May 4–5, 2023
Child Trends, Bethesda, MD
Agenda
The workshop will be held on Thursday, May 4–Friday, May 5, 2023.
Thursday: Registration begins at 12:30 p.m.; conference goes from 1:00–5:15 with a reception from 5:30–7:00
Friday: Conference goes from 8:15–2:00
Registration
All invited participants should complete the online registration form no later than Monday, April 3, 2023.
Meeting Venue
The workshop will take place at:
Child Trends
7315 Wisconsin Avenue, Suite 1200W
Bethesda, MD 20814
240-223-9200
Directions to West Tower (where Child Trends is located) from Hilton Garden Inn:
From the hotel’s Mezzanine level, follow the hallway through to the East Tower on your left, passing ABC Imagining, Nabi’s Deli, and the east tower security. Continue onto the West Tower until you see six elevator doors. The Child Trends suite is located on the 12th floor. If anyone shall get lost, please ask the stationed security guards for assistance. Please note that each Tower has a security guard that will assist you if you need directions within the building.
Metro: The meeting venue and hotel is just one block away from the Bethesda Metro Station entrance. The entrance to the Metrorail Red Line can be reached by elevator or escalator—access points are marked on this map. Visit WMATA.com for more details on fares, schedules, and maps.
Directions from DCA: If you are flying into Ronald Reagan Washington National Airport (DCA) and would like to take public transportation, follow directions within the airport for the metro and take the Blue Line (New Carrollton direction) 9 stops to Metro Center, where you will transfer to the Red Line (Shady Grove direction) 8 stops to the Bethesda station. Total metro ride will be about 45–50 minutes.
Returning to DCA from workshop, walk to the Bethesda Metro Station and take the Red Line (Glenmont direction) 8 stops to Metro Center and transfer to the Blue Line (Huntington direction) and ride 9 stops to Ronald Reagan Washington National Airport station. Exit metro station and follow the signs that direct to desired terminal.
Directions from Union Station: If you are arriving by train, follow the directions within Union Station that direct you to the metro. Take the Red Line (Shady Grove direction) 11 stops to Bethesda station. This ride will take about 25 minutes.
Returning to Union Station, walk to the Bethesda Metro Station and take the Red Line (Glenmont direction) 11 stops to Union Station. Exit metro and follow signs for Amtrak.
Transportation
IRP will pay the transportation expenses of presenters and moderators traveling from within the U.S. and outside of the Washington, D.C., area, subject to University of Wisconsin regulations. IRP may have additional funds to cover part or all of the travel expenses for some attendees who are not presenting or moderating. IRP will be in touch in late March on whether IRP has funds to cover your travel expenses.
***See below for instructions if IRP is paying your travel expenses***
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, Travel, Inc., by April 11th. 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:
- Arrivals on Wednesday, May 3, are anticipated and encouraged, taking into account the hotel check-in time of 3:00 p.m.
- Departures should be scheduled for the late afternoon Friday, May 5, taking into account the scheduled 2:00 p.m. workshop adjournment. It is about a 30-minute taxi ride from the workshop location to Ronald Reagan National Airport (DCA),but may take longer during rush hour, and about a 50-minute Metro ride from Bethesda station to Ronald Reagan Washington National Airport station.
- 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.
- Indirect Routing/Extra Stops/Extra Days for personal reasons are allowable provided there are no additional costs incurred. A cost comparison will be made with the cost of a ticket for just UW business dates of travel and any excess cost for adding personal travel will be 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 at check-in or at the gate 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 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.
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 $0.655 per mile. The daily originating location and destination must be provided and, if mileage exceeds the most direct route, an explanation is required.
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 with National and Enterprise will not be reimbursed.
Parking/Tolls: Charges in excess of $25 require a receipt. On-site parking is available at the Hilton Garden Inn at a rate of $21.20 per day.
Lodging
Participants will have accommodations at the Hilton Garden Inn Washington DC / Bethesda available for two nights, May 3 and 4. Reservations will be secured through completion of the online registration form; rooms will be billed directly to IRP. You will receive a reservation confirmation via email from the hotel by mid-April. 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.
Hilton Garden Inn Washington DC / Bethesda
7301 Waverly Street
Bethesda, MD 20814
301-654-8111
(Group Block Name: University of Wisconsin-Madison)
Maps and Directions: Hilton Garden Inn Washington DC / Bethesda
Check-in time: 3:00 p.m. Thursday, May 4
Check-out time: 12:00 p.m. Friday, May 5
Parking: $21.20 per day; On-site
Meals & Refreshments
- Snacks, beverages, and appetizers will be provided on Thursday, May 4, the first day of the workshop. Breakfast, beverages, and lunch will be served on Friday, May 5, the second day.
- 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 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, 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 4–6 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. If you filled this out already for a prior UW event, you do NOT need to fill it out again—unless you have a new home address. If you have moved and need to update your profile, submit a Profile Change Form.
- After submitting the Non-Employee Set up Form, complete the online form: Travel Expense Reimbursement Form. Please upload any required receipts in one document.
Non-Employee Profile Set-up Form (PDF)
Non-Employee Profile Change Form (PDF)
Travel Expense Reimbursement FormReimbursement requests cannot be accepted after July 24, 2023.
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 Forum. 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