2023 Graduate Student Research Workshop – Logistical Information – INSTITUTE FOR RESEARCH ON POVERTY

2023 Graduate Student Research Workshop
Howard University, Washington, DC
May 22-26, 2023
Logistical Information

Agenda

The 2023 Graduate Student Research Workshop will begin on Monday, May 22, at 9:00 am, and will conclude Friday, May 26, no later than 4:30 pm. The workshop will be held on the Howard University campus. Please see the workshop agenda.

Workshop Registration – Registration Deadline: April 17

All participants are required to complete the online Workshop Registration form. Please register by Monday, April 17.

Institute for Research on Poverty (IRP) will pay for lodging and transportation costs to and from Washington, DC. A $500.00 stipend will be provided to each participant after the workshop to assist with expenses incurred for meals, taxis, parking, and other miscellaneous costs, while at the workshop. Baggage fees can be reimbursed by submitting a travel reimbursement form.

Transportation To/From Washington, DC

If you are traveling by air, or train, you must book your ticket through the University of Wisconsin’s contracted travel agency, Travel, Inc., by April 24th. If tickets are not booked by this date, the full cost may not be covered. The tickets booked through Travel, Inc. are billed directly to IRP, when using the group travel code below.

Please reference the Group Code below when making a reservation.

Travel, Inc.
Hours: 7:00 am-8:00 pm (CST)
Toll-Free: (877) 811-9898
GROUP CODE UWMSN071422

Important: Air/train travel arranged through entities other than Travel Inc. cannot, and will not, be reimbursed.

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

Ronald Reagan National Airport (DCA) is the closest airport to Howard University.
Arrivals on Sunday, May 21, are anticipated and encouraged.
Departures should be scheduled after 7 pm on Friday, May 26, or the morning of Saturday, May 27, as the workshop will end at 4:30 p.m. on the May 26.
Train Travel: Train travel is limited to coach class. Tickets on Acela Express trains are not allowed. Any costs associated with upgrades to Acela trains are the responsibility of the traveler at the time of booking.
Premium Class or Seat Assignment Fees for premium class (first class, business class, economy plus or economy comfort) travel are not covered. Any upgrades are the responsibility of the traveler. There are exemptions; for those who seek a disability-related travel accommodation, please contact the IRP Events Coordinator, Dana Connelly, prior to booking.
Aisle, Window, or Exit Row Fees: Additional fees associated with booking a coach/economy aisle, window, or exit row seat are allowable. This is not to be confused with fare class upgrades to economy plus/economy comfort, which are not allowed.
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.

NOTE: If a traveler elects to change their ticket due to circumstances not imposed on them by the University of Wisconsin (UW) or the Institute for Research on Poverty, they are responsible for the cost of re-booking and any change fees.

The University requires travelers to contact Travel, Inc. for assistance in case of airline delays, cancellations, or during emergencies (they are available 24/7, Toll-Free: (877) 811-9898). You are required to work with Travel, Inc. agents on any ticket changes.

Vehicle Rental: We discourage the use of rental cars, unless it is the least costly method of transportation. The University’s car rental contracts with National or Enterprise must be used. Please contact Dana Connelly, 608-262-6358, if you need additional information on car rental procedures and policies.

Parking: If you will be driving and need information about parking on the Howard University campus, please indicate this on the registration form.

Shuttle Bus Service: Information about Howard University shuttle bus service will be available at: Howard Shuttle Bus.

Accommodations

Workshop participants will have a 2 person suite which will include individual bedrooms with a shared bathroom and a kitchen on the Howard University campus for six nights: Sunday, May 21 through Friday, May 26. The dorm room includes bed linens (a fitted sheet, a flat sheet, a pillow case, and a light blanket) and a toiletry package (soap, towel, wash cloth, toilet paper, trash can, trash can liner and shower curtain). You are encouraged to bring any additional personal care items you might need. Participants should not book lodging arrangements on their own.

Howard Plaza Towers-West
2251 Sherman Ave NW
Washington, DC 20059
(The dormitory to the right when facing the 2 Tower buildings)

Room Assignments: All guests will receive their room assignment upon check-in to the facility.

Check-in: Sunday, May 21, 2023, preferred check in time: 12:00–5:00 pm (check-in is available after 5:00 pm)

Check-out: Saturday, May 27, 2023, by 12:00 pm

Access to the Building: The front desk will be provided with your name and room assignment following check-in, however, for security purposes, all guests will be required to show their ID (at all times) upon entering the building.

Walking Directions from Howard Plaza Towers-West to the Workshop Location, Howard University Interdisciplinary Research Building (HUIRB):

Exit College Hall South on 2251 Sherman Ave NW. Turn right and walk to the corner of Sherman Ave, NW and Georgia Ave. Cross the street at Georgia Ave at the crosswalk. Make a right on Georgia Ave and walk one block to the IRB building. The IRB building is on the corner of Georgia Ave and W Street, NW.

Workshop Venue

Howard University Interdisciplinary Research Building
2201 Georgia Ave NW
Washington, DC 20059

Contact:
Ms. Dezarine Wallen, Administrative Coordinator
Office Phone: 202-806-3384
Cell Phone: 571-435-7326

Mr. Crawford Taylor, Building Manager
Office Number: 202-257-4469

Parking near the Howard University Interdisciplinary Research Building (HUIRB):

Visitor parking is available on the Howard Center Lot at a rate of $10/day (credit card only). The lot is located in the 2200 block of Georgia Avenue NW across from HUIRB. The entrance to the lot is on 8th Street NW.

Meals

Meals are available at local restaurants: See the list of local restaurants and eateries included.

Meals available at Howard University Dining Facilities: Blackburn Café, Armour J. Blackburn University Center, 2397 6th Street NW Washington, DC 20011

If you have any dietary restrictions or special needs, please let us know in advance, by contacting Dana Connelly, 608-262-6358.

Personal Safety Guidelines for Howard University and Washington DC: See Howard University Safety Tips.

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 workshop. You can indicate these on the registration form or email or call Dana Connelly, 608-262-6358.

Stipend

A $500.00 stipend will be paid to all participants to help cover expenses while at the workshop, including meals, ground transportation, parking, and other miscellaneous expenses. If you need additional support to defray child care costs, please contact Dana Connelly, 608-262-6358. You must be set up in the University of Wisconsin’s financial system for the payment to be processed. Please the information below on next steps. You should receive an email the week of the workshop:

You are required to be a registered “supplier” in the university’s Shop@UW+ system. Once the registration process is initiated by IRP, you will receive an email from University of Wisconsin – ShopUW+ (SupplierFile@bussvc.wisc.edu), with the Subject: Individual Invitation for University of Wisconsin – ShopUW+, asking you to complete the registration process. Please follow the instructions in the email.
The first step involves setting up your Username and Password. Once this is complete, please log in and complete the required profile information, and upload a W-9 form. You also have the option to set up ACH, so the payment is deposited into your bank account (recommended).
For all technical issues, questions, or password resets for your supplier portal login for ShopUW+, the University of Wisconsin’s Procurement System, please reach out to the Jaggaer Supplier Support team at 1-800-233-1121 Option 2 or submit a support ticket via the Supplier Support page here: https://www.jaggaer.com/service-support/supplier-support/

Reimbursement

Travel expenses can be reimbursed for those that use their personal vehicle for long-distance transportation to/from Washington D.C. Air travelers may have their baggage fees reimbursed. This is separate from the $500 stipend which is intended to cover the cost of meals, ground transportation, parking, tolls, and other miscellaneous expenses.

UW regulations require anyone seeking a travel reimbursement to provide a Non-Employee Profile Set-Up Form. To expedite reimbursement, please return the Non-Employee Profile Set-Up Form, the Travel Reimbursement Request Form, and any required receipts by July 7, 2023. We cannot accept any request beyond 80 days from last day of travel.

Nonemployee Profile Set-Up Form (PDF File) (return to : dana.connelly@wisc.edu)

Travel Reimbursement Request Form

Logistics Contact

Dana Connelly, Events Coordinator
Institute for Research on Poverty
University of Wisconsin–Madison
1180 Observatory Drive
Madison, WI 53706
Ph. 608-262-6358
Email: dana.connelly@wisc.edu