University of Wisconsin–Madison
Grainger Hall
975 University Avenue
Madison, WI
June 24–27, 2024
Agenda
The Institute for Research on Poverty’s annual Summer Research Workshop will begin on Monday, June 24, at 12:00 p.m. and will adjourn Thursday, June 27, at 2:00 p.m.
Workshop Location: Grainger Hall on the UW–Madison campus (975 University Avenue). Directions to Grainger Hall
View the 2024 Summer Research Workshop Agenda
Workshop Registration
The Workshop will be held in-person on the UW Campus. There will be no virtual attendance option. Please complete the Workshop Registration form by Monday, May 13, 2024.
*Please do not share this invitation. Space is limited and reserved for select invitees.
Transportation
IRP will pay the travel expenses of participants traveling from within the U.S. or from Canada, subject to university regulations. (Transportation support provided for only one author per paper). If you have grant funding that can partially or fully support your trip, please consider using that support. If you are requesting IRP to cover your travel expenses, you must spend at least two full days at the workshop. Please indicate your request on the workshop’s registration form.
Air Travel
If traveling by air, you must book your ticket through the University of Wisconsin’s contracted travel agency, Travel Incorporated (Travel Inc.), by June 3. Tickets booked through Travel Inc. are billed directly to IRP. Any other arrangements cannot, and will not, be reimbursed.
Travel, Inc.
Hours: 7:00 am-8:00 pm (CST)
Toll-Free: (877) 811-9898
When booking, use GROUP CODE: UWMSN071023
In case of airline delays, cancellations, or emergencies, UW–Madison requires travelers to contact Travel, Inc. for assistance (available 24/7). Please work with Travel, Inc. agents on any ticket changes. Contact Travel Inc. toll-free at: (877) 811-9898.
Please keep the following in mind when making air-travel plans:
- Arrivals on Monday morning, June 24, are anticipated and encouraged. Keep in mind the workshop starts at 12:00 pm (*no lunch is served, there is a café in the building). A limited number of hotel rooms are available for those traveling long distances or needing to arrive the day prior (Sunday, June 23) and/or depart the day after the workshop ends.
- Departures should be scheduled for the late afternoon on Thursday, June 27, after the workshop’s conclusion time of 2:00 p.m. There are a limited number of hotel rooms to accommodate those needing to depart the day after the workshop ends.
- It is a 15–20-minute taxi ride to/from the workshop location and the Dane County Regional Airport. However, we suggest that you allow 1.5 hours from the time you leave UW–Madison to the time of your flight departure.
- Reservations must be made in coach/economy class. Premium Class or Seat Assignment Fees for premium class (first class, business class, or premium economy) 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 payable/reimbursable. This is not to be confused with fare class upgrades, which are not allowed.
- Costs associated with the following are allowed with proper documentation: baggage fee for one bag within the airlines’ weight and size limits and change/cancellation fees due to events outside of traveler’s control.
- If a traveler elects to change their itinerary due to circumstances not imposed on them from IRP or UW—Madison they must pay any fares or change fees associated with re-booking a flight.
Ground Transportation
Mileage For Private Vehicles
Mileage will be reimbursed at the rate of $0.67 per mile. The daily originating location and destination must be provided and, if mileage exceeds the most direct route, an explanation is required. Mileage reimbursements must be documented by a MapQuest or Google Maps printout or screenshot. Mileage reimbursement requests for roundtrips of 1,000 miles or greater must be supported by an airfare cost comparison obtained during the trip-planning process.
Car Rental
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 at IRP for more information. Vehicles not rented through the UW rental contracts cannot be reimbursed.
Taxi Service in Madison
Reasonable charges for taxis to and from the airport or hotel are reimbursable. A receipt is only required for taxi fares exceeding $25.00. Please provide to/from information for all taxi fares on your travel reimbursement form.
If there isn’t a taxi available at the airport, you may contact any of the following taxi companies:
- Union Cab: 608-242-2000
- Madison Taxi: 608-255-TAXI
- Lyft and Uber are available in Madison, including at the airport.
Accommodations
Lodging will be provided for all participants at the Fluno Center, from Sunday, June 23 through Thursday, June 27. Reservations will be secured through completion of the registration form; if requesting assistance with lodging costs, rooms will be billed directly to IRP. A personal credit card will be required for incidentals. You will receive a reservation confirmation via email from the hotel in early June.
Fluno Center
601 University Avenue, Madison, WI
Phone: 608-441-7117
Check in: 3:00 pm; Check out: 12:00 PM
Parking is an additional $15/night; please make sure to request hotel parking through the workshop registration form.
Please note that UW travel regulations do not permit us to pay for the expenses of a spouse or guest, for any incidental expenses incurred at the hotel, or for extended hotel stays. You will be responsible for any of these charges upon check out.
Delays/Cancellations: If you have to cancel your trip, please inform Dana Connelly, 608-262-6358, as soon as possible, and no later than Friday, June 21. If you experience travel delays and won’t be able to check in on the day of your reservation, please contact the hotel directly to inform them of your plans so that your reservation is not cancelled.
Meal Planning & Refreshments
- Breakfast, lunch, and snacks will be provided each day at the workshop.
- A group dinner will be held at the Pyle Center on Monday, June 24. Please confirm your attendance on the registration form.
- Participants will be on their own for dinners on June 25 and June 26. Dining options: on campus | in the Campus/Downtown Area, taxi fares to restaurants are not reimbursable, (the expense is covered by the Meal & Incidental Expense per-diem).
- If you have any dietary restrictions or special needs, please let us know in advance through the online registration form.
Meal & Incidental Expense Per Diem:
Reimbursement for meals not provided during the conference and for certain incidentals during travel will be paid on a per-diem basis for those requesting reimbursement of meal expenses. Participants may not pay for other participant’s meals and request reimbursement for those meals. Receipts are not required for individual meals which are reimbursed as a meal per- diem.
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 by contacting Dana Connelly via email or phone 608-262-6358.
Travel Reimbursement Process
You must have a profile set up in the UW payment system that handles travel reimbursements. Payments are made via a paper check – no ACH is available.
- If you have not provided your mailing address to UW in the past and do not have a profile, please send your mailing address to: dana.connelly@wisc.edu.
- If you’ve submitted expenses to UW in the past, and have moved in the last year, please send your updated mailing address.
- Complete the online Travel Expense Reimbursement Form. Please upload any required receipts in one document.
- Reimbursement requests must be received by September 15, 2024.
Travel Expense Reimbursement Form
Receipt Requirements
Receipts are always required for:
- Airfare
- Lodging
- Vehicle Rentals
- Gasoline for vehicle rentals
- Long-distance train or bus fares
Receipts are required when the expense exceeds $25 for:
- Local transportation (taxi, limo, bus, rail, etc.)
- Tolls
- Parking
Receipts are required when the expense exceeds $30 for:
- Baggage and seat fees
Logistics/Travel/Reimbursement Contact:
Dana Connelly, Events Coordinator
Institute for Research on Poverty
University of Wisconsin–Madison
Work Ph. 608-262-6358 | Email: dana.connelly@wisc.edu