AAAS S&T Policy Fellowships

As part of your AFPI employment for the Immersive Policy Fellowships, AAAS has made the 

travel program, Concur Travel the online booking tool from American Express Business Travel, 

available for AFPI employees.

All fellows who travel need to complete a profile in the Concur Travel system. The profile will be 

used for both online and phone reservations. A profile must be created prior to calling American 

Express Business Travel or booking online.

How to complete account set up:

1. AFPI has set you up in the system.

a. username: AFPI email address

b. temporary password: Fellows2026

2. You are required to set up an MFA (multi-factor authenticator)

3. You need to go to the SAP Concur Travel site where you will fill out the remainder of your 

profile. All mandatory boxes are marked with the word “Required.”

Note: To ensure frequent traveler credit, make certain that the name on the account with all 

vendors matches the name in your profile. Please

contact the vendors directly to make any necessary corrections.

You must use a Immersive Fellowships account code when making travel arrangements. Account codes are entered as all numeric and only one separating hyphen. (Accounting Unit-Expense Code) See Chart Below

Immersive Fellowships Account Codes

Additional Support

American Express travel counselors are available 24/7 at 1-669-272-1434.

• Prompt 1 - Navigation support
• Prompt 2 - Assistance with reservations already made online
• Prompt 3 – To make a reservation over the phone with an agent

Access to this system is a courtesy offered to fellows to assist with off-setting the costs of fellowship travel. Should you have any questions, please contact the Immersive Fellowships Finance team.

Fly America Act (41 CFR Part 301-10)

• Government agencies and anyone receiving government grants are required to book travel on U.S. carriers or  code-shares unless it is not possible.
• Abiding by the Fly America Act is not only AAAS policy, it is the law.
• You must fly a U.S. carrier or code-share for each leg of your journey.*
• AAAS does not honor the Open Skies Agreement
• There are a few exceptions that must be documented and approved by AAAS in advance.

Fly America Act - Exceptions (all exceptions must be documented and approved by AAAS prior to booking, failure to receive approval will result in the flight becoming a personal cost)

You must check at least one of the following  statements to qualify for a waiver of the Fly America Act restrictions  in this section

• Use of a U.S. carrier increases the number of aircraft changes outside the U.S. by two or more.
• Use of a U.S. carrier extends travel time by six hours or more.
• Use of a U.S. carrier requires a connecting time of four hours or more at an overseas interchange point

Comparables: If you are considering requesting a waiver to the Fly America act or including personal travel onto your approved training, you must include comparables with your request.

Comparables must provide the following information:

• Several examples (4 to 5) itineraries available for the dates and destination that show a variety of departure times, layovers, price, etc.;
• Must meet the bullets under the exceptions in the Fly America Act;
• Or document that extending your stay for personal travel will not significantly increase the cost of the ticket.