The University of Texas at Austin
April 10, 2019 12:00–4:00 p.m.
IRP can cover your travel expenses for the April 10, 2019 Poverty and Family Functioning Network Meeting, subject to the University of Wisconsin–Madison travel and reimbursement policies listed below. IRP will directly pay for the cost of the airfare and for your lodging. 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 (see attached travel reimbursement form).
Agenda:
TBD
Workshop Registration
All participants should complete the on-line registration form no later than February 20, 2019.
Meeting Venue
The University of Texas at Austin
Sid Richardson Hall (SRH), Room 3.384G
2315 Red River Street, Austin, TX
Transportation
Flights must be booked through Fox World Travel by March 19, 2019. The tickets booked through Fox World Travel are billed directly to IRP. Provide the Group Code below when making a reservation.
- If you are attending only the network meeting and are traveling by air, you may arrive the day prior to the meeting, April 9th or the morning of the 10th, and depart in the evening of April 10th. It takes about 20–25 minutes to get to the airport by cab from the University of Texas campus, depending on traffic.
- If you are also attending the PAA conference (April 10–13), IRP will pay for the entire cost of the ticket, provided there are no additional costs incurred for staying additional days beyond April 10. A cost comparison at the time of booking is required. The IRP Events Coordinator approves all flight itineraries prior to booking. When calling Fox World Travel, please request a quote for round-trip airfare from your home airport to Austin, TX, for the business dates of the trip (Arrive: April 9 – Depart: April 10). Fares will be compared and any additional expense due to the extended trip for the conference will be the responsibility of the traveler at the time of purchase.
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 09UW1832 when making a reservation
Important: Travel arranged through other vendors than Fox World Travel cannot, and will not, be reimbursed.
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 allowed.
- 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 CST), 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.
Lodging:
Please indicate your lodging needs on the registration form.
- If you are not attending PAA, and you need lodging, IRP will book your hotel room and will be billed for the room charge only. IRP will cover one night’s lodging for each traveler, April 9.
- If you are attending PAA and are staying at a conference hotel, you may submit the receipt for reimbursement of one night’s lodging, as long as the room was booked through the conference/lodging webpage or directly with the hotel. Per UW lodging policy, you will be reimbursed up to $181.00 per night.
Note: Use of internet based lodging brokers or third party sites (e.g. Expedia, Hotels.com, Kayak, Priceline, Airbnb, etc.) is prohibited, and cannot be reimbursed.
Meal & Expense 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.
Receipt Requirements: Visitors are responsible for providing receipts as follows; scanned receipts are acceptable:
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
3412 Sewell Social Sciences Building
1180 Observatory Drive
Madison, WI 53706
Ph. 608-262-6358 | Fax: 608-265-3119
Email: dana.connelly@wisc.edu