ONS Travel

HELP US KEEP OUR TRAVEL COSTS LOW!

However you travel, we encourage staff coming from the same city to travel together so you can discuss your ONS experience with one another.

Thank you for helping us keep our travel costs down. Your partnership in this effort will help us keep ONS fees as low as possible.

ARRIVAL & DEPARTURE INFO

When NEW STAFF are to arrive and depart: 

  • Registration will open at the hotel at 2:00pm on June 21, and official programming will begin with dinner at 5:30pm. If you are flying, please plan to arrive at the airport by 3:30 PM to allow for ample transportation time.

  • Plan to depart on a flight that leaves anytime on June 27 (program ends the evening of the 26th).

Full attendance of the entire ONS program is required. Any exceptions to late arrivals, early departures, or skipped sessions must be considered by your Regional Director in conjunction with the Director of ONS prior to registering.

When PROGRAM STAFF are to arrive and depart:

  • Program staff training will begin at the hotel at 4:30pm on June 20. If you are flying, please plan to arrive at the airport by 3:00 PM to allow for ample transportation time.

  • Plan to depart on a flight that leaves anytime on June 27 (program ends the evening of the 26th).

NOTE:  If you are staying after ONS to attend a NISET course, please consult the NISET course info to find out when you can depart. For some courses, you may need to book two separate flights to Madison.

BOOKING YOUR FLIGHT TO MADISON, WI

All ONS attendees (new staff and program staff) must book their flight through our travel agent, Burkhalter Travel, one of two ways:  online or by phone (1-800-556-9286).

Deadline to Book Flight: Wednesday, May 31, 2017

The online form will close on May 31, so if you need to book your flight after that point, you will need to call Burkhalter directly and pay out of pocket. After May 31, ONS will only reimburse up to $400 of the ticket cost, so you will need to submit an expense report for up to $400 of the ticket cost. You will have to pay for the remainder of your flight cost and can bill it to your staff account by submitting an expense report to your supervisor.

Steps for booking online with Burkhalter:

  • OPTION 1:  You already have a login and password with Burkhalter - CLICK HERE
    • Company:  IV Summer Programs 2017
    • Member ID:  Your email address
    • Password:  The password you selected during self-registration.
  • OPTION 2:  You need to setup a new user account - CLICK HERE
  • Search for a flight with the arrival and departure parameters stated above.
  • Once you find a flight that works within the arrival and departure parameters and is decently priced, book the flight and pay using the InterVarsity Credit Card on file option.
  • After you submit your flight, your itinerary will be held by Burkhalter and processed by their agents. If your flight is approved and ticketed, you will receive an email confirmation of the ticketed itinerary.

Steps for booking by phone with Burkhalter:

  • Office Hours:
    • Mondays through Fridays, 8:00 AM - 5:30 PM
    • Saturdays, 9:00 AM - 12:00 PM
  • Call toll-free at 1-800-556-9286. Burkhalter personnel will have all the parameters of when you need to arrive and when you are free to depart from ONS.
  • Tell them you are an InterVarsity staff member attending Orientation for New Staff (ONS), and they will book your flight at an airline contracted rate that will be below all published fares.
  • Burkhalter will email you with an itinerary option. Please respond within 24 hours of receiving your itinerary via email. From the time they quote you a fare, the airline will only be able to hold the itinerary for 24 hours so a quick reply will be greatly appreciated.
  • There is a complimentary Premier Park Hotel shuttle that will run from the airport to the hotel during the afternoon on the day of arrival.

Tips for searching for the best flight:

  • The best day to shop for airfare is Tuesday at around 3:00 PM Eastern time.
  • The best time to buy a ticket is 4-7 weeks in advance.
  • Compare flights arriving and departing out of multiple airports.  
    • Arriving:  Madison (MSN), Milwaukee (MKE), Chicago O’Hare (ORD) and Chicago Midway (MDW)
    • Departing:  If you live close to more than one airport, check out the fares from all of the airports near you.
  • Consider flying into Milwaukee or Chicago and taking a bus to Madison if the difference in the cost of a flight is $200 or more or if the flight to Madison is over $500.
  • Consider flying in a day early if the difference in cost of a ticket is $200 or more.
  • Try booking two one-way tickets instead of a round-trip. Sometimes the cost of two one-ways is cheaper than one round-trip ticket.
  • If a ticket direct into Madison is less than $400, book it! That is a great deal.

DRIVING TO ONS

Plan to carpool with others in your area.

You will be reimbursed the standard mileage rate up to the cost of airfare from your location (including any related travel expenses like meals and tolls). You may submit expense forms during or after ONS.

There is valet parking available at the hotel for guests or commuters. If you are staying at the hotel as a guest, let the valet know when you first arrive that you are checking in as a hotel guest and you are with InterVarsity. They will park your car and the cost will be covered by ONS. If you are commuting to the hotel, let the valet know that you are commuting and you are with InterVarsity. As a commuter, you may incur a parking fee after ONS. Tips for the valet are not reimbursable, but encouraged. 

If you live near or will be driving past Mitchell Airport in Milwaukee or O'Hare or Midway Airport in Chicago and are willing to give someone a ride from the airport to Madison, contact the ONS Operations Team (ons@intervarsity.org).

Directions:

NOTE: The Premier Park hotel is on the corner of South Carroll and West Main Streets on the Capitol Square. The Madison Concourse (for SDT) is located on Dayton Street between Wisconsin Avenue and Carroll Street. If you need more detailed directions, please contact the ONS Operations Team (ons@intervarsity.org).

EXPENSING TRAVEL

Please submit all expenses for travel within 60 days of the date the expense was incurred (per expense reporting guidelines). The account number to charge for ONS is 753542. Email your expense report to ons@intervarsity.org

Download the 2017 Electronic Expense Report HERE