FAQ's

Who gets to spend the night?

  • Based on feedback from previous ASR results and a 1.5-day agenda, everyone is invited
    to spend the night on Wednesday and Thursday regardless of their physical location. This
    is meant to facilitate connections, reduce back-and-forth travel (reducing our carbon
    footprint), and reduce risk since there will be alcohol at the Wednesday night social and
    dinner. All food and beverages will happen at the hotel to reduce transportation
    coordination.

Can I spend the night on Wednesday even if I’m “local to San Francisco” (e.g. within 20 miles)?

  • Yes. We know that some people will want to return home to take care of kids, pets, etc.
    If you’d prefer to stay the night regardless of proximity to the hotel, please do so and
    indicate in the survey accordingly.

Is carpooling an option?

  • Yes, Mike will make a post on Yammer under the Leadership Team & Agency channel to
    create a space for folks to connect regarding carpooling.

Are there events on Friday?

  • No, Friday is strictly a travel day, especially for those on the east coast who need to get
    home. Everyone is welcome to spend the night Thursday or go home to their families
    that evening, however.

How should hourly employees handle hours they are present over 8 for this function?

  • There have been some questions on how the timesheets should be filled out for the All
    Staff Retreat for hourly (non-exempt) employees. To clarify, hourly employees should
    record their attendance for the meeting including lunch, plus their travel time to and
    from the meeting. Travel time should be calculated by adding the time from/to home
    and minus your normal commute time to/from your regular place of work for
    Distribution and SV office staff.
    •  As an example, any hourly employee who drives from the Watsonville Distribution site
      would add the travel time for the round trip (Watsonville DC to Oakland about 1.5 hours
      for each way for a total of 3 hours). This would be added to the time allotted for the
      meeting including lunch. On the timesheet, they would record 8.5 hours of regular time,
      plus any overtime incurred from the meeting and/or travel. Please check with Nadia in
      Payroll should you have any questions on how to complete your timesheet.

What do I get reimbursed for?

  • Per diems
    • Provided for March 1st and March 3rd only
    • Per diem amount of $59.25 per day for food and non-alcoholic beverages
    • Itemized receipts will need to be sent to accountspayable@etr.org
  • Mileage
  • Transportation from home to hotel if less than 20 miles (uber, lyft, etc.)

How do I book flights?

  • Three options: 
    • Your requested virtual credit card
    • Meeting Masters (on this ASR registration website)
    • Supervisor with Org Credit Card 
  • Budget: $500 including checked bags -**if flight is above $500, please reach out to Mike

How do I get an ETR Credit Card to use for per diem or flight purchase? 

  • Physical Card- takes 2 weeks to arrive
    • Will require you setting up an account and working with Finance for a tutorial
  • Virtual Card- This is ETR’s preferred method 
    • Will require a brief phone call with Crystal for the authentication code
    • Email itemized receipts to expenses@etr.org 
    • Preference: send receipts as you spend
    • If location does not accept tap to pay, you can submit expense through reimbursement form
    • Send to manager for approval and then accounts payable
  • Request card through: https://etr.formstack.com/forms/credit_card_request

How do I add a virtual card to my virtual wallet on my phone?

Is there a hotel shuttle from the airport? 

  • Yes, free 5-minute shuttle from airport
REGISTER NOW

The deadline to submit your registration is no later than January 31, 2023