramar directly.