Travel

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Registration for Student Employees

There are two options for paying for a registration. The first option is the traveler can pay for the registration and get reimbursed after the trip. The second option is to have the registration prepaid by the University. Registration fees may be prepaid by the University directly to the conference/vendor. Registration fees paid by the employee/traveler before the trip will be reimbursed after the trip has taken place and travel is completed. Any meals included in the registration fee will be excluded from the traveler's per diem reimbursement, even if the traveler did not attend the meal function.

Prepaid Registration

If the traveler would like the registration fees to be prepaid by the University before the travel takes place, we must pay the conference/vendor directly. All prepaid registration should be entered into Chrome River for payment under Registration.

How to Process a PrePaid Registration in Chrome River

In order to create a check for your registration you need to complete the following steps in Chrome River.

  • Do an expense report choosing the Registration tile and attach the pre-approval for this trip.
  • Upload all the supporting documentation you will need such as the invoice, fee schedule, conference details, ect.
  • Be sure you have chosen the correct payee for the registration.
  • Submit the expense report for approvals and the registration will be sent in the next check run after all the approvals have taken place.

 

photoCancellation of a Prepaid Registration

When a trip cancellation involves registration fees that were pre-paid directly to the vendor by the University, the employee's department must check with the vendor to see if the registration fee can be refunded. If a refund is not given, a comment to that effect must be entered in Chrome River. If a refund is given, the department should take the refund check to the travel office with a memo specifying which travel the check applies to. The travel office will deposit the check to the correct fund and account for you.

Reimbursing for a registration

Reimbursement for a registration that the traveler paid for will be handled as part of the entire reimbursement for the trip. This should be entered in the Chrome River expense report.

Reimbursement should not be requested for registration fees paid for in advance by the University. In order to be reimbursed for the registration fees the following is required.

  • Original receipt showing payment of the registration fee, fee schedule, any additional expenses, and the traveler's name is required.
  • Web receipts are acceptable if they include the same information as above, as well as the name of the organization that received the payment.
  • Include a copy of the conference agenda or brochure that shows whether meals or other expenses were included with the registration fee. Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.
  • If an original paid receipt for the registration is not available, a faxed copy of the receipt from the conference is acceptable with a written explanation from the traveler as to why the fax was necessary.
  • If someone other than the traveler pays for the registration fees, that person will have to be reimbursed for the registration expenses. You will have to create an expense report payable to the person who paid, under the traveler's name. We will need the paid registration receipt that shows the traveler's name and the name of the person that paid.

Registration for a Student (not on payroll)

Th only options for paying for a registration for a student not on the payroll is to have the registration reimbursed after the trip is over. They can pay for the registration and get reimbursed after the trip. Registration fees paid by the employee/traveler before the trip will be reimbursed after the trip has taken place and travel is completed. Any meals included in the registration fee will be excluded from the traveler's per diem reimbursement, even if the traveler did not attend the meal function.

How to Reimburse for Registration Expenses

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Reimbursement for a registration that the student employee or student paid for will be handled as part of the entire reimbursement for the trip. This should be entered an expense report in Chrome River.  In order to be reimbursed for the registration fees the following is required.

  • Original receipt showing payment of the registration fee, fee schedule, any additional expenses, and the traveler's name is required.
  • Web receipts are acceptable if they include the same information as above, as well as the name of the organization that received the payment.
  • Include a copy of the conference agenda or brochure that shows whether meals or other expenses were included with the registration fee. Meals that are part of a registration will be excluded from the travel reimbursement meal per diem, even if the traveler did not attend.
  • If an original paid receipt for the registration is not available, a faxed copy of the receipt from the conference is acceptable with a written explanation from the traveler as to why the fax was necessary.
  • If someone other than the traveler pays for the registration fees, that person will have to be reimbursed for the registration expenses. You will have to create an expense report payable to the person who paid, under the traveler's name. We will need the paid registration receipt that shows the traveler's name and the name of the person that paid.