Registration Fees
REG 07.65.06
Travel
Authority: Vice Chancellor for Finance and Business
History: First Issued: May 25, 2000. Last Revised: April 7, 2008. Additional History Information.
Contact Info: Small Purchase and Travel Audit Coordinator (919-515-7489)
1. Internal Conferences
Internal conferences are planned in detail in advance, with a formal agenda
or curriculum. There is a written invitation to participants, setting forth
the calendar of events and the detailed schedule of costs.
1.1. Registration Fee and Meal Limitations
1.1.1. No reimbursement for registration fees is allowed for internal University
conferences, conventions, meetings, etc. No payment for meals is allowable
unless overnight travel criteria is met. A routine staff meeting is not an
internal conference.
1.1.2. No excess travel subsistence may be granted for internal departmental meetings,
conferences, seminars, etc., and such meetings must be held in state facilities
when available. No registration fee may be charged.
1.1.3. A department can not use state funds to support or underwrite a meeting,
assembly, conference, seminar, rally, celebration, or similar function by
whatever name called that promotes any causes or purpose other than the mission
and objective of the department.
1.2. Coffee Breaks/Internal Conference
Sponsoring departments may provide refreshments for "coffee breaks" provided there are twenty (20) or more participants and cost do not exceed
four dollars ($4.50) per participants per day.
2. External Conferences
External conferences are those that involve the attendance of persons other
than the employees of a single state department, institution or agency. The
conference is planned in detail in advance, with a formal agenda or curriculum.
There is a written invitation to participants, setting forth the calendar
of events, the social activities, if any, and the detailed schedule of costs.
Registration fees may not include costs of entertainment, alcoholic beverages,
setups, or flowers.
2.1. Registration Fee and Meal Limitations
Registration fees are authorized for each external conference and should
be paid direct to the vendor/provider by the school/department using the Small
Purchase Process. Payment for meals is allowable if included in the registration
fee, but such fee must not consist exclusively of meals or it will not be
allowable unless meeting overnight travel criteria. The Small Purchase number
must be affixed to each supporting documentation prior to submitting to Accounts
Payable.
2.2. Coffee Breaks/External Conferences
Sponsoring departments may provide refreshments for "coffee breaks" provided there are twenty (20) or more participants and costs do not exceed
four dollars ($4.50) per participants per day.
2.3. Meals Included in Registration Fees
Meals included in a registration fee for an external conference, assembly,
or convocation cannot be claimed as a daily meal allowance. Such a meeting
must involve the active participation of persons other than the employees
of a single state department, institution, or agency and must be necessary
for conducting official state business.
2.4. Payment of Registration
A Small Purchase should be processed to request payment of registration fees
(conferences, seminars, workshops, conventions, etc.). Registration fees may
be paid direct to the conference site or reimbursed to the traveler with supporting
documentation/proof of pay prior to the trip. If reimbursement of the registration
fee is requested on the Travel Reimbursement Request form (AP005, AP006 or
Web Application TE, TM, TR), REGISTRATION VERIFIED must be noted or NOT PREPAID
checked on the form. Reimbursements received without the required validation
noted above will be adjusted by the expenses not verified.
2.5. Lump-sum Payments/External Conferences
2.5.1. It is the responsibility of the departments to ensure that reimbursement
for meals included in the lump-sum payment is not also included in reimbursement
payments made to state employees who are conference participants.
2.5.2. Payment will be made only when sponsoring departments submit with the small
purchase an itemized invoice, that has a list of names, and affiliations of
those attending.
3. Registration Fees vs. Fees for Employees Training, Tuition, and
Executive Development
3.1. Registration fees are charged to "travel expense" (Chart of Accounts
expenditure account codes 53119, 53129, and 53139). Fees for employee training,
tuition, workshops and executive development are for education and training
and are charged to "employee educational expense" (Chart of Accounts
expenditure account codes 53951, 53952, and 53953).
3.2. Departments sponsoring training sessions may provide refreshments for "coffee
breaks" provided there are twenty (20) or more participants and costs
do not exceed four dollars ($4.50) per participant per day.
