Travel

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Registration for Student Employees

There are two options to pay a registration for a student employee traveler. 

Option 1: Student employee traveler can pay for the registration and get reimbursed after the trip. 

Option 2: Registration fees can be prepaid by the University directly to the conference/vendor.

Registration fees paid by the student 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.

Please Note: Student travel expenses, while working as an employee of the state, are considered official state business while traveling on behalf of their position and shall be paid from the same source of funds from which the student employee is paid.

Prepaid Registration

If the student employee traveler would like the registration fees to be paid by the university before the travel takes place, we must pay the conference/vendor directly.  A Pre-Approval should have been created and approved by all approvers.  An Expense Report will then need to be created in Chrome River and the conference information (registration form and schedule of registration fees from the conference website) will need to be uploaded into that Expense Report.  The person creating the Expense Report will need to make sure to select the correct vendor with the correct address.  If the Payee needed is not found or the Payee does not have the correct address, the person entering the Expense Report will need to complete a Vendor Setup and Maintenance form and submit it to newvendor@uncw.edu.  If the Payee is in Chrome River but the address needs to be changed, please put the 85 Vendor number on the Vendor Setup and Maintenance form. 

How to Process a Prepaid Registration in Chrome River

In order to create an expense report in Chrome River to prepay the registration you need to complete the following steps in Chrome River once the Pre-approval is approved.

  • Select +New Expense Report
  • Complete the header information on the expense report including the payee
  • Click + symbol at the top middle of the page to open the tiles page, then click on the registration tile
  • Enter the registration information
  • Upload the registration form, agenda, and schedule of registration fees to support the payment
  • Click Submit
  • Apply the pre-approval related to this trip
  • Click Submit again
After the approval process, the expense report will route to the Travel Office to review and approve.  If "Attachment required to be mailed with check" is selected under Check Handling, then the Travel Office will attach the registration form to the check when printed.
 

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Cancellation of a Prepaid Registration

When a trip cancellation involves registration fees that were pre-paid directly to the vendor by the University, the student 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 stating this 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.

How to Reimburse for Registration Expenses

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

  • Receipt showing payment of the registration fee, schedule of registration fees, 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 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 a separate expense report under the student employee traveler and payable to the person who paid. Apply the expense report to the pre-approval related to the travel.  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)

There are two options to pay a registration for a student traveler.

Option 1: Student traveler can pay for the registration and get reimbursed after the trip. 

Option 2: Registration fees can be prepaid by the University directly to the conference/vendor. 

Registration fees paid by the student 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.

Please Note: Student travel cannot be paid out of general funds.

Prepaid Registration

If the student traveler would like the registration fees to be paid by the university before the travel takes place, we must pay the conference/vendor directly. A Pre-Approval should have been created and approved by all approvers.  An Expense Report will then need to be created in Chrome River and the conference information (registration form, agenda and list of registration fees from the conference website) will need to be uploaded into the Expense Report.  The person creating the Expense Report will need to make sure to select the correct vendor with the correct address.  If the Payee needed is not found or the Payee does not have the correct address, the person entering the Expense Report will need to complete a Vendor Setup and Maintenance Form and submit it to newvendor@uncw.edu.  If the Payee is in Chrome River but the address needs to be changed, please put the 85 Vendor number on the Vendor Setup and Maintenance form.

How to Process a Prepaid Registration in Chrome River

In order to create an expense report in Chrome River to prepay the registration, you need to complete the following steps in Chrome River once the Pre-Approval is approved.

  • Select +New Expense Report
  • Complete the header information on the expense report including the Payee
  • Click + symbol at the top middle of the page to open the tiles page and click on the registration tile
  • Enter the registration information
  • Upload the registration form, agenda, and schedule of registration fees to support the payment
  • Click Submit
  • Apply the pre-approval related to this trip
  • Click Submit again

After the approval process, the expense report will route to the Travel Office to review and approve.  If "Attachment required to be mailed with check" is selected under Check Handling, then the Travel Office will attach the registration form to the check when printed.

Cancellation of a Prepaid Registration

When a trip cancellation involves registration fees that were prepaid directly to the vendor by the University, the student traveler's department must check with the vendor to see if the registration fee can be refunded.  If a refund is not given, a comment stating this 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.

How to Reimburse for Registration Expenses

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

  • Receipt showing payment of the registration fee, schedule of registration fees, 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 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 a separate expense report under the student traveler and payable to the person who paid. Apply the expense report to the pre-approval related to the travel.  We will need the paid registration receipt that shows the traveler's name and the name of the person that paid.