University of Wisconsin–Madison

2019 Career & Technical Education: Promise And Practice – Logistical Information: Speakers and General Attendees

Logistical Information
Career & Technical Education: Promise and Practice
May 2–3, 2019

Meeting Location: Holiday Inn-Nashville Vanderbilt

Convened by the Institute for Research on Poverty at the University of Wisconsin–Madison
in conjunction with the U.S. Collaborative of Poverty Centers

Agenda

On Thursday, May 2, in the afternoon from 1:30-4 pm, there will be a site visit.

The Career & Technical Education: Promise and Practice workshop will be held on Friday, May 3, 2019 from 8:30 a.m. to 4:00 p.m. View a copy of the working agenda.

Workshop Registration

All invited participants should complete the on-line registration form, no later than March 1, 2019.

Transportation

IRP will pay the transportation expenses of participants traveling from within the U.S, subject to University of Wisconsin regulations.

Air & Train Travel

If you are traveling by air or train, you must book your ticket through the University of Wisconsin’s contracted travel agency, Fox World Travel, by April 9.  If travel is booked after this date, the full amount may not be covered. Provide the Group Code below when making a reservation.  Air and train tickets booked through Fox World Travel are billed directly to IRP.

Fox World Travel
Hours: 7:00 am–5:30 pm (CST), M–F
Toll-Free: 866-230-8787 (select option 4)
Please reference: GROUP CODE 09UW1832 when making a reservation

Important: Travel arranged through other vendors than Fox World Travel cannot, and will not, be reimbursed.  Travelers are responsible for any costs associated with changes to a ticket that are made due to circumstances within the control of the traveler.  Please be careful when planning your itinerary.

Please keep the following in mind when making your travel plans:

  • Arrivals: If you are attending the afternoon site visit on May 2, arrivals in the morning of May 2 are anticipated and encouraged.  If you are attending only the workshop on May 3, arrivals in the afternoon or evening of Thursday, May 2 are anticipated and encouraged, taking into account the hotel check in time of 3 pm.
  • Departures should be scheduled for the early evening on Friday, May 3, taking into account the scheduled 4:00 p.m. workshop adjournment.  It is a 20 minute ride to the Nashville airport from downtown Nashville.
  • Indirect routing and/or extra stops for personal reasons are allowed, provided there are no additional costs incurred. A cost comparison for direct round-trip travel, obtained through Fox World Travel at the time of booking is required. Fares will be compared and any additional expense for personal travel will be the responsibility of the traveler at the time of purchase.
  • Departing earlier/returning later than business requires: It is acceptable to depart a day early and/or return a day later provided there are no additional costs incurred. A cost comparison for direct round-trip travel, obtained through Fox World Travel at the time of booking is required. Travelers are responsible for any extra lodging reservations and expenses.
  • Reservations must be made in coach/economy fare class (no first/business class). Seat assignment fees for premium class travel are not reimbursable.
  • Train travel is limited to coach class.
  • Costs associated with the following are allowed with proper documentation: (1) baggage fee for one bag within the airlines’ weight and size limits and (2) change/cancellation fees due to events outside of traveler’s control.

Mileage for Private Vehicles: Mileage will be reimbursed at the rate of $0.54/mile. The daily originating location and destination must be provided and an explanation for mileage in excess of the most direct route.  If coming from long distances, reimbursement will be limited to the lowest cost means of travel, including air.

Car Rental: UW travel regulations are especially restrictive with regard to car rental, and it will only be allowed if it is the most cost-effective means of transportation. The University’s car rental contracts must be used to be eligible for reimbursement. If you plan to claim reimbursement on a rental car, please contact Dana Connelly for more information. Rental cars not reserved through the University’s contracts with National and Enterprise will not be reimbursed.

Bus/Subways/Taxi Service: Reimbursement is limited to the lowest cost, most reasonable form of public or commercial transportation options. Traveler can be reimbursed for ride sharing services (e.g. Uber, Lyft). Use of premium ride sharing services (e.g. Uber Select, Lyft Premier) are not reimbursable. Tips are limited to 20%. Charges in excess of $25 require a receipt. Please provide to/from information for all expenses.

Parking/Tolls: Charges in excess of $25 require a receipt. Scanned receipts are acceptable.

Lodging

Participants will have accommodations at the Holiday Inn Nashville Vanderbilt available for two nights: May 1 and 2. Reservations will be secured through completion of the on-line registration form; rooms will be billed directly to IRP.  Rooms on May 1 are intended for those whose long travel times make it difficult for them to arrive on the morning of May 2 for the site visit.  You will receive a reservation confirmation via e-mail from the hotel by mid-April.

Holiday Inn Nashville Vanderbilt
2613 West End Avenue
Tel: (615) 327-4707
Check in time: 3 p.m.
Check out time: 11 a.m.

Maps and Directions: Holiday Inn Nashville Vanderbilt

Parking: Overnight self-parking $22 per night.

Meeting Venue

The Career & Technical Education: Promise and Practice will take place at:

Holiday Inn Nashville Vanderbilt
Room: Centennial AB

Meals & Refreshments

  • Lunch, snacks and beverages will be provided during the workshop, on May 3.
  • Reimbursement for meals not provided and for certain incidentals during travel will be paid on a per-diem basis, per UW regulations. Participants are not allowed to pay for other participant’s meals and request reimbursement for those meals. If the meal and incidental expense per-diem is the only expense you are claiming, you must still request it by submitting a Travel Expense Reimbursement Form.  You do not have to submit any meal receipts.
  • If you have any dietary restrictions or special needs, please let us know in advance through the online registration form.

Reimbursement

UW regulations require anyone seeking a travel reimbursement to provide a Non-Employee Profile Set-up Form. If you filled this out already from a prior UW event, you do NOT need to fill this out again, unless you have a new home address. If you have moved and need to update your profile, submit a Profile Change Form.

Non-Employee Profile Set-Up Form (PDF)

Non Employee Change Form (PDF)

Travel Reimbursement Request Form (PDF)

To expedite reimbursement, please return the Non-Employee Profile Set-up Form and the Travel Reimbursement Request Form and receipts by June 14, 2019. Please send the forms and required receipts to Dana Connelly.

Reimbursement usually takes 3–4 weeks after Dana receives your forms and receipts.

Special Accommodations

If you have any special challenges or needs, please let us know in advance, so we can ensure they are met while at the meetings. You can indicate these on the registration form or email or call Dana Connelly.

Delays/Cancellations

If you have to cancel your trip, or will be delayed, please inform Dana Connelly as soon as possible.

Logistics Contact

Dana Connelly, Events Coordinator
Institute for Research on Poverty
University of Wisconsin–Madison
3412 Sewell Social Sciences Building
1180 Observatory Drive
Madison, WI 53706
608-262-6358, Fax: 608-265-3119
Email: dana.connelly@wisc.edu