ONS Travel

Due to rising fuel costs, flights are becoming more and more expensive to and from Madison. Please do some research before booking your airfare to ensure that you've found the best price and flight option to and from your city. Thank you for helping us keep our travel costs down!

Click here for some common Air Travel Tips!


ARRIVAL & DEPARTURE INFO

NEW STAFF

Registration will open at the hotel at 2:00pm on June 20, 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, though breakfast will be provided on the 27th).

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.

PROGRAM STAFF

Program staff training will begin at the hotel at 4:30pm on June 19. If you are flying, please plan to arrive at the airport by 3:00pm 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, though breakfast will be provided on the 27th).

BOOKING YOUR FLIGHT TO MADISON, WI

BOOK ON YOUR OWN

If you already have a PCard, or if you are able to work directly with your supervisor to book with their PCard, then you are responsible to book your own flight to ONS. 

BOOK WITH A TRAVEL AGENT

If you do NOT have a PCard, and do not have access to one, then we have arranged with a travel agent for you to book through them. Begin that process on the "Booking with Burkhalter" page. 

Deadline to book flight for all NISET Courses: May 15, 2018

Flights booked after the deadline will be reimbursed at a maximum of $400. The remainder will be billed to your staff account.

The Park Hotel offers complimentary hotel shuttle service to and from the Madison airport. When you arrive at the airport, go to the Baggage Claim area. An advertisement board listing local hotels is located on the right, just beyond Baggage Claim 3. The Park Hotel is listed as “Best Western Premier Park Hotel” on the board. Pick up the phone and dial the hotel’s 2 digit code. You will be connected to the hotel’s Bell Station. A van from the Park Hotel will pick you up at the gray bus stop, located near the airport parking deck. Exit the baggage claim area from door 5 or 6 and look across the street and to the left. You will see a bus stop shelter. Once the van arrives, it may not depart immediately for the hotel, as they may meet several different flights that are arriving at the same time.

LOWER YOUR FLIGHT COSTS BY ADDING A BUS OR CAR TRIP

If you are willing to fly to Chicago or Milwaukee and take a bus to Madison to save InterVarsity money, we encourage you to do so, particularly if your flight to Madison will cost over $450 or if the difference in airfare to Madison is $100 or more. If it is more than $100 cheaper for you to fly in the day before your ONS course begins, contact the ONS Operations Team (ons@intervarsity.org) to discuss this option.

From Chicago's O'Hare Airport, we recommend Van Galder Bus Company for service to Madison (up to $30 one-way or $60 round trip, per person).

From Chicago's Midway Airport, we recommend Van Galder Bus Company (up to $32 one-way or $64 round trip, per person). 

From Milwaukee's Mitchell airport, we recommend Badger Bus for service to Madison (up to $23 one-way or $46 round trip, per person).

Additionally, if you live near Chicago or Minneapolis, check Megabus for service from Chicago's Union Station or Minneapolis' Metrodome to Madison, U of Wisc. Megabus tickets to Madison can be as low as $1 or as high as $29, depending on how far in advance you buy them.

Travel time by bus to Madison is about 2 hours and 15 minutes from Milwaukee's Mitchell Airport, 3 hours from Chicago's Union Station or O'Hare, 4 hours from Midway Airport, and 5 hours from Minneapolis' Metrodome. When you disembark from the bus at the Chazen Museum of Art on the UW Madison campus, you will be about a 15-20 minute walk via State Street to the Inn on the Park hotel.

You will be reimbursed the cost of your bus travel as well as your flight costs. Bus tickets purchased online or at Mitchell or O'Hare Airports may be paid for with a credit card. Bus tickets purchased on the bus must be paid for with cash. 

DRIVING TO ONS

From Chicago to Madison
From Dubuque to Madison
From Milwaukee to Madison
From Minneapolis to Madison

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. 

NOTE: The Park Hotel is on the corner of South Carroll and West Main Streets on the Capitol Square. If you need more detailed directions, please contact the ONS Operations Team (ons@intervarsity.org).

GETTING REIMBURSED FOR ONS TRAVEL

REMEMBER: Please submit all expenses for travel within 60 days of the date the expense was incurred (per expense reporting guidelines) in order to be reimbursed. That's 60 days after you have made your purchase - not 60 days from your date of travel.

Submit your expenses on Workday by searching "ONS" in the Cost Center field. If you charge your ticket to a Pcard, when you get your Pcard report, charge the travel to “ONS”, account #753542.