Policy/Procedure: 201.S Registration Fee
Statement of Policy
Registration fees are payments required for admission or attendance for official participation at conferences, conventions, training, or meetings. These functions must be related to University business, and employees are expected to attend as part of their job duties. In most instances, pre-registration and prepayment of registration fees is required.
The university will make reimbursements or advance payments for registration fees for approved functions. Non-business related or optional activities, such as sightseeing tours, golf outings, family activities, etc. are not reimbursable.
When advance payment for a registration fee is requested, documentation must include the name of individual attending, dates and cost of the event, and remittance address for mailing the registration. Whether registration fees are prepaid or paid at the conference or workshop, the registration form and/or conference brochure must be provided when requesting payment or reimbursement. The brochure must show dates, location, title of conference, amount of fee and breakdown of items included in the cost.
Employees are encouraged to take advantage of significant discounts for early registrations when attendance is approved and cancellation would be only in the case of unforeseeable circumstances. When attendance at an event for which registration fee payment has been made is cancelled by the program organizers, it is the responsibility of the traveler to request a refund from the organization. Once the refund is received, prepare a vendor refund form and deposit the check according to the instructions found on the Vendor Refund Form.
Registrations paid directly by the University with a purchasing card, direct bill, or purchase order should be noted on the expense report. If the individual paid the registration fee and is requesting reimbursement on an expense report, an official receipt must be obtained from the conference organization for registration fee expenses claimed in excess of $25.00. The receipt must include amount paid and form of payment.
Contacts
Divisional Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.
Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.