SECTION: TRAVEL INDEX: F-6

SUBJECT: REGISTRATION FEES


POLICY

In an effort to reduce an employee’s expense while traveling, registration fees may be paid in advance by voucher,  procurement card,  or in some instances by the department’s completion of a delegated departmental purchase order form.

PROCEDURE

ADVANCE PAYMENT PROCEDURE FOR REGISTRATION

• Registration Fees may be paid up to 6 weeks (42 days) prior to the start of the conference.

• The department may use one of the following methods for payment:

Purchase Voucher - Complete a purchase voucher (thru the accounts payable system) made payable to the conference.  The body of the voucher must include the dates of the conference, who is attending, the title of conference/seminar, and the benefit to the University.  Any special instructions concerning the handling of payment should be written in the “Payment Comments” block on the voucher.

Procurement Card – Refer to the Online Purchasing Manual for instructions to complete. http://www.uhv.edu/fin/busserv/busserv_ProCard.htm

Note the transaction on the Procurement Card Log. Payment will be processed when bill is received.

Delegated departmental purchase order form – Refer to the Online Purchasing Manual for instructions to complete.  http://www.uhv.edu/fin/purchasing/manual/ddp.htm  

• Receipts for registration fees for seminars and conference are not required when prepaying through these methods, although a copy of the registration form indicating registration cost must be attached to the voucher, procurement card log or departmental purchase order form as support.
• Many organizations will accept a copy of the institutional purchase voucher to confirm conference reservations.  In those cases a copy of the purchase voucher may be faxed along with a copy of the registration form.

Approved:



Signature obtained          10/23/06
Tim Hudson, Ph.D.         Date
President

Next review date: October 2008
Origination: Finance Department