Destination Denver

QUESTIONS

Below is a list of questions and answers that may help you in the planning process (please read this page in its entirety for critical information). Please click here when you are ready to schedule your flight...

How do I arrange my travel?

On the website you will see a list of pre-selected flights from which you can select your preferred flight times. Discuss with your manager whether you should fly to Denver on Thursday or Friday morning. You may return either late Friday or Saturday.

May I extend my stay?

Yes. The website will allow you to either book selected flights or if you would like to extend your stay, the website will include a phone number so you can contact the travel agency directly to make arrangements. Please note that airport transportation will only be provided for the pre-selected flights. If you book outside those flights, you will need to make your own airport transportation arrangements.

Do I pay for my own airline ticket or hotel room?

No. Your airline ticket, hotel room and airport transportation (for group flights) are covered by Abacus. Upon check-in at the hotel, you will need to provide a credit card to cover incidentals (incidental costs include mini bar charges, restaurant charges, etc.)

Can I bring someone with me (spouse, partner, family, friend)?

Yes. Please note, though, that their airline, airport transportation, or additional hotel room costs will not be covered by Abacus.

Can I come early and work from the Broomfield office?

Please check with your manager to determine if there is a business need.

Can I fly out from Midway?

Due to airline negotiations, Abacus is paying for flights that leave from O’Hare.

If I don’t have a corporate credit card, how do I pay for the trip?

You will not see any costs from your airline ticket, your hotel room, or airport transportation. Costs you will need to cover (but for which you will be reimbursed) include transportation to and from O’Hare, local airport parking, and some meals.

Will I have any free time on this trip?

It really depends on your travel schedule. The Launch event is tentatively planned to begin at 1:30 p.m. and end at 5:00 p.m. on Friday.

Do I have to go?

We are definitely encouraging everyone to attend this event and are making extensive arrangements so that you can, including closing operations during the Launch Event. If you have any concerns, please speak with your manager about your specific situation.

Where are we staying?

We are staying at the newly-opened Hyatt Regency Denver at Colorado Convention Center. Click here for more information.

Can I stay somewhere else?

We would prefer that you stay with the group, as hotel arrangements are being made and special rates have been secured for Abacus employees.

How do I get to the hotel once I arrive in Denver?

Based on your airline schedule, Abacus is coordinating your airport transportation. Upon arrival into Denver International Airport (DIA), please proceed to your appropriate baggage claim area where you will be met by a uniformed representative holding an Abacus sign. You will be escorted to your transportation to the Hyatt Regency Denver. Transportation from the Hyatt back to DIA will also be arranged for you. Details about your pick up time will be provided upon check-in at the Hyatt.

What should I pack? What should I wear?

The Launch will be business casual. April temperatures in Colorado average in the high 40’s (for more information, click here). We recommend you ‘dress in layers’ providing you with the most flexibility.

How do I find other fun stuff to do in Denver?

Check out our page that provides information on Denver and related links.

May I see the new Lafayette office?

The Broomfield office is moving to the new office in Lafayette on April 21^st and will not be available to see at this time.

May I rent a car?

If you are bringing family and/or friends, you will need to provide their airport transportation and may need to rent a car. If you are traveling to Denver only for the Launch, Abacus is providing airport transportation and you will not need to rent a car. If you are unclear about your specific situation, check with your manager.

May I choose flights other than those outlined on the website?

You may, but because we have negotiated rates with the airlines for the pre-selected flights, we ask that you select a flight from the list when it makes business sense. If you need to travel outside of the pre-selected flights, the website will have various options for your consideration and will also provide you with a contact number at the travel agency.

How far is the Colorado Convention Center from the Hyatt Hotel?

The Hyatt Hotel where you will be staying is directly across the street from the Colorado Convention Center.

How do I pay for my meals? What are the guidelines?

Employee Meals - Individual
All individual employee meals purchased out of a town should be documented here. Employees are allotted a total of $50/day for meals out of town Only the actual meal amounts will be reimbursed, as the company does not give a per diem allowance.

What other charges can I expense?

Parking and Toll Charges
All employee parking while visiting clients and during overtime work hours (weekends) are reimbursable. If it is less expensive to park at the airport than to pay for transportation, or visa versa, the least expensive alternative should be used. A description of the business purpose is required. The company will not reimburse for gasoline, parking fines or tickets, towing, auto repairs, or everyday commutes to office where the employee works.

Personal Automobile Use
Reimbursement for use of private vehicles will be at the currently published rate per mile of $0.445. Reimbursement for employees in other countries will be at the applicable government agency rate. Charges for auto mileage should be fully explained in the expense report, showing miles traveled. Normal commuter mileage from the traveler’s home to their office should be deducted. Personal vehicles used on Company business must meet minimum legal insurance requirements. Repairs and maintenance of personal automobiles are a non-reimbursable expense.

Will I have access to email and online Abacus systems?

We are setting up an internet café at the Hyatt Hotel where Schaumburg employees who travel to Denver on Thursday may work on Friday morning. If you have a laptop, please bring it. If not, please notify Stacy Volpe at svolpe@abacus-us.com we can ensure you have a workstation.

Can I make it a ‘day-trip’?

Absolutely!

May I change my flight after I book it?

With written approval from your manager.

Who should I contact if I have more travel-related questions?

Stacy Volpe at svolpe@abacus-direct.com or, for specific flight-related questions, contact Polk Majestic’s Travel Manager: Jim Herman at jherman@polkmajestic.com.