GUEST TRAVEL POLICY & INFORMATION
We look forward to hosting our invited guests at the Conference on “Improving the Generation and Uptake of Medical Evidence: Implications of ORBITA” being held at Yale University on May 29-30, 2018. As a guest participant in this conference, ISPS will be covering the cost of your travel and lodging expenses. Please see the detailed information below and complete the Guest Participant Registration Form by Friday, April 20 to guarantee lodging and other logistics for the conference.
For questions and assistance as you plan your trip to Yale, please contact ISPS Event Coordinator Pam Greene by email or by office phone at 203-432-3052.
The venue for this invitational conference is the Yale Institution for Social and Policy Studies located at 77 Prospect Street, New Haven, CT 06511. The conference will take place in Room A002 (lower level).
Lodging for this event has been reserved at The Study at Yale Hotel located at 1157 Chapel Street, New Haven, CT 06511. Rooms are available for the evenings of Tuesday, May 29 and Wednesday, May 30. Please confirm your lodging needs by completing the Guest Participant Registration Form by Friday, April 20. For questions regarding lodging, please contact Pam Greene who will be submitting the final rooming list for the conference.
Conference guests have two options for making travel arrangements:
- Guest speakers may arrange and purchase their own travel, and be reimbursed based on the submission of dated, original receipts after the trip has been completed.
- Reservations for air travel and Amtrak train travel can be made using our online booking tool on Egencia and all charges will be direct billed to our Yale account. Please contact Pam Greene for information on how to set up your temporary guest user account.
TRAVELING TO YALE
New Haven is serviced by the Tweed/New Haven Airport which is a convenient 10-minute taxi ride to the Yale campus and has daily flights connecting to/from Philadelphia on American Airlines. Other alternatives are Hartford/Bradley International Airport (approx. 1-hour driving time to Yale), or the New York City area airports (La Guardia or JFK approx. 2-2.5 hours driving time).
Yale will pay/reimburse for economy class air travel only, and we encourage you to make your flight reservations early to get the best fares. Generally, Yale University does not reimburse travelers for trip cancelation insurance.
Amtrak Train Travel
Amtrak (1-800-USA-RAIL / 1-800-872-7245 or www.amtrak.com) is available along the northeast corridor from Boston, New York (Penn Station), or Washington, DC – and points in between – to Union Station in New Haven. Note: if you purchase Amtrak tickets yourself, Yale will not reimburse charges for upgrades to first class; you will be responsible for covering the additional cost.
Commuter Train Travel from NYC on Metro-North
More frequent commuter train service is available between Grand Central Station in New York City and Union Station in New Haven. Call Metro North Railroad at 1-800-638-7646 or visit their web site at http://as0.mta.info/mnr/schedules/sched_form.cfm for times and fares.
Connecting Ground Transportation
If you are flying into Tweed New Haven Airport or taking a train into New Haven Union Station, you will find a queue of taxis waiting just outside to take you to your hotel or to the Yale campus (approximately 5-10 minutes from Union Station, or 15-20 minutes from Tweed Airport).
If you are flying into Bradley Airport or one of the New York City area airports (LaGuardia, JFK, or Newark), please contact Pam Greene to make reservations with a Yale preferred car service (direct billed to Yale), or to approve car rental if you prefer to drive and park at the hotel.
In the case of car rental, Yale will reimburse for the rental fee and gasoline if original, itemized receipts are submitted. Travelers should rent the most economical (compact or midsize) vehicle consistent with business needs and travel circumstances. Please approve the car rental in advance with Pam Greene.
Personal Automobile Travel
If you are driving to New Haven in your own vehicle, car mileage will be reimbursed at a rate of $.545 per mile. Note that there is a limit on vehicle reimbursement of no more than the economy-class airfare of a similar trip.
It is recommended that you park your car at the hotel and either walk or take a taxi to ISPS because parking on the Yale campus is difficult. If you must park on campus, please contact Pam Greene for options.
Local Ground Transportation
Taxi service in New Haven is available through Metro Taxi by calling 203-777-7777. Please call at least 20 minutes in advance for a timely pick up.
UBER and/or LYFT are also available in New Haven as reliable sources of local ground transportation.
Claiming Travel Reimbursement
Please save all original travel receipts and submit them with your reimbursement request. Link to the ISPS Travel Voucher to download and print a form for recording travel expenses and providing payment information to submit with your receipts. Please submit your reimbursement request within 10 days after completing your trip.
You may send your reimbursement request via email to Pam Greene as a scanned PDF attachment or via U.S. postal service to the following address: Pamela Greene, Yale University – ISPS, P.O. Box 208209, New Haven, CT 06520-8209.
Special Note Regarding Citizenship
If you are not a citizen of the U.S. or a permanent U.S. resident/green card holder, please inform Pam Greene before you travel. You will need to complete special paperwork to receive a travel reimbursement payment from Yale. We will also need copies of your passport and visa documentation to submit with your request.