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Guidelines for Registration, Travel and Reimbursement Knights of Columbus College Council Conference

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Guidelines for Registration, Travel and Reimbursement Knights of Columbus College Council Conference GUIDELINES FOR REGISTRATION, TRAVEL AND REIMBURSEMENT KNIGHTS OF COLUMBUS COLLEGE COUNCIL CONFERENCE OCTOBER 1 – 3, 2010 | NEW HAVEN, CONNECTICUT Each college council may send one (1) student representative to the College Council Conference at the expense of the Supreme Council. Councils that recruited five new members between January 1st and June 30th may send two (2) student representatives to the conference at the expense of the Supreme Council. A list of qualifying councils is appended to this document.1 Priest-chaplains may also attend at the expense of the Supreme Council. Financial secretaries who have not attended a College Council Conference in the past three years may also attend at the cost of the Supreme Council. Councils may send up to five (5) student “visitors,” who attend the conference at their own expense. Please complete the registration form for the College Council Conference. No unregistered guests will be permitted to attend conference activities. Upon submission of this form, accommodations will be reserved for you at the Omni New Haven Hotel at Yale. TRAVEL ARRANGEMENTS You are responsible for making your own travel arrangements. Please follow the guidelines below when purchasing tickets, etc. to reduce costs. Airline tickets must be purchased by September 16, 2010. If you plan to travel by air, please use a travel search engine (e.g. Kayak.com) to purchase airline tickets. These sites aggregate the information from airline websites and discount travel sites (e.g. Expedia.com, Orbitz.com, Travelocity.com, etc.) to find the best prices available. To reduce costs, we encourage you to fly into one of the following major tri-state area airports: John F. Kennedy International Airport (JFK) in Queens, New York City; LaGuardia Airport (LGA) in Queens, New York City; Newark Liberty International Airport (EWR) in Newark, New Jersey. Detailed directions from each of these airports to New Haven may be found below. Subject to train schedules and road traffic, a one-way trip from one of these airports to New Haven will take approximately three hours. Please plan accordingly and give yourself plenty of time to arrive in time for Friday evening’s activities or make your departing flight on Sunday. Plan to arrive in New Haven by 6:30 PM on Friday (Oct. 1), and to depart from New Haven no earlier than 12:00 PM on Sunday (Oct. 3). Directions from John F. Kennedy International Airport (JFK) Upon arrival at the airport, use the New York Airport Service express bus to travel to Grand Central Terminal in Manhattan. Transit time between John F. Kennedy International Airport and Grand Central Terminal is approximately one hour. Upon arrival at Grand Central Terminal, purchase a ticket to New Haven for the Metro- North Railroad. Transit time between Grand Central Terminal and Union Station in New Haven is approximately one hour and forty-five minutes. Upon arrival at Union Station in New Haven, please take a taxicab to the Omni New Haven Hotel at Yale (155 Temple Street). Directions from LaGuardia Airport (LGA) Upon arrival at the airport, use the New York Airport Service express bus to travel to Grand Central Terminal in Manhattan. Transit time between LaGuardia Airport and Grand Central Terminal is approximately forty-five minutes. Upon arrival at Grand Central Terminal, purchase a ticket to New Haven for the Metro- North Railroad. Transit time between Grand Central Terminal and Union Station in New Haven is approximately one hour and forty-five minutes. Upon arrival at Union Station in New Haven, take a taxicab to the Omni New Haven Hotel at Yale (155 Temple Street). Directions from Newark Liberty International Airport (EWR) Upon arrival at the airport, use the Newark Liberty Airport Express bus to travel to Grand Central Terminal in Manhattan. Transit time between Newark Liberty International Airport and Grand Central Terminal is approximately forty-five minutes. Upon arrival at Grand Central Terminal, purchase a ticket to New Haven for the Metro- North Railroad. Transit time between Grand Central Terminal and Union Station in New Haven is approximately one hour and forty-five minutes. Upon arrival at Union Station in New Haven, take a taxicab to the Omni New Haven Hotel at Yale (155 Temple Street). METRO-NORTH RAILROAD The Metro-North Railroad is a commuter rail system. When traveling from New York to New Haven, peak (i.e. rush hour) fares apply in the morning until 9:00 AM and in the evening from 4:00 PM to 8:00 PM. When traveling from New Haven to New York, peak fares apply in the morning until 9:00 AM. The peak fare for one-way travel between New York and New Haven is $18.50; the off-peak fare is $14.00. We encourage you to purchase your tickets in the station, as fares are much more expensive if you purchase your tickets from the conductor on the train. More information on the Metro-North Railroad may be found on the Metropolitan Transit Authority website: http://mta.info/mnr/ NEW YORK AIRPORT SERVICE The New York Airport Service provides safe and reliable transportation between destinations in Manhattan and the New York City airports. Upon arrival at the airport, proceed to the New York Airport Service bus stop, which is located outside baggage claim at every terminal. Tickets may be purchased online, or on the bus. For more information, please consult the New York Airport Service website: http://www.nyairportservice.com/ From LaGuardia Airport to Grand Central Terminal, one-way fare is $12.00; round-trip fare is $21.00. From John F. Kennedy International Airport to Grand Central Terminal, one-way fare in $15.00; round-trip fare is $27.00. NEWARK LIBERTY AIRPORT EXPRESS The Newark Liberty Airport Express provides safe and reliable transportation between destinations in Manhattan and Newark Liberty International Airport. Upon arrival at the airport, proceed to the bus stop, which is located outside baggage claim at terminals A, B and C. Near Grand Central Terminal, buses load and drop-off at 120 E. 41st Street, between Park Avenue and Lexington Avenue. The main entrance to Grand Central Terminal is located at Park Avenue and 42nd Street. Tickets may be purchased online, or on the bus. For more information, please consult the Coach USA / Olympia Trails website: http://www.coachusa.com/olympia/ss.newarkairport.asp From Newark Liberty International Airport to Grand Central Terminal, one-way fare is $15.00; round-trip fare is $25.00. REIMBURSEMENT OF TRAVEL EXPENSES Those who attend the conference at the expense of the Supreme Council are responsible for making their own travel arrangements. These costs will be reimbursed after the conference. Any tickets purchased after September 16th – that is, less than two weeks in advance of the conference – must be pre-approved by Supreme Council staff to be eligible for reimbursement. Remember to save your receipts! If you purchase airline or bus tickets online, we encourage you to save a copy of your confirmation e-mail or e-receipt. You may also want to print a hard copy for your records. After the conference, please submit an itemized list of your expenses and copies of your receipts to Michael V. Brewer, College Council Coordinator. Electronic submission is preferred. If you submit your receipts, etc. by e-mail please include your name and the words “College Council Conference Reimbursement” in the subject line. Please submit expense reports to [email protected]. If you prefer to submit your receipts, etc. in hard copy, please mail them to the address listed below. We encourage you to save photocopies of your receipts for your records. Michael V. Brewer College Council Coordinator Knights of Columbus 1 Columbus Plaza, 12th Floor New Haven, CT 06510 Please do not submit your receipts in hard copy during the College Council Conference. 1 The following college councils in the United States qualify to send a second student representative to the College Council Conference at the expense of the Supreme Council: Council No. Name of University ALABAMA 8696 Auburn University ARKANSAS 7787 University of Arkansas, Fayetteville CONNECTICUT 9251 Sacred Heart University, Fairfield 14277 Quinnipiac University, Hamden DISTRICT OF COLUMBIA 6375 Georgetown University, Washington D.C. 9542 The Catholic University of America, Washington D.C. 13242 The George Washington University, Washington D.C. ILLINOIS 2782 University of Illinois, Champaign 8713 Eastern Illinois University, Charleston 11263 Benedictine University, Lisle INDIANA 1477 University of Notre Dame, South Bend 7979 St. Joseph’s College, Collegeville 15058 St. Meinrad Seminary, St. Meinrad IOWA 14977 Drake University, Des Moines 14987 University of Northern Iowa, Cedar Falls KANSAS 4708 Benedictine College, Atchison LOUISIANA 15064 Louisiana State University, Baton Rouge MARYLAND 1965 Mt. St. Mary’s College, Emmitsburg 13295 University of Maryland, College Park 14534 U.S. Naval Academy, Annapolis 15000 Loyola University, Baltimore MASSACHUSETTS 2706 College of the Holy Cross, Worcester 11202 Assumption College, Worcester 14188 Harvard University, Cambridge MINNESOTA 5202 St. Mary’s College, Winona MISSOURI 4561 St. Louis University, St. Louis 7231 University of Missouri, Columbia NEBRASKA 6268 Creighton University, Omaha 13015 University of Nebraska, Lincoln NEW HAMPSHIRE 4875 St. Anselm College, Manchester 15094 Dartmouth College, Hanover NEW YORK 8250 U.S. Military Academy, West Point NORTH CAROLINA 14422 North Carolina State University, Raleigh NORTH DAKOTA 10829 University of North Dakota, Grand Forks OHIO 9804 Franciscan University of Steubenville, Steubenville 15009 Pontifical College Josephinum, Columbus OKLAHOMA 5354 St. Gregory’s University, Shawnee PENNSYLVANIA 4609 Villanova University, Villanova 14047 Pennsylvania State University, University Park RHODE ISLAND 5787 Providence College, Providence TENNESSEE 14341 University of Tennessee, Knoxville 15020 Vanderbilt University, Nashville TEXAS 10624 Texas A & M University, College Station 10790 Stephen F. Austin State University, Nacogdoches 12409 University of Texas, Austin 13523 Assumption Seminary, San Antonio 13940 University of St.
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