Conference Registration

Registration Form

• Register and pay promptly to reserve the conferences, sessions, workshops, and lodging of your choice.
• If the registration fee includes a deposit to hold a hotel reservation, you should pay it and the hotel will subtract it from your final bill.
• Register for any meals pertinent to the trip (round table discussions, seminars or speakers) since you can be reimbursed the actual cost even if the meal is over the meal allowance.
• If the form includes registration for a "night on the town" or other such events, note that such events are considered entertainment and non-reimbursable. You must pay for these events yourself.
• If you register and pay a fee to receive proceedings, list of attendees, etc., claim them as miscellaneous expenses on your travel expense voucher (TEV) when you return.

Payment

1. Procurement Card

Advantages:

• Guarantee on time payment.
• Reduces processing time.
• No request for reimbursement.

May Not Include:

• Social events
• Additional meals not included in the registration fee.
• Lodging, unless the lodging is included in the registration fee as a package deal.
2. UW Individual Travel Charge Card
3. Personal check

Alternative Payment Method

To request payment directly to the vendor:

• Allow 5-10 business days for processing.
• Prepare a purchase requisition .
• Complete the registration form and an invoice voucher/receiving report .
• Send the registration form and the invoice voucher/receiving report to the Accounts Payable . The registration form and payment will be mailed directly to the vendor.
• If applicable, send your own payment for any non-reimburseable fees (e.g., the "night on the town") and a copy of the registration form to the vendor noting that the remainder of the registration fee will be sent separately.

Reimbursement

• If you paid for the registration in advance, you may submit a TEV with proof of payment (i.e. a receipt, a copy of the front and back of the cashed check or a copy of the front of the check along with a bank statement) and request reimbursement before the trip.
• However, if you need to cancel your trip and you already paid for the registration, you may seek reimbursement for the nonrefundable registration only if the reason is due to:
  • UW business
  • Unexpected death of a family member
  • Your own unexpected illness which kept you from taking the business trip or continuing your trip as planned and is not due to your own misconduct.
• You must enter the explanation on your TEV.
• If the registration fee included meals and or lodging, you may not seek additional reimbursement for per diem (meals/lodging) after the trip unless there is an approved business or medical reason for not eating the included meals. This reason must be noted on or attached to your TEV.

• Effective February 1, 2004 the Travel Office will require the registration form and/or conference agenda in addition to proof of payment to ensure that the meals included in the registration fee or any meals that are provided by conference organizers are not reimbursed to the traveler as per diem. The registration form should include a breakdown of the items included in the cost of the conference fee (i.e. meals), dates, and location of the conference.

• If you claimed the registration fee in advance before the trip and are claiming other travel expenses after the trip, you will still need to attach the registration form to the second TEV.
• If the University paid your registration directly to the vendor and you are claiming other travel expenses after the trip, you will still need to attach the registration form to your TEV.

Travel Office
Box 351117
(206) 543-5858
Modified: June 24, 2008