2019 Annual Poverty Research And Policy Forum and Advisory Committee Meeting – Logistical Information

Annual Poverty Research and Policy Forum

Human Services Programs and the Opioid Crisis

September 17, 2019, 8:30 a.m. – 4:30 p.m.

Advisory Committee Meeting

September 18, 2019, 9:00 a.m. – 1 p.m.

Child Support Panel

September 18, 2019, 1:00-4:00 p.m.

Holiday Inn Washington Capitol Hotel
550 C Street, S.W.
Washington, D.C.

Convened by the Institute for Research on Poverty at the University of Wisconsin-Madison

Supported by the Office of Human Services Policy, Assistant Secretary for Planning and Evaluation, U.S. Department of Health and Human Services

AGENDA

 

REGISTRATION

All invited participants should complete the on-line registration form: Meeting Registration, no later than August 15, 2019.

TRANSPORTATION

IRP will pay the transportation expenses of participants traveling from within the U.S. and outside of the Washington, D.C. area, subject to University of Wisconsin regulations.

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, Fox World Travel, by August 28. If tickets are not booked by this date, the full cost may not be covered.

The tickets booked through Fox World Travel are billed directly to IRP. Provide the Group Code below when making a reservation.

Fox World Travel
Hours: 7:00 am-5:30 pm (CST), M-F
Toll-Free: 866-230-8787 (select option 4)

Please reference: GROUP CODE 09UW3866 when making a reservation

Important: Air/Train travel arranged through other than Fox World Travel cannot, and will not, be reimbursed.

 

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

It is about a 15-20 minute taxi ride from the Holiday Inn Washington-Capitol to Ronald Reagan National Airport, but may take longer during rush hour.

Attending just the Committee Meeting/Child Support Panel:   Arrivals on Tuesday, September 17 are anticipated and encouraged, taking into account the hotel check in time of 4:00 pm. Departures should be scheduled for Wednesday, September 18 in the mid-afternoon if not attending the Child Support Panel or in the evening if attending the Panel, taking into account the scheduled 4:00 p.m. adjournment.

Attending the Poverty Form and the Committee Meeting/Child Support Panel:   Arrivals on Monday, September 16, are anticipated and encouraged, taking into account the hotel check in time of 4:00 pm. Departures should be scheduled for the early evening on Wednesday, September 18, taking into account the scheduled 4:00 p.m. Panel adjournment.

• 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 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.
• TRAIN TRAVEL: 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.

NOTE:  If 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.

Mileage for Private Vehicles: Mileage will be reimbursed at the rate of $0.58/mile. The daily originating location and destination must be provided and, if mileage exceeds the most direct route, an explanation is required.  If using a personal vehicles for long-distance travel, reimbursement will be limited to the lowest cost means of travel, including air.

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. 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 for more information.  Rental cars not reserved through the University’s contracts with National and Enterprise will not be reimbursed.

Bus/Subways/Taxi Service: Reimbursement is limited to the lowest cost, most reasonable form of public or commercial transportation options.  Traveler can be reimbursed for ride sharing services (e.g. Uber, Lyft).  Use of premium ride sharing services (e.g. Uber Select, Lyft Premier) are not reimbursable.  Tips are limited to 20%.  Charges in excess of $25 require a receipt.  Please provide to/from information for all expenses.

Parking/Tolls: Charges in excess of $25 require a receipt.

The University requires travelers to contact Fox World Travel for assistance in case of airline delays, cancellations, or during emergencies, (they are available 24/7). You are required to work with Fox World Travel agents on any ticket changes.  AFTER HOURS – Emergency Service from the U.S. or Canada (7:30pm – 7:00am C.S.T.), please call: 800-388-9085.

LODGING

Participants will have accommodations at the Holiday Inn Washington-Capitol Hotel available for two nights: Monday, September 16, and Tuesday, September 17. Reservations will be secured through completion of the on-line registration form; rooms will be billed directly to IRP. You will receive a reservation confirmation via email from the hotel by early September.

Holiday Inn Washington-Capitol Hotel
550 C Street, S.W.
Washington, D.C.
Tel: 202-479-4000

Check in time: 4:00 p.m.
Check out time: 12:00 p.m.
Maps and Directions: Holiday Inn Washington-Capitol

Parking:  Parking for hotel guests is available for $45.00 per day, with unlimited in and out privileges.  Those not staying overnight, but are attending the meeting may have other hourly rates charged.  The parking garage is not owned or operated by the Holiday Inn Washington-Capitol.  Parking receipts may be submitted for reimbursement.

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.

MEETING VENUE

All meetings will take place at the Holiday Inn Washington-Capitol Hotel

MEALS & REFRESHMENTS

• Lunch, snacks and beverages will be provided during the Forum.
• Meal Per-Diem: Reimbursement for meals not provided during the Forum 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.

REIMBURSEMENT

UW regulations require anyone seeking a travel reimbursement to provide a Non-Employee Profile Set-up Form. 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 (PDF)

Non-Employee Profile Change Form (PDF)

Travel Reimbursement Request Form (PDF)

To expedite reimbursement, please return the Non-Employee Profile Set-up Form and the Travel Reimbursement Request Form and receipts to Dana Connelly by October 23, 2019.  Dana’s contact information is listed below.

Reimbursement usually takes 4-6 weeks after we receive your forms and receipts.

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
3412 Sewell Social Sciences Building
1180 Observatory Drive
Madison, WI 53706
608-262-6358     Fax: 608-265-3119
Email: dana.connelly@wisc.edu