Financial Services
Policies and Procedures - Travel
Policy 6 - Registration Fees
Limit
State employees may be reimbursed for the actual amount of convention registration
fees as shown by a valid receipt or invoice. Registration fees are distinguished
from tuition fees and are treated differently.
Tuition is purely educational in nature, does not require special approval, and
should be charged to account code 234710 for employees or 243110 for non-employees.
Registration fees are typically charged to allow an employee to participate in
a conference, and the fees are collected to defray the cost of speakers, building
(room) use, handout materials,
breaks and lunches. These fees are "Travel Expenses."
Meals
The cost of any meals included in registration fees must not be included in reimbursement
claims for registration fees. Meal costs must be subtracted from the registration
amount and included in
the requested daily subsistence amount.
Breaks
"Breaks" may be included in registration fees and the employee may
be reimbursed for such breaks as part of the registration
fee.
Tours and Social Events
The costs of optional tours, entertainment (plays, sporting events, etc.), and
social activities are not reimbursable and, if included in the registration fee,
must be subtracted.
Substantiation
If requesting payment of advance registration fees, a copy
of brochures, fee schedules, or other material listing the amount and various
elements of cost
included in the registration fee should be attached to the Travel Authorization/Expense
Report (TRV-1).
Reimbursement of Registration Fees
To request reimbursement for registration fees, a valid receipt or invoice must
be provided with Travel Authorization/Expense Report (TRV-1).