Travel Information
All flights and transportation to and from the McGhee Tyson Airport (TYS) and Oak Ridge, TN will be provided for you. We will arrange for you to travel in one of the following ways based on the answers you provide on your Student Travel Form. Once you have filled out the Student Travel Form, our staff will begin the process of preparing for you to travel. It is very important that you and your guardian/parents check your email regularly. We will be communicating with you through email during this process.
You will receive the Mileage Reimbursement form via email two weeks prior to the start of the Appalachian STEM Academy. If your home address is 50 miles or more from ORAU, you may be eligible to receive reimbursement for inbound/outbound transportation expenses, not to exceed $350.00 to Oak Ridge, TN. Because not all travel expenses may be reimbursed, make sure you understand what is and is not covered.
Please reference the sections below to learn more about your travel options and view the mileage reimbursement form.
We will purchase your airline ticket and provide reimbursement for one checked bag if you're traveling to and from Oak Ridge, TN. Additionally, we'll reimburse you for the mileage of your personal vehicle for one round trip between your home address and the nearest airport. All program booked flights will include Unaccompanied Minor service.
Cohort 1 Mileage Form (.PDF, 182kb) | Cohort 2 Mileage Form (.PDF, 180kb)
Once a round (or one-way) trip airline ticket has been purchased for you by the program, you will be ineligible to receive reimbursement for personal vehicle mileage to travel to/from the academy.
Arrival Flights
Flights will be scheduled so that participants arrive at registration at the TownePlace Suites by Marriott Knoxville Oak Ridge (Oak Ridge, TN 37830) between 2:00–4:00 PM EST on arrival day. When you arrive at TYS, a resident teacher will meet you at your arrival gate. They will be wearing a bright Appalachian STEM Academy shirt and holding an Academy sign. Photos of the resident teachers will be emailed to you prior to your departure.
Return Flights
At the conclusion of the program, return flights will be scheduled to depart after 12:00 PM, following the final presentation.
If you are flying home from the academy, a staff member will cover the baggage fee for one checked bag under 50 pounds, so no reimbursement will be necessary.
If you have questions about packing or airport rules, please refer to the TSA website.
Notes:
- Overweight baggage fees are not eligible for reimbursement.
- Seat upgrades (including priority boarding, preferred seating, or extra legroom seats) are not eligible for reimbursement unless required for a documented medical reason and approved in advance.
If you are being driven to the academy by a family member, mileage can be reimbursed. You can be reimbursed for mileage for 1 round trip between your home address and Oak Ridge, TN if the distance traveled is more than 50 miles at current GSA rate, not to exceed $350. Cohort 1 Mileage Form (.PDF, 182kb) | Cohort 2 Mileage Form (.PDF, 180kb)
TOTAL reimbursement for personal mileage travel expenses is limited to $350. Reimbursement is limited to $175 each way.
Participants in the same program with the same home address are only eligible for reimbursement for one round trip.
On the day of arrival, please arrive at the TownePlace Suites by Marriott Knoxville Oak Ridge, TN 37830 between 2:00 – 4:00 PM EST.
At the end of the program, please arrive at the Oak Ridge Associated Universities (ORAU) at 100 Orau Way, Oak Ridge, TN 37830 between 9:30 – 9:45 AM for final presentations. Presentations will conclude at 11:00 AM, and a to-go lunch will be provided.
An airline ticket for your one-way flight will be purchased by the program. You can be reimbursed for 1 checked bag plus reimbursement for personal vehicle mileage to travel ONE WAY between home and the airport. Additionally, you can be reimbursed for personal vehicle mileage for ONE WAY travel between home and Oak Ridge, TN if the distance traveled is more than 50 miles. WE WILL NOT REIMBURSE YOU FOR ROUND TRIPS. Personal mileage reimbursement is limited to $175. Cohort 1 Mileage Form (.PDF, 182kb) | Cohort 2 Mileage Form (.PDF, 180kb)
On the day of arrival, please arrive at the TownePlace Suites by Marriott Knoxville Oak Ridge, TN 37830 between 2:00 – 4:00 PM EST.
At the end of the program, please arrive at the Oak Ridge Associated Universities (ORAU) at 100 Orau Way, Oak Ridge, TN 37830 between 9:30 – 9:45 AM for final presentations. Presentations will conclude at 11:00 AM, and a to-go lunch will be provided.