Good afternoon,

 

We are beginning a new and exciting fellowship year!  

 

Please read carefully, as this email contains some important information and requirements for the 2024-25 fellowship year.

 

You are not required to attend the AFPI on-boarding session, September 3, 2024 from 9:00am – 12pm.

 

To provide any payments to you, we will need the following:

  • Complete and submit W-9 form.
  • Complete and submit a direct deposit form and provide a cancelled check or notice of direct deposit for your bank to set you up for your relocation reimbursement ($4000 flat rate), if applicable. 
  • The above documents and your approved survey will constitute your relocation reimbursement submission. All documents will be collected via ShareFile, using the link below.
  • Payments will be made no later than September 30, 2024.

 

Please use this ShareFile (secure server) link to provide the direct deposit and W-9 forms. Do not send these forms back via email as they will contain PII. Please provide this information no later than September 20, 2024.

 

Please read carefully, as this email contains some important information and requirements for the 2024-25 fellowship year:

 

Mandatory Session – STPF Travel and Training Policies, Procedures and Systems Webinar (via Zoom).

 

You must attend one of the two sessions listed below.  The session will be recorded and the agenda and call in information are provided here.

 

Session 1 – Wednesday, September 18, 2024 – 1:00 pm-2:00 pm EST or 

Session 2 – Thursday, September 26, 2024 - 1:00 pm-2:00 pm EST

 

All areas below will be discussed in detail during the above session:

 

 

FellowsCentral (Travel/Training and PTO Requests to Mentors and STPF)

 

  • Within FellowsCentral, review of the following information for accuracy: travel & training stipend and PTO hours.
  • Travel/Training, Career Coaching and PTO Requests/Approvals –Requests and approvals must be received prior to using any funds or PTO.  There will be no retroactive approvals for expenditures. To receive travel/training/career coaching approval, please log into the FellowsCentral, My Financials and Create a New Expenditure Request. 
  • PTO requests, fellows will continue to initiate the request for approval through FellowsCentral to obtain both mentor and STPF Finance approval.

 

FreshDesk (General Searchable AFPI Information and Contact STPF)

 

  • STPF Finance requires fellows to use the Freshdesk support ticketing system for all career coaching, travel/training, PTO and general employment related questions. 
  • Fellows are encouraged to review the FAQs listed on Freshdesk and submit a ticket to the Finance and Security team with any additional questions. The system is searchable.
  • Travel for the 2024-25 fellowship year:
    • Domestic travel – please allow 3 business days for STPF approval
    • International Travel – please allow 7 business days for STPF approval
  • International Travel – If you are serving at EPA, NIJ, or NSF please review the agency specific information. Noting that international travel that has a Level 3 and above travel advisory according to the US Department of State will require additional approvals and thus will need additional time.
  • Fly America Act – Please review this section carefully.  If you do not have a written exception from STPF prior to booking, you will not be reimbursed for the ticket.  No exceptions.
  • Quarterly Lunch and Learn Sessions– Each quarter, we will have a lunch session to answer questions, review documents, etc.  Updated information will be posted on Freshdesk.

 

Concur Solutions – Airline Booking System

 

  • All fellows who plan to use Concur 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 Concur (American Express Business Travel) or booking online.
  • Through Concur fellows may book airline or train tickets that will be billed directly to AAAS. You will need to provide the appropriate billing code listed in the Concur guide on Freshdesk
  • Hotels are not paid through Concur unless you add your personal credit card, these charges cannot and will not be billed directly to AAAS.
  • Concur User Guide will be located on Freshdesk by September 21st. Billing codes are updated at the start of every fellowship year.

 

Fyle

  • All fellows are required to submit their expense reports through Fyle. Instructions can be found here. 
  • A Welcome Email will be sent to your preferred email account with log in instructions on Tuesday, September 17th. If you do not receive the link, please let us know.

 

Metro Allotment – Will be provided via direct deposit by the last Friday of every month. You will receive the full Metro allotment unless it is determined that you are going into the office less than 3 days a work week. 

 

A how-to guide for submitting a fresh desk ticket is accessible here, please create an account. 

 

We wish you the best of luck!