DRT Manager Alex Hatoum will need to have the following documents on file from every team member:
• Team Registration: Please note that stipend processing will be automatically sent to the account listed on the online registration form. If you cannot get online, here is a pdf form.
• Personal Info: We must have a CV, resume, bio and photo of each team member on file.
• Proof of Current Licenses and/or Exceptional Capabilities: In the course of a deployment, we may have need to show others that you are qualified to do what you're doing.
• Passport / Visas: Front page passport scan to have on file; also scans of visas, which we will procure for deployments.
•Insurance: We carry a policy recommended both by Lonely Planet and National Geographic. However, please note that there are limitations for events that are beyond our control. Team members are personally liable for anything not covered.
Life Insurance:Strongly recommended though not required. We will need a copy of the policy on file.
Medical Insurance / Personal: Team members must have personal coverage and provide policy information to have on file.
Medical / Vaccinations / Dental: Team members are urged to get vaccinations and obtain prophylactic medications to protect against exposure to diseases present in countries selected for deployment. The Center for Disease Control (CDC) maintains an up-to-date list of suggested prophylaxes and travel health notices. Please note that suggested prophylaxes will vary depending on country. Check the CDC list prior to each deployment. We also recommend regular dental check-ups.
Medical Interviews: Conducted by Dr. Rasmussen. Confidentiality will be maintained to the extent circumstances permit but cannot be guaranteed.
• Liability Waiver: We try be careful and smart on deployment, but this is a Disaster Response Team and you are joining at your own risk. The Roddenberry Foundation, IHS and InSTEDD are not responsible for what may happen to you. The waiver must be signed prior to deployment.
• Wills: If you do not already have a will, Rocketlawyer offers a free online template. We will require a copy on file.
• Power of Attorney: Recommended. Rocketlawyer offers a free online template. Please provide us with a copy to keep on file.
Financial Forms & responsibilities
Eric Rasmussenis our financial manager. He will issue travel documents, deployment stipends and purchase reimbursements. All deployment-related receipts must be submitted to him so that he can, in turn, report to The Roddenberry Foundation. We must be able to justify every dime spent.
• Payment:A stipend of US $300 per day will be paid starting from the date of departure for deployment to the date of arrival home—a period of time not to exceed 10 days. Payment will be by direct deposit. Although it may be possible for a team member to choose to remain in the field beyond 10 days, the stipend is limited to 10 days. • IRS Tax Form:W-9 registration
• Pre-Deployment: Team members are responsible for their own trip preparation.
• Deployment: We pay for air, water and ground transportation and for lodging and meals. If you pay for something, receipts, either hard copy or scanned, are mandatory for reimbursement.
• Equipment Allocation: You will be issued team gear for personal use and will be responsible for its care and maintenance. If damage occurs through neglect or abuse, you may be liable for replacement costs. That said, deployments are rough and we expect losses. Please be careful and sensible with our team gear and, to the extent possible, document and photograph damage quickly.
• Equipment Purchase: Requires prior approval by Eric Rasmussen or Alex Hatoum.
• Expense Reports:
Format: We use Expensify, a free web service. Eric or Alex can provide a tutorial to any team member that requires one. Wendy will reformat the information for accounting to The Roddenberry Foundation.
Due Date: Team members must complete final expense reports within two weeks of arrival home, otherwise time and expenses will be considered a charitable donation and a donation receipt will be issued for tax purposes. (That's a small joke. Please file with us promptly.)
Prior to deployment, we encourage members of the team to consult the U.S. Department of State travel website forup-to-date information on individual country local laws, embassies, consulates, visa requirements, safety, security, health alerts and more.
If you find yourself in trouble for reasons that are not your fault (for example, Eric witnessed a Navy officer arrested in Saudi Arabia for wearing a uniform skirt that showed her ankles), we will tilt the planet to get you free and home. We will do whatever it takes, bringing in political, diplomatic and corporate firepower as needed.
However, if we are deployed to a country such as Indonesia where there is mandatory drug sentencing for even the smallest possession (20 years for “detectable” marijuana, the death penalty for dealing) and you choose to flaunt those laws, you will not be our responsibility. We will make sure the US Embassy is informed, but that is it. You will be on your own.