Travel
FAQ
When should I book travel to Philadelphia?
Starting on September 30. All travel must be booked by December 6. See expense details on the Travel page.
What arrangements do I need to handle?
Registration: You must register online by September 13.
Travel: You must book travel through Concur between September 30 and December 6. Please review the Travel page.
Hotel: You do not have to book your hotel. Please read through the Hotel page.
Meals: Please review the Meals and Entertainment page.
When do I need to arrive to Philadelphia?
Programming begins with an informal opportunity to reconnect and have lunch at 12:30 p.m. on Thursday, February 6. All staff should plan to arrive to Philadelphia in time to reach the hotel by 12:30 p.m.
When should I plan to leave from Philadelphia?
Programming will conclude at 1:00 p.m. on Friday, February 7. For staff traveling by air, no flights leaving earlier than 4:00 p.m. should be booked.
How much can I spend on travel and meals?
See the Travel and Meals and Entertainment pages.
Can I check my bag if I’m flying?
No. Pencils Down will not cover checked baggage due to the brief duration of the event. If you plan to check luggage, please do so at your own expense.
Can I upgrade my ticket/seat selection?
No. Payment for seat upgrades (Coach to either Business or First Class) or frequent flyer incentive upgrades are not reimbursable.
I’d like to extend my trip. Can I do that?
This might be possible based on hotel availability. Any nights outside of Pencils Down will be at your own expense or charged to your department’s budget if you’re staying for business purposes. The Pencils Down team will make these reservations for you and you’ll have a chance to indicate an interest in extending your stay when you register.
How early should we leave the hotel to get back to the airport?
Philadelphia traffic is highly variable. To give yourself plenty of time, we recommend departing for the airport 3 hours prior to your flight due to traffic delays on the way to the airport. You should also check Google Maps or Waze leading up to your expected departure times to get the actual estimates.
What’s the budget code for my Pencils Down–approved expenses?
The budget code is 0300850200003.