Conferences

You should pay for conference registration in advance with a Purchase Card Request form.

If you wish, you can also pay for the conference using a personal credit card or cash. Use a Business Expense Reimbursement Request form to seek reimbursement; this can be done in advance of the conference.  You will need to provide an itemized/detailed receipt showing payment was made in full.

If you are required to provide a cash payment on arrival, you can submit a Payables Advance Request for the trip.  Any other additional cost for the trip can be included in the payables advance (such as parking or gas).

Submit the Travel Credit Card to arrange to use a special department credit card to pre-pay for the hotel. Do not use a purchase card request form for this. You will need to make the arrangements while you are in our office because the travel card cannot be taken out of the office (Collis 211G).

IMPORTANT NOTE: If the reservation is booked directly with the hotel where you'll be staying, rather than through such sites as hotels.com, then a Credit Card Authorization Form will need to be on file with the hotel prior to departing on your trip. You can get this form from the hotel. It authorizes them to charge the travel credit card at checkout, since you will not have the travel credit card with you.

Another option is to use a personal credit card to pay for the hotel or confirm the reservation. If the hotel is charged in advance through such sites as hotels.com, you can use a Business Expense Reimbursement Request form to seek reimbursement (this can be done in advance of the conference).  You will need to provide an itemized receipt showing payment was made in full. Otherwise submit a Business Expense Reimbursement Request after your stay when you have the final bill from the hotel.

Option 1: Pay out of pocket and complete the Business Expense Reimbursement Request form.

Option 2: Request a payables advance using the Payables Advance Request form.