Institute for Leaders in State Title V CSHCN Programs Workshop
Baltimore, Maryland
May 18-21, 2003
Meeting Logistics

Location:
Inn At The Colonnade
4 West University Parkway
Baltimore, MD 21218
Phone (410)-235-5400
Fax (410) 235-5572

Dates: May 18-21, 2003
Reception: Sunday, May 18, 2003 6:00 pm-8:00 pm
Meeting Start Time: Monday, May 19, 2003, 8:00 am
Meeting End Time: Wednesday, May 21, 2003, 2:30 pm

Travel Arrangements

Hotel Reservations:
Each participant attending this meeting MUST make their OWN hotel reservations.  Make your reservations by calling the Inn at The Colonnade at (410-235-5400).  Ask for a room in the “Institute for Child Health Policy” block at the rate of $139.00 per night.  If you are a federal employee, ask for a federal room rate within the “Institute for Child Health Policy” block of rooms. Each meeting participant should be prepared to reserve and pay for the hotel room with a credit card. If the Institute for Child Health Policy is reimbursing you for your travel, these expenses will be compensated after the meeting.

Airline Reservations:
If the Institute for Child Health Policy is reimbursing you for your travel, you MUST make your airline reservations through Continental Capers Travel Agency by completing the airline ticket request portion in the online registration form.  When you have completed both your registration form and your airline ticket request form, you can click on the “submit” button and this will forward both forms to the Institute for Child Health Policy and to Continental Capers Travel Agency in Gainesville, Florida where your ticket request will be processed. If you have any questions regarding your airline ticket you may call Mary at Continental Capers at 1-800-446-0705.

Other Transportation:

If you plan to use transportation other than airline travel, please contact Mary at Continental Capers at 1-800-446-0705 and notify her of your plans. The Institute for Child Health Policy can not guarantee reimbursement for travel arrangements that are not made through Continental Capers Travel Agency.

Airport Transportation:
Transportation from the airport to the hotel can be done by using the local Airport Shuttle Service. Arrangements can also be made upon arrival by purchasing shuttle tickets in the baggage claim area of the airport. Shuttle prices are approximately $31.00 per person one-way. Shuttle service runs every 30 minutes. For ADA transportation please contact the Airport Shuttle Service prior to your arrival at 1-800-776-0323 or 410-381-2772.

Reimbursement Information:

As part of the State University System of Florida, all travel reimbursement is subject to the rules and regulations of the State of Florida. When you attend the meeting, a folder with the paperwork required for your reimbursement will be given to you. Although we make every effort to expedite your claim, you should allow six to eight weeks for your reimbursement check to be processed and sent to you.

Other Payers

Travel expenses can only be reimbursed to the actual payer. If your agency, employer, or anyone else has advanced any of your travel expenses, the claim for that portion must be processed separately from a claim for any of your own travel expenditures. You must notify us that another payer is involved so we can provide special instructions for that transaction.

Driving/Mileage

Mileage driven on your personal vehicle to and from the meeting and outside your Headquarters city (or from your home to airport and return) will be reimbursed at 29 cents per mile. Mileage can not be reimbursed for more than 750 miles total/round-trip.

Rental Car

Do not rent a car for your travel; if one is needed, you must call our office for assistance. We will make these arrangements for you. The State of Florida only reimburses for rental of certain types of vehicles, for certain purposes, and only when using the contract vendor.

Airfare

When you make airline travel arrangements with Continental Capers Travel Agency, the Institute for Child Health Policy will pay for your ticket. However, if for any reason you wish to make any changes to an airlines ticket after you have approved an itinerary and given permission to the travel agent for the purchase of your ticket, you will be fully responsible for any charges that accrue due to these changes.

Lodging

Your hotel receipt must be for one person in the room at a single rate. If you will be sharing a room with someone, you should first ask the hotel to split your bill - before you check in - and also verify that your receipt will be for one person. When you check out, you should then receive your own individual receipt for your portion of the room expenses. In any case, be sure your receipt indicates the bill was paid in full (balance due = 0) and each claimed night is itemized and rated. This should simplify your reimbursement claim. Note that an advance or “preliminary” invoice you receive in preparation for early or express checkout may NOT fulfill these requirements.

Receipts

Absolutely all receipts must be originals only (no facsimile or photo-copies) and must be submitted for all hotel, parking, taxi fares, road tolls, rental car, airfare and other reimbursable expenses. Since it is not always possible to obtain receipts for certain services (especially baggage and metro), those expenses can be allowed up to various maximum reasonable amounts without a receipt; however, you will need to provide the expense information for the reimbursement to be paid. Please note: receipts are not required for meals since these are paid only at the State of Florida allowance rate for that hour of the day.

Meals

Meal allowances only apply to travel outside your Headquarters city. Meals - if NOT provided by the meeting sponsor during the official meeting dates and times - will be reimbursed at the applicable State of Florida travel rate. Do not submit meal receipts; your departure and arrival times will be used to determine which meals you are eligible to be reimbursed for. Meal reimbursement rates are:  Breakfast - $3    Lunch - $6     Dinner - $12

Special Needs

The Institute for Child Health Policy works hard to ensure that only fully accessible locations are used for all Institute sponsored events. Please do not hesitate to advise us of any dietary restrictions, language barriers, requirements for large-print written materials, auditory amplification, wheelchair access, or any other needs you may have.

Child Care

The Institute for Child Health Policy is NOT able to reimburse child care costs under any circumstances.