# Travel Procedures for State Participants

# *\*\*Please note the deadline to register is [Friday, July 30, 2004]{.underline}.\*\**

## General Registration and Travel Information

**How do I register for the Meeting?**

To register, please email Sheila Drake, Event Planner, State Information
Technology Consortium (SITC) by **Friday, July 30** with your full
contact information, decision to attend, transportation method, dates of
arrival and departure, and any special needs. Transportation method
should indicate whether you will be flying to the meeting location or
driving your personal car.

## Contact Information: Sheila Drake, Event Planner for the State Information Technology Consortium (SITC). Phone: (703) 742-7127; Fax (703) 742-7168; Email: <drake@software.org>.

**Will OCSE pay for me to attend the Meeting?**

Yes. OCSE has directed SITC to reimburse expenses for you to attend.
Reimbursable expenses include airfare, lodging, per diem, ground
transportation and parking.

**Where will the Workgroup Meeting be held?**

The guest rooms for the event will be at The Fairmont Hotel in Chicago,
IL. The meeting will take place a few steps away at the Mid-America Club
(See "Hotel/Meeting Location Information").

**When should I plan on arriving and departing?**

The meeting will convene at the Mid-America Club on Thursday, August 26
at 9:00 a.m. The event will conclude at approximately 5:00 pm on Friday,
August 27. You should plan to arrive on Wednesday, August 25 and depart
in the evening on Friday, August 27. *Please note that if travel
schedules dictate different arrival and departure dates, there is some
flexibility.*

**What is the appropriate attire for the Meeting?**

Business casual.

## Transportation (Air)

**How do I make my airline reservation?**

Please call EWA Travel, Inc. to make your airline reservation. Your
airline reservation will be paid directly by SITC. EWA Travel can be
reached toll free at (888) 335-4993. The office hours of operation are
Monday-Friday from 8:00am to 5:00pm PST. EWA Travel can also be reached
toll free at (800) 305-TRIP (8747). Hours of operation for this office
are Monday-Friday from 8:30am to 6:00pm EST. Please tell the agent that
you are traveling to attend the ***National CSE Systems Symposium in
Chicago, IL.*** Please attempt to make airline reservations early.

**Once the airline reservation is made, will I receive a paper airline
ticket?**

No, an e-ticket will be issued.

## Hotel/Meeting Location Information

**What is the name, location, and contact information for the hotel?**

The Fairmont Chicago

200 North Columbus Drive

Chicago, Illinois 60601

312-856-1032

<http://www.fairmont.com/chicago/>

**What is the name, location, and contact information for the meeting
facility?**

The Mid-America Club

200 East Randolph Drive, 80^th^ Floor

Chicago, Illinois 60601

[www.midamclub.com](http://www.midamclub.com/)

Walking directions to the Club from the hotel are available from the
hotel staff.

**Do I need to make my own hotel reservation?**

No, a hotel reservation will be made for you. In order to confirm your
hotel reservation, please register by **Friday, July 30** (See "How do I
register for the meeting?").

**Can I add personal travel onto my business trip?**

If you would like to extend your stay in Chicago, please note that in
your registration email and every effort will be made to secure hotel
space for you. Any additional nights you stay for leisure travel will be
billed to your personal credit card.

**Will I receive a hotel confirmation number?**

Yes. However, the hotel confirmation number will not be available [3
days]{.underline} before the event.

**Why do I have to provide a credit card?**

The credit card will be used to bill incidentals such as long distance
calls, room service or movies. The cost of the room and all taxes will
be billed to OCSE / SITC for the nights associated with the event. Any
additional nights you stay for leisure travel will need to be billed to
your personal credit card.

**Can you provide more information about the hotel and surrounding
area?**

The Fairmont Chicago Hotel is a Four Diamond luxury hotel located above
Grant Park and Chicago's impressive lakefront. Guest room amenities
include TV, voice mail, data port, multi-line phones, mini-bar, iron /
ironing board, AM/FM alarm clock, hair dryer, full bath amenities,
bathrobes, and individual climate control. The guest services and
facilities include a concierge, business center, gift shop, and
restaurants. Check-In is at 3:00 pm and Check-Out is at 1:00 pm.

**[Ground Transportation]{.underline}**

**What public transportation methods are available from the airport?**

No. However, taxi service is available and reimburseable. In addition,
The Fairmont Chicago uses Continental Airport Express shuttle service.
The cost from O'Hare for this service is approximately \$20 and \$15
from Midway. Shuttle service for both airports is located on the Baggage
Claim Level (Follow signs). Reservations are not required.

**Is a rental car reimbursable?**

No. Reasonable ground transportation costs through other means (taxis,
shuttles, etc.) will be reimbursed.

**Can I drive my personal car?**

You can be reimbursed for mileage (37.5 cents per mile) and hotel
parking fees only if the cost to drive is equal to or less than the cost
of airfare and ground transportation fees. For cost comparison, you will
need to contact EWA Travel (See "How do I make airline reservations?")
to get a copy of what the tentative itinerary would be and the
respective cost if you were to fly and then submit that with your
personal driving costs.

**What are the driving directions to the hotel and associated parking
costs?**

Please contact the hotel directly to obtain specific driving directions
from your origination point. The hotel provides valet parking for
overnight guests at \$34 per day. This cost is reimbursable if driving
your own vehicle to the event.

### Expenses / Reimbursement

**What types of expenses are reimbursable?**

Round-trip coach airfare, lodging for the approved nights, parking at
your home airport, mileage/ground transportation from your home to the
airport, meal and incidental expenses (M&IE) per diem, tips for ground
transportation and hotel staff, ground transportation to and from the
airport and hotel, and mileage and hotel parking if driving your
personal car. Rental car costs will [not]{.underline} be reimbursed.

Other costs may or may not be reimbursable. Pre-approval must be
received by Sheila Drake, Event Planner, SITC for any other costs
associated with this event.

**How will I be reimbursed for expenses?**

At the meeting, you will be provided with a package that will include an
expense reimbursement form with detailed instructions on completing the
form. You will then be asked to save your receipts EXCEPT for food; your
per diem will cover those expenses. On the **next business day** upon
your return home, fax copies of the receipts along with the
reimbursement form to Sheila Drake. We will process and mail you a check
*(check issuer: "Software Productivity Consortium")* for your expenses
within 14 working days after the receipt of your completed reimbursement
form. Note that a completed reimbursement form includes an accurately
completed form with your signature and all necessary receipts.

**What are the federal per diem rates for meals and hotel
accommodations?**

The Federal per diem rate for meals and incidental expenses is \$51 per
day for the Chicago, IL area. You are allowed \$10 for breakfast, \$12
for lunch, \$26 for dinner and \$3 for incidental expenses.

The lodging rate for this event is the government room rate of \$155 per
night with sales tax of 14.9%. Thus, the maximum cost per night is
approximately \$178. SITC / OCSE will be billed directly for room and
tax charges for the official nights associated with the event.
Additional nights for personal travel will be charged to your individual
credit card. You must make your hotel reservations through Sheila Drake.
(See "How do I register?")

## Tourist Information

<http://www.chicago.il.org/default.html>