Registrations and Memberships
Reimbursement
- Registration fees for attendance at professional meetings/conferences may be reimbursed upon submission of an itemized receipt. If receipts are not provided by the conference/workshop, it is the traveler’s responsibility to obtain an acceptable proof of the claim for reimbursement, i.e., proof of payment (credit card receipt) and a supporting document indicating the conference registration amount and any items included in the fee.
- Meals provided as a part of the registration fee must be deducted from Fixed Meal Allowance (per diem) on the expense report.
- Books, publications, CDs, etc. from conferences are reimbursable but then become property of the department. A comment must be added to the line item on the travel expense report.
- Individual membership dues are allowable expenses if there is a business purpose, and the amount of the dues does not exceed $500.00. Payment for membership dues through Concur must be accompanied by a registration fee on the expense report.
- Payment of membership dues ONLY should not be paid via the Travel card.
- Costs of memberships are typically not allowable as direct costs to sponsored projects.
Documentation
Registration
Detailed receipt should contain the following:
- Traveler Name
- Event Title
- Dates of Registration
- Location
- Benefit of Participation
- Copy of Agenda/Schedule
- Total Cost
- Confirmation of Payment (Must show proof of actual payment amount. Order confirmation, reservation confirmation, quotes, pro forma invoices or estimated charges and the like do not constitute a confirmation of payment, unless the document confirms the amount has been paid.)
- List of what is included in registration (hotel, meals, etc.).
- When fee is waived for presenters, provide program/agenda documenting the scheduled talk.
Memberships
Detailed receipt should contain the following:
- Traveler Name
- Purpose/Benefit
- Total Cost
- Society/Membership Name
- Dates of Membership
- Confirmation of Payment (Must show proof of actual payment amount. Order confirmation, reservation confirmation, quotes, pro forma invoices or estimated charges and the like do not constitute a confirmation of payment, unless the document confirms the amount has been paid.)t
- Individual memberships under $500 with a business purpose benefiting the university and formal approval from the department head is allowable. However, in most cases, memberships are not allocable to individual projects and will be treated as indirect costs. Please see Memberships in the Classification of Cost Items under CAS Guidelines.
Missing/Lost Receipt
If the required receipt for an expense is lost or unobtainable, contact the conference or event to receive a copy of your registration receipt.