Office
of Accounting
|
Office
of Accounting |
Registration Fees |
 |
7.1 | Reimbursement |
| 7.1.1 | Fees
or charges for attendance at conferences, meetings, seminars, and/or workshops,
as well as event related materials, are reimbursable expenses to the traveler.
Reimbursement for registration fees at meetings or conferences is allowable
and must be supported by an original receipt. Travelers should verify acceptable
payment methods with the conference organizers prior to the registration
due date. Registration fees should be charged to the traveler's corporate
travel card or the State of West Virginia Purchasing Card whenever possible.
For those individuals using the State Purchasing Card for registration fees,
a copy of the VISA charge receipt must be attached to any Travel Expense
Settlement Form submitted to the University Accounting Offices.
Registration
fees in the amount of $2,000 or more must have approval by the departmental
Vice President and the Senior Vice President for Finance. |
| 7.1.2 | The traveler will not receive an allowance or reimbursement for lodging or meals included in registration fees. |
| 7.1.3 | If a cancellation charge is incurred, the charge is reimbursable if the traveler is directed by the appropriate Vice President, Dean or Director to change her or his travel plans, or if other extenuating circumstances arise and are approved by the appropriate Vice President, Dean or Director. Charges incurred due to the failure of the traveler or the traveler’s representative to notify the event sponsor will be considered a personal expense to the traveler. |
|
7.2 | Receipts |
| 7.2.1 | Receipts are required for reimbursement. The receipt/documentation provided by the event sponsor shall be sufficient for reimbursement. Travelers are reminded to adjust meal reimbursement requests for meals which are included in the registration fee (See Section 6.1.2). |
|
7.3 | Direct Billing |
| 7.3.1 | Registration fees can be direct billed to the University, if the sponsor does not accept the traveler’s corporate travel card. Direct billing requires the event sponsor to: 1) accept a university purchase order, and, 2) submit an invoice to the University Accounting Office for payment. A copy of the registration receipt or proof of attendance must be attached to the traveler’s final expense account settlement form. |
| 7.3.2 | Registration fees requiring payment in advance (where the conference does not accept traveler’s corporate card AND will not accept a purchase order in advance with invoicing to be paid after the conference) can be made providing an exception is granted by the Vice President for Finance. Required documentation includes a statement from the event sponsor stating that neither the traveler’s corporate travel card nor a university purchase order will be accepted for payment. |
| 7.3.3 | Direct billing may not be available if personal travel is combined with business travel. |
Send email to the University Accounting Offices! |
Copyright ©1997 Marshall University |