Returning Participant Travel Instructions

Welcome Back! Please make sure and follow these instructions to ensure proper flight booking and travel reimbursements.

Deadlines

  • April 14, 2017

    Your flight will be booked. (Please note that CEEDAR is booking your flight–see below)

  • July 14, 2017

    All travel receipts are due to Shari Ostovar

Hotel Information

westin-michigan-ave

The convening will be held at the Westin Michigan Avenue in Chicago, Illinois. CEEDAR will take care of your reservation and payment. Please do not call the hotel directly with questions. If you have questions, or are planning to personally extend your stay at the hotel in Chicago, email Shari Ostovar at sostovar@coe.ufl.edu.

Questions?

Step-by-Step Instructions

Step 1. Register

 Register online for the convening. Registration must be completed by February 28th.

Step 2. Notify Shari of Address Changes if Necessary

Since you are a returning participant, you already have a UFID form on file, which is required for us to book and pay your airfare. Please notify us of any address changes since last year’s convening sostovar@coe.ufl.edu. The address we have on file is where your reimbursement check will be mailed.

Step 3. Book Flight

Airfare Information

We will book and pay for your airfare. Since the meeting starts June 27th at 3PM, your flight should arrive no later than 1:30PM.  The meeting ends on June 29th at 2:30PM, so your departure should not be scheduled before 5:00PM.  Please note that you may fly into either the Chicago-O’Hare airport (ORD) or the Midway-Chicago airport (MDW).

The preferred way for us to prepay your flight is for you to capture a “screen shot” of your preferred flights and email them to Shari sostovar@coe.ufl.edu. Once Shari purchases your flight, you will get the itinerary via email.  You have 20 hours from the time of the ticket purchase to make changes.  We cannot make changes after that time. Please note that we cannot pay for seat upgrades or travel insurance.

We try to be as flexible as possible with travel preferences, while still considering the budget. Please look for an economical flight. If your preferred flight costs more than $450, we may search for more cost effective alternatives for you to choose from.

We understand that we are booking tickets months prior to the convening and that life situations may arise causing you to cancel your attendance. If you are unable to attend the convening, yet your ticket has already been paid for, it is not possible to transfer plane tickets or get a refund. Instead airlines offer credits, but only to the ticketed passenger. Because of this, you will be responsible for reimbursing CEEDAR for the amount of the ticket if you cannot attend. This will allow you to use it for other travel at a later date.

Reimbursement Information

All travel receipts must be turned in to Shari no later than July 14th, 2017. 

Receipts needed

Need receipts for:

  • Uber, Metro, Taxis (15% tip can be added per taxi trip)
  • Parking
  • Airline baggage fees

Receipts NOT needed

Do not need receipts for:

  • Meals
  • Tips
  • Portage or Baggage. You can give taxi driver or hotel bellman $1 per bag to help you (max 3 bags).
  • Reimbursement is .445 cents per mile.  Miles are computed from your home or work address to the airport and back.

Meals

For meals, you will be reimbursed $36 per day as follows:

Breakfast, $6 (if leaving home prior to 6am)

Lunch, $11

Dinner, $19 (if returning home after 8pm)

For example, if you get home at 6PM, you will only get $17 for that day ($6 Breakfast, $11 Lunch)

If the convening provides any meals, you will not be reimbursed for those – even if you don’t attend the meals.

You can submit your receipts via email following the convening.  We will obtain your signature at the convening so we can process your reimbursement quickly.

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