University of Wisconsin–Madison
June 17–20, 2019
Agenda
The Institute for Research on Poverty’s Summer Research Workshop will begin on Monday, June 17, at 12:00 p.m. and will adjourn at 2:00 p.m., Thursday, June 20. The workshop will be held at Grainger Hall, Room 2339 (975 University Avenue) on the UW–Madison campus.
View the 2019 Summer Research Workshop Agenda.
Workshop Registration
In order to book hotel accommodations and ensure preferences are taken into account, please complete the online Workshop Registration form, no later than Friday, May 3, 2019.
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.
Air Travel
IRP will pay the travel expenses of participants traveling from within the U.S. or from Canada, subject to University regulations. If you are requesting IRP to cover your travel expenses, we ask that you plan to spend at least two full days at the workshop. You must book your ticket through the University’s contracted travel agency, Fox World Travel, by May 21. 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. If you have grant funding that can partially or fully support your trip, we would appreciate your using that support.
Note: Travel that is not arranged through Fox World Travel cannot and will not be reimbursed.
Please keep the following in mind when making your travel plans:
- Arrivals on the morning of Monday, June 17, are anticipated and encouraged, taking into account the workshop start time of 12:00 p.m.
- Departures should be scheduled for the late afternoon on Thursday, June 20, taking into account the workshop’s conclusion of 2:00 p.m.
- It is about a 15 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.
Ground Transportation
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 an explanation for mileage in excess of the most direct route. Reimbursement is limited to the lowest cost means of transportation.
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. UW–Madison car rental contracts must be used for reserving vehicles. Vehicles not rented through the UW National or Enterprise contracts cannot be reimbursed. Reimbursement is limited to the lowest cost means of transportation, including air travel.
Parking/Tolls: Receipt is only required if the claim exceeds $25.00.
Airport Shuttle: 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 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 Madison Concourse Hotel, available for three nights: Monday, June 17 through Wednesday, June 19. 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 the end of May.
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), due to long travel times to/from Madison.
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. 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 14, 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 (entrance on Dayton Street). The current rate is $15.00 per night. Parking spots are first-come, first-served. Additional parking may be available across the street at the State Street Capitol ramp (214 N. Carroll Street).
Workshop Venue
Grainger Hall
University of Wisconsin–Madison
Room 2339
975 University Avenue
Madison, WI 53706
Conference Services: 608-262-8679
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). See additional links below for further information:
- Real time UW campus lot availability can be found here: Visitor Lot Availability
- Map from Madison Concourse Hotel to Grainger Hall
- University of Wisconsin–Madison Campus Map
Participants are expected to walk between the hotel and workshop venue. It is an approximately 17-minute walk between the hotel and Grainger Hall. If you require transportation between the hotel and Grainger Hall, please contact Dana Connelly, 608-262-6358, by June 3, so special transportation arrangements can be made.
Meals & Refreshments
- A group dinner will be held at the Fluno Center (601 University Avenue) on Tuesday, June 18.
- Breakfast, lunch, and snacks will be provided each day at Grainger Hall.
- Participants will be on their own for dinners on Monday, June 17 and Wednesday, June 19. Please see a list of local Madison restaurants for dining options. 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.
- 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 travel 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. No meal receipts are required. Participants are asked to refrain from paying for other participant’s meals and requesting reimbursement for those meals. Doing so will complicate and may delay the reimbursement process.
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.
Nonemployee Profile Set-Up Form (PDF File)
Non-Employee Profile Change Form (PDF File)
Travel Reimbursement Request Form (PDF File)
To expedite reimbursement, please return the Non-Employee Profile Set-Up Form, the Travel Reimbursement Request Form, and receipts by July 25, 2019. Reimbursement usually takes 3–4 weeks after we receive your form and receipts. Please send the forms and required receipts to Dana Connelly, full contact information is below.
Receipt Requirements
Travelers are responsible for providing receipts as follows; scanned receipts are acceptable:
Any Expense Regardless of Amount
- Airline or 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
As a reminder, if you are requesting IRP to 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, 608-262-6358.
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