May 22 & 23, 2024
Health and Human Services, 200 Independence Avenue, S.W.
The Brookings Institution, 1775 Massachusetts Ave., N.W.
Washington, DC
Agenda
The workshop will be held on Wednesday, May 22–Thursday, May 23, 2024.
May 22: meeting starts with registration and coffee at 8:30 am, includes lunch and ends at 4 pm; and includes group dinner with other fellows at 7:00 pm.
May 23: Meeting starts at 9:00 am with continental breakfast, includes lunch and ends at 1:15 pm.
View the workshop agenda.
Registration
All invited participants should complete the online registration form no later than Monday, April 15, 2024.
Meeting Venue
The meetings will take place at:
The U.S. Department of Health & Human Services
Hubert H. Humphrey Building
200 Independence Avenue, S.W.
Washington, D.C. 20201
Toll Free Call Center: 1-877-696-6775
The Brookings Institution
1775 Massachusetts Ave., NW
Washington, DC 20036
(202) 797-6000
Transportation
IRP will pay the long-distance and local ground transportation and lodging expenses of attendees traveling from within the U.S. and outside of the Washington, DC, area, subject to University of Wisconsin regulations.
Air Travel
If you are traveling by air, you must book your ticket through the University of Wisconsin’s contracted travel agency, Travel, Inc., by May 1. 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 UWMSN071023
Important: Air 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:
- Arrivals on Tuesday, May 21, are anticipated and encouraged, taking into account the hotel check-in time of 4:00 p.m.
- Departures should be scheduled for the late afternoon Thursday, May 23, taking into account the scheduled 1:00 p.m. meeting adjournment. It is about a 45-minute taxi ride from Brookings to Ronald Reagan National Airport (DCA), but may take longer during rush hour.
- 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 typically 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 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.
Train Travel
Train travel is limited to coach class and may be booked directly with Amtrak. 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.
Ground
Any required cab, shuttle or car service (Uber, Lyft) fares will be reimbursed to you post trip. Use of premium ride sharing service (e.g., Uber Select, Lyft Premier) is not reimbursable. Reimbursement of tips is limited to 20%. Please provide to/from information for all expenses.
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 the Dana Connelly for more information. Rental cars not reserved through the University’s contracts will not be reimbursed.
Parking/Tolls
Charges in excess of $25 require a receipt.
Lodging
Participants will have accommodations available for 2 nights, May 21 and 22, covered by the Institute for Research on Poverty. Reservations will be secured through completion of the online registration form; rooms will be billed directly to IRP (you will need to present a credit card at check-in for any incidentals). You will receive a reservation confirmation via email from the hotel by mid-May. Please note that the University of Wisconsin 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.
Yours Truly DC Hotel
1143 New Hampshire Ave, NW
Washington, DC 20037
(202) 775-0800
Check-in time: 4:00 p.m. Tuesday, May 21, 2024
Check-out time: 12:00 p.m. Thursday, May 23, 2024
Parking: Valet parking only; $65/night (with in & out privileges)
Dining: Options at Hotel
Meals & Refreshments
Some meals and snacks and beverages will be provided during the meetings. Reimbursement for meals not provided during the workshop and for certain incidentals during travel will be paid on a per-diem basis, per University of Wisconsin regulations. Submission of meal receipts is not required. Participants are not allowed to pay for other participant’s meals and request reimbursement for those meals. Taxi fares to restaurants are not reimbursable but are covered under 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.
Expense Reimbursement/Receipt Requirements
IRP will reimburse the cost of your travel, including parking, mileage, taxi fares (except to restaurants), and any meal, or incidental expenses incurred while traveling, subject to university regulation. We appreciate receiving your reimbursement request within 30 days of your visit. Expense Reports not submitted within 80 days of end of travel are not eligible for reimbursement. Reimbursement usually takes 4–5 weeks after submission of your forms and receipts.
UW regulations require anyone seeking a travel reimbursement to provide:
- A Non-Employee Profile Set-Up Form, email to: dana.connelly@wisc.edu.
- Non-Employee Profile Set-up Form(PDF)
- If you have submitted a form in the past, and you have an address change, please email the new address to: dana.connelly@wisc.edu
- After submitting the Non-Employee Set up Form, complete the online form: Travel Expense Reimbursement Form. Please upload any required receipts in one document.
Travel Expense Reimbursement Form
Reimbursement requests cannot be submitted after June 11, 2024.
Receipt Requirements
Receipts are always required for:
- Airfare
- Lodging
- Vehicle Rentals
- Gasoline for vehicle rentals
- Long-distance train or bus fares
- Internet for business use while in travel status
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
Special Accommodation
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.
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
Tel: 608-262-6358 | Email: dana.connelly@wisc.edu