2017 IRP Summer Research Workshop
Logistical Information
June 19-22, 2017

Agenda

The Institute for Research on Poverty's Summer Research Workshop will begin on Monday, June 19, at 12:00 p.m. and will adjourn at 2:00 p.m., Thursday, June 22. The workshop will be held at Grainger Hall (975 University Avenue) on the UW campus.

View the 2017 Summer Research Workshop Agenda.

Workshop Registration

In order to book hotel accommodations and ensure preferences are taken into account, please complete the on-line registration form: Workshop Registration, no later than Friday, May 12, 2017.

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.

Transportation

IRP will pay the travel expenses of participants traveling from within the U.S. or from Canada, subject to University regulations. We ask that you plan to spend at least two full days at the workshop if you plan to seek reimbursement for your travel expenses. If you have grant money that can partially or fully support your trip, we would appreciate your using that support.

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

Air Travel: If you are requesting IRP cover your travel expenses, and are traveling by air, you must book your ticket through the University's contracted travel agency, Fox World Travel, by May 26. Please indicate your request on the workshop's online registration form. You will then be sent instructions on how to book your flight. The tickets booked through Fox World Travel are billed directly to IRP. Please note that travel that is not arranged through Fox World Travel will not be reimbursed.

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. Reimbursement is limited to the lowest cost means of transportation. A cost comparison from Fox World Travel will be required for air travel from home location.

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. If you plan to claim reimbursement on a rental car, please contact Dana Connelly (dana.connelly@wisc.edu) or 608-262-6358 before you make a reservation. Reimbursement is limited to the lowest cost means of transportation. A cost comparison from Fox World Travel will be required for air travel from home location.

Parking/Tolls: Original receipt is required if the claim exceeds $25.00.

Lodging

Lodging will be available for all participants at the Madison Concourse Hotel for three nights: Monday, June 19 through Wednesday, June 21. Reservations will be secured through completion of the on-line registration form; rooms will be billed directly to IRP. If transportation options are not available to accommodate this schedule, there are a limited number of hotel rooms held for travelers who need to arrive the day before the workshop (Sunday) and/or depart the day after the workshop (Friday). If you will need accommodations on Sunday or Thursday night, please contact Dana Connelly at IRP. Her contact information is listed below. You will receive a reservation confirmation via email from the hotel by the end of May.

The Madison Concourse Hotel
1 West Dayton Street
Madison, WI 53703
Check in time: 3:00 pm
Check out time: 11:00 am
800-356-8293

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.

Delays/Cancellations: If you have to cancel your trip, please inform Dana Connelly as soon as possible, and not later than Friday, June 16, so we can alert the hotel and avoid cancellation fees. 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.

Parking: The Madison Concourse Hotel offers an indoor parking garage. The current rate is $10.00 per night. Parking spots are first-come, first-serve. Additional parking may be available across the street at the State Street Capitol ramp (214 N. Carroll Street).

Ground Transportation

The Madison Concourse Hotel offers a complimentary airport shuttle to and from the Dane County Regional Airport to all hotel guests. You may use the courtesy phone in the baggage claim area (located between Carousels 1 and 2, near Door 5) to let the hotel know that you have your luggage and are ready to be picked up. The shuttle pick-up area is located outside baggage claim, Door 5.

Taxi Service: If the shuttle service cannot accommodate you within a reasonable time, or you are traveling directly to the conference venue, you can take a taxi, which can be found at the north end of the airport terminal, adjacent to baggage claim, Door 7. Reasonable charges for taxis to and from an airport or hotel are reimbursable. Original receipt is required for taxi fares exceeding $25.00. Please provide to/from information for all taxi fares.

If there isn't a taxi available at the airport, you may contact any of the following taxi companies:

Workshop Venue

The workshop will take place at Grainger Hall:

Grainger Hall
University of Wisconsin–Madison
975 University Avenue
Madison, WI 53706
Conference Services: 608-262-8679

Transportation to/from Grainger Hall: Grainger Hall is a 15-minute walk from the Madison Concourse Hotel. Transportation between the hotel and Grainger Hall will be available by shuttle each day. Please indicate on the registration form if you will need this service so we can ensure there is enough space on the shuttle for those who need it.

Parking: There may be limited parking at Grainger Hall in the parking lot (Lot 7) located under the building, entrance off Brooks Street, or the Fluno Center (Lot 83), entrance off Frances Street, or Lot 46 (Lake and Johnson Streets). Hourly parking tickets are provided from a ticket gate located inside the parking ramps. Rates are: $1.00 per 30 minutes for the first 2 hours; $1.00 per hour thereafter; and $12.00 daily maximum. Real time lot availability can be found here: Visitor Lot Availability

See additional links below for further information:

Meals & Refreshments

Travel Reimbursement Process

UW regulations require anyone seeking a travel reimbursement to provide a Non-Employee Profile Set-up Form. These forms will be on hand at the conference or you can print a copy from the link below and bring it with you. 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.

Nonemployee Profile Set-up Form (MS Word File)

Non-Employee Profile Change Form (MS Word File)

Travel Reimbursement Request Form (PDF File)

To expedite reimbursement, please return the Non-Employee Profile Set-up Form and the Travel Reimbursement Request Form and receipts by July 22, 2017. Reimbursement usually takes 3-4 weeks after we receive your form and receipts. Please send the forms and required receipts to Dana Connelly. Dana's contact information is listed below.

As a reminder, if you are requesting IRP cover your travel expenses, and are traveling by air, you must book your ticket through the University's contracted travel agency, Fox World Travel. Air travel arranged through other than Fox World Travel cannot and will not be reimbursed.

Foreign Traveler Visa Information

If you are not a U.S. citizen or permanent resident and need a personalized letter of invitation from IRP, please contact Dana Connelly to have one sent.

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


Agenda | Registration Form | Upload Paper & Presentation Slides | Logistical Information | List of Restaurants | UW Campus Map
Travel Reimbursement Request Form | Non-Employee Profile Set-Up Form | Non-Employee Profile Change Form


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Last Update: 12 June, 2017 by DD