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Prepaid Registrations

The Visa travel card may be used to prepay conference registration expenses.

If the traveler chooses to pay the registration with a personal credit card, payment of the registration expense is reimbursed when the traveler returns from the trip and provides adequate documentation on the expense report.

Procedures for Charging Registration Expenses

The process starts with the assumption that the traveler has determined a business need for travel and has proper approval (verbal, email, telephone, etc) to travel on University business.

At that point the traveler or delegate may prepare a travel request if one is required.  If the travel event meets the definition of blanket travel, a travel request is not required.

Within 60 days after the trip ends, the traveler or delegate must prepare an expense report to reimburse the traveler and reconcile any Visa travel card charges.

  1. A registration form/receipt (completed registration form or registration receipt) must be attached to the expense report to assure the expenses are allowable.
  2. Identify and check off any meals that were included in the registration fee.
  3. Mark extracurricular conference items paid with the Visa travel card, i.e., tours, golf green/cart fees, etc., as personal.

NOTE:  Payments and reimbursements for undergrad students, non-Purdue staff or students, non-employees and prospective employees or students are generally made via Direct Invoice Voucher.  Please contact the Tax Department if you have questions.