1. PROSPECTIVE STUDENTS
2. CURRENT STUDENTS
3. FACULTY & STAFF
4. ALUMNI
5. COMMUNITY & FRIENDS

1. CAMPUS LINKS
   1. Inside UNCG
   2. Admissions
   3. Academics
   4. Libraries
   5. Administration
   6. Research & Centers
   7. International Programs
   8. Continuing Education
      & Outreach
   9. Technology
   10. Arts & Entertainment
   11. Employment
   12. Corporate Resources
   13. Giving to UNCG

UNCG Home > Business Affairs > Financial Services

Policies and Procedures - Travel

Policy 12 - External Conferences

External Conferences

External conferences are those that involve the active participation of persons other than the employees of a single state department, institution or agency.

Facilities For External Conferences

Whenever feasible, conferences should be held in facilities owned by state departments. When necessary, non-state facilities may be rented and the cost charged to "Rental of Conference Rooms" without allocation to participants' daily subsistence allowances.

Criteria for Authorized External Conferences

Conferences sponsored or co-sponsored by a state department are considered authorized when they meet the following limitations:

• There are a substantial number of participants, with at least twenty-five (25%) percent of the participants coming from outside the local area.
  
• The conference is planned in detail in advance, with a formal agenda or curriculum.
  
• There is a written invitation to participants, setting forth the calendar of events, the social activities, if any, and the detailed schedule of costs.

Registration Fees For External Conferences

Registration fees exceeding thirty dollars ($30.00) may be charged by the sponsoring department to participants for costs of external conferences. Registration fees may not include costs of entertainment, alcoholic beverages, setups, or flowers. Registration fees collected and not used to defray expenses of the particular conference may not be used for other programs and must revert to the General Fund or Highway Fund. Excess registration for external conferences may be approved by the Department Head of the sponsoring agency.

Refreshments At Assemblies

Sponsoring departments may provide refreshments for "breaks" provided there are twenty (20) or more participants and costs do not exceed four dollars ($4.00) per participant.

Budgeted External Conferences

When conferences are to be held under the sponsorship of a state department in which the funding for all participants is budgeted, lump-sum payments to a conference center or an organization may be made upon written authorization from the department head. The authorization must provide:

• the purpose and duration of the conference
  
• the number of persons expected to attend
  
• the specific meals to be served at the conference; (Payment for meals can only be made when such conference involves the active participation of persons other than the state employees and must be necessary for conducting official State business.)
  
• the approximate daily subsistence cost per person
  
• the name of the conference center, hotel, caterer, or other organization providing the service.

Payment will be made only when sponsoring departments provide the following documentations: an itemized invoice showing the approval of the department head, and a list of names, addresses, and affiliations of those attending.

It is the responsibility of the department to insure that reimbursement for meals included in the lump-sum payment is not also included in reimbursement payments made to conference participants.

Page updated: 20-Dec-2006

Accessibility Policy