INSTITUTE FOR RESEARCH ON POVERTY
Research | Training | Policy | Practice

2019 FrameWorks Workshop Series

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February 14, 2019 — March 14, 2019 —April 25, 2019
University of Wisconsin–Madison, Pyle Center
Travel Logistics/Instructions

IRP can cover your travel expenses for the FrameWorks Workshop Series being held in Madison, Wisconsin on February 14, March 14, and April 25, subject to the University of Wisconsin–Madison travel and reimbursement policies listed below. IRP will be billed for the cost of the airfare and for your hotel room. Airfare and long-distance train travel must be booked through UW’s travel management company, Fox World Travel.  Other means of travel: personal vehicle (mileage), short-distance public transportation—as well as meals and other expenses are paid by the individual and reimbursed post-trip by IRP through the travel reimbursement process.

AGENDA

February 14:

March 14:

April 25:

  • 9:00 a.m. – 1:00 p.m. FrameWorks Training
    Pyle Center, 702 Langdon Street, Madison, WI
  • 1:00 p.m. – 2:00 p.m. lunch
    Pyle Center, 702 Langdon Street, Madison, WI
  • 2:00 p.m. – 3:30 p.m. CPC meeting
    Pyle Center, 702 Langdon Street, Madison, WI
  • 4:00 p.m. – 5:30 p.m. Lampman Memorial Lecture: Poverty, Criminal Justice, and Social Justice with Bruce Western, Professor of Sociology, Columbia University (with reception to follow)
    159 Education Building, Wisconsin Idea Room, Madison, WI

Workshop Registration

All participants should complete the on-line registration form no later than January 25, 2019.

Accommodations

IRP will book your hotel room and will be billed for the room charge only. Please confirm your need for a hotel room on the registration form.

Transportation

Air and train tickets must be booked through Fox World Travel three weeks in advance of training date.

Training Date Deadline for Booking Flight
February 14 January 30
March 14 February 20
April 25 April 3

The tickets booked through Fox World Travel are billed directly to IRP. It takes about 25–30 minutes to get to the airport by cab from the UW Campus, depending on traffic. Provide the Group Code below when making a reservation. We recommend that you arrive the night before the training and make your returning flight at least 2 hours after the last meeting each training day.

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 09UW3232 when making a reservation

Important: Travel arranged through other vendors than Fox World Travel cannot, and will not, be reimbursed. Travelers are responsible for any costs associated with changes to a ticket that are made due to circumstances within the control of the traveler. Please be careful when planning your itinerary.

Travel arrangements should be made in accordance with the following policy requirements:

  • Only coach/economy class for air tickets; premium class (first class, business class, economy plus or economy comfort) travel is not allowed. Train travel is limited to coach class
  • non-refundable ticket
  • up to 1 checked bag
  • for flight(s) departing from and returning to the closest airport to your home or business location
  • Indirect routing and/or extra stops, departing earlier/returning later than business requires for personal reasons are allowed, provided there are no additional costs incurred. A cost comparison for direct round-trip travel, obtained through Fox World Travel at the time of booking is required. Fares will be compared and any additional expense for personal travel will be the responsibility of the traveler at the time of purchase. Travelers are responsible for any extra lodging reservations and expenses.
  • Change/Cancellation Fees: Fees charged for changing a non-refundable ticket are allowable if justified by circumstances outside of the traveler’s control (i.e. meeting dates changed). If traveler needs to change a ticket due to personal circumstances, they will be responsible for any expense related to re-booking a ticket.

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 (7:30 pm – 7:00 am C.S.T.), please call: 800-388-9085.

Ground: 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.

Mileage for Private Vehicles: The standard mileage rate for use of a vehicle is currently $.58/per mile and is inclusive of gas and other related items. When driving a personal vehicle to the airport, mileage from your home to the airport (and parking) will be reimbursed. When airfare is the most practical means of transport, but your preference is to drive, costs associated with driving versus flying will be compared and whichever is less will be reimbursed. The daily originating location and destination must be provided and an explanation for mileage in excess of the most direct route.

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.

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

Meal & Incidental Expense (M&IE) Per Diem: Any out-of-pocket meals or incidental costs (hotel, valet, skycap tips etc.) for overnight travel will be reimbursed to you as a per diem allowance for each overnight in accordance with the UW per diem rules and rates for your location(s) of travel. Participants are not allowed to pay for other participant’s meals and request reimbursement for those meals. If the meal and incidental expense per-diem is the only expense you are claiming, you must still request it by submitting a Travel Expense Reimbursement Form. You do not have to submit any meal receipts.

Travel 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.

Non-Employee Profile Setup-2019 FrameWorks (PDF File)

Non-Employee Profile Change Request Form (PDF File)

Travel Reimbursement Request Form-2019 FrameWorks (PDF File)

To expedite reimbursement, please return the Non-Employee Profile Set-up Form and the Travel Reimbursement Request Form and receipts within 30 days of the last day of travel. Reimbursement usually takes 3-4 weeks after we receive your form and receipts. Please send the forms and required receipts to Dana Connelly.

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.

If you have any special challenges or needs, please let us know in advance, so we can ensure they are met while at the meeting. You can indicate these on the registration form or email or call Dana Connelly, 608-262-6358.

Receipt Requirements: Visitors are responsible for providing receipts as follows; scanned receipts are acceptable, no meal receipts are required.

Any Expense Regardless of Amount

  • Airline, Train Tickets
  • Airline change/cancel fees
  • Vehicle Rental Agreement/Receipts
  • Lodging Receipts/Folios
  • Rental car gas

Expenses Over $25

  • Airline baggage
  • Parking
  • Taxis, Shuttles, Car Services
  • Bus/Subway
  • Business Internet
  • Tolls

Logistics Contact:

Dana Connelly, Events Coordinator
Institute for Research on Poverty
University of Wisconsin–Madison
Ph. 608-262-6358 | Fax: 608-265-3119
Email: dana.connelly@wisc.edu

Mailing address:
3412 Sewell Social Sciences Building
1180 Observatory Drive
Madison, WI 53706