University of Wisconsin–Madison
June 14–17, 2021
Agenda
The Institute for Research on Poverty’s Summer Research Workshop will begin on Monday, June 14, at 12:00 p.m. and will adjourn at 2:00 p.m., Thursday, June 17. The workshop will be held at Memorial Union, (800 Langdon St.) on the UW–Madison campus.
View the 2021 Summer Research Workshop Agenda.
Workshop Registration
While we still expect to observe physical-distancing requirements during the conference, we believe that our venue will have sufficient capacity to accommodate all in-person attendees. We will also offer the option to attend the conference virtually. Please complete the online Workshop Registration form, no later than Friday, May 28, 2021.
Those that indicate they will attend the workshop virtually will receive their virtual attendance information a week prior to the conference.
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 by contacting Dana Connelly via email or phone 608-262-6358.
Transportation
IRP will pay the travel expenses of participants traveling from within the U.S. or from Canada, subject to University regulations. If you have grant funding that can partially or fully support your trip, we would appreciate your using that support. If you are requesting IRP to cover your travel expenses, you must spend at least two full days at the workshop. Please indicate your request on the workshop’s online registration form. You must book your ticket through the University’s contracted travel agency, Travel Inc., by May 31. The tickets booked through Travel, Inc. are billed directly to IRP.
Please note that travel arranged through other than Travel, Inc. cannot be reimbursed.
Please keep the following in mind when making your travel plans:
- Arrivals on the morning of Monday, June 14, are anticipated and encouraged, taking into account the workshop start time of 1:15 p.m.
- Departures should be scheduled for the late afternoon on Thursday, June 17, taking into account the workshop’s conclusion of 2:00 p.m.
- It is about a 15–20 minute taxi ride from the workshop location to the Dane County Regional Airport. It is a small airport. However, we suggest that you allow 1 1/2 hours from the time you leave the UW–Madison campus to the time of your flight departure.
Provide the Group Code below when making a reservation.
Travel, Inc.
Hours: 7:00 am-8:00 pm (CST)
Toll-Free: (877) 811-9898
Please reference: GROUP CODE UWMSN 051221 when making a reservation.
In making your flight arrangements with Travel, Inc., please keep in mind the following University of Wisconsin policies:
- Indirect routing and/or extra stops for personal reasons are allowable, provided there are no additional costs incurred. A quote for travel on the required travels days (6/13 or 14 & 6/17) should be requested from the travel agent as a cost comparison. Fares will be compared and any additional expense for personal travel will be the responsibility of the traveler at the time of purchase.
- Departing earlier/returning later than business requires: It is acceptable to depart a day early and/or return a day later provided there are no additional costs incurred. A cost comparison for direct round-trip travel, obtained through Travel, Inc. at the time of booking is required. Travelers are responsible for any extra lodging reservations and expenses.
- Reservations must be made in coach/economy class (no first/business class). Seat assignment fees for premium class travel are not allowed (unless paid by the traveler at the time of purchase)
- Costs associated with the following are allowed with proper documentation: baggage fee for one bag within the airlines’ weight and size limits and change/cancellation fees due to events outside of traveler’s control.
NOTE: Once a flight is booked, and a traveler elects to change their itinerary due to circumstances not imposed on them from IRP or the University of Wisconsin, they must pay any fares, or change fees associated with re-booking a flight.
Ground Transportation
Travelers are expected to utilize the most cost-effective option when traveling by vehicle.
Mileage for Private Vehicles: Mileage will be reimbursed at the rate of $0.56/mile. The daily originating location and destination must be provided and an explanation for mileage in excess of the most direct route. For trips over 300 miles roundtrip, mileage is reimbursed at a lower rate. 300 miles is the point at which the University has determined it is more cost effective to explore other options.
Car Rental: If you plan to claim reimbursement on a rental car, please contact Dana Connelly (dana.connelly@wisc.edu) or 608-262-6358. UW–Madison car rental contracts must be used for reserving vehicles. Vehicles not rented through the UW National or Enterprise contracts cannot be reimbursed.
Taxi Service in Madison: Taxis can be found at the north end of the airport terminal, adjacent to baggage claim, Door 7. Reasonable charges for taxis to and from the airport or hotel are reimbursable. A receipt is only required for taxi fares exceeding $25.00. Please provide to/from information for all taxi fares on your travel reimbursement form.
If there isn’t a taxi available at the airport, you may contact any of the following taxi companies:
- Union Cab: 608-242-2000
- Green Cab: 608-255-1234
- Lyft and Uber are available in Madison, including the airport
Accommodations
Lodging will be provided for all participants at the Graduate-Madison, available for five nights: Sunday, June 13 through Thursday, June 17. Reservations will be secured through completion of the on-line registration form; if requesting assistance with lodging costs, rooms will be billed directly to IRP. You will receive a reservation confirmation via email from the hotel in early June.
Graduate Madison
601 Langdon Street, Madison, WI
Check in time: 4:00 pm
Check out time: 11:00 am
608-257-4391
Parking: The Graduate Madison has on-site parking, but depending on the day of the week, it will be valet or self-park. Guests should pay for the parking and submit receipts for reimbursement, if needed. Please call the hotel ahead of time (a hour or two should be sufficient) to check in about your parking options when you arrive.
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. You will be responsible for any of these charges upon check out.
Delays/Cancellations: If you have to cancel your trip, please inform Dana Connelly, 608-262-6358, as soon as possible, and not later than Friday, June 11, 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.
Workshop Venue
Memorial Union
University of Wisconsin–Madison
800 Langdon Street, Madison, WI
Guest Services/Front Desk: (608) 265-3000
Directions to Memorial Union
Meals & Refreshments
- Breakfast, lunch, and snacks will be provided each day at the workshop.
- A group dinner will be held at the Memorial Union, Great Hall on Tuesday, June 15.
- Participants will be on their own for dinners on June 13, 14, 16 and 17. Dining options on campus can be found here. Taxi fares to restaurants are not reimbursable.
- If you have any dietary restrictions or special needs, please let us know in advance through the online registration form.
Covid-19 Health Guidelines
Masks and physical distancing continue to be required indoors at this time on the UW campus. Testing and vaccine status are not required for participation. As guidelines are quickly changing, please see the latest health guidance and recommendation updates, here: https://covidresponse.wisc.edu/faq/
Travel Reimbursement Process
- UW regulations require anyone seeking a travel reimbursement to provide a Non-Employee Profile Set-Up Form. If you have filled this out already from a prior UW event, you do NOT need to fill this out again. If you have moved and need to update your profile, submit a Profile Change Form.
Non-Employee Profile Set-Up Form (PDF File)
Non-Employee Profile Change Form (PDF File)
- After submitting the Non-Employee Set up Form, complete the online Travel Expense Reimbursement Form. Please upload any required receipts in one document.
To expedite reimbursement, please return the Non-Employee Profile Set-Up Form, and complete the Travel Reimbursement Request Form, by July 30, 2021. We cannot accept any request beyond 80 days from last day of travel.
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
Meal & Incidental Expense (M&IE) Per Diem
Reimbursement for meals not provided during the conference and for certain incidentals during travel will be paid on a per-diem basis for those requesting reimbursement of meal expenses. First and last travel days are pro-rated at 75% of the per diem. The per diem is also reduced for meals provided by IRP. Participants may not pay for other participant’s meals and request reimbursement for those meals. Receipts are never required for individual meals which are reimbursed as a meal per diem.
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, 608-262-6358.
Logistics/Travel Reimbursement Contact
Dana Connelly, Events Coordinator
Institute for Research on Poverty
University of Wisconsin–Madison
Work Ph. 608-262-6358 | Email: dana.connelly@wisc.edu