Registration fees are reimbursable when required for participation in a workshop, seminar, convention or conference, which an employee is authorized to attend as an official representative of the Institute.
Fees for activities such as sight-seeing, field trip, or banquets are not reimbursable. Any fees representing official activities must be justified in writing as to the business purpose of the event/activity.
Payment for registration fees will be made in one of three ways:
- Procurement Card (PCard) - the preferred method of payment and a best practice;
- Reimbursement to the traveler via the submission of an expense report in the Institute's Financial System;
- Submission of a Supplier Invoice Request (SIR) via the Institute's Financial System.
Reimbursement requests made via the submission of an expense report must be supported by a paid receipt or copy of the check, or a bank statement showing check date and amount. A registration form/brochure indicating the conference name, dates and cost must accompany the request. Any part of a registration fee applicable to meals will be reported as a meal expense, if the cost can be identified. Otherwise, if meals are included as part of the registration fee, those meals should not be claimed as per diem meal allowances.
Prepayment using the PCard should be supported by a copy of the completed registration form and a copy of the e-receipt if using the PCard.
Prepayment of registration fees is supported with the submission of a SIR in Workday for payment via check, or payment should alternatively be made via PCard, which is preferred. In situations where the PCard cannot be used or prepayment is out of pocket, and submitted for reimbursement in advance of the event, department financial administrative managers are responsible for ensuring employees participate in the event.