NOTICE: The Finance Policies and Procedures Manual, along with the previous manual, is undergoing changes. These sites are continually updated to reflect changes in business processes. If you cannot find the information you are seeking in these policies, email financecomm@unc.edu for more information.
Policies and Procedures

Procedure 1306.1 – Paying for Conferences, Seminars, and Workshops

Effective
December 1, 2000
Last Updated
December 18, 2014
Last Reviewed
December 18, 2014
Responsible University Officer
Director of Systems and Operations
Responsible Unit
Systems and Operations

Procedure Statement

Payment of expenses related to holding conferences, seminars and workshops is not included on the travel reimbursement form. The campus voucher is used for the payment if an invoice has been received and no advance payment was required. If a deposit is required for a facility or catered meal, a requisition is required.

If a traveler chooses to pay for conference registration with their own monies, Travel Services may issue the amount as a Travel Advance to reimburse the cost only if there is a justification in the Notepad section. The justification should include the reason the traveler paid for the registration instead of following the preferred procedure of requesting the University issue registration payment to the conference vendor directly (see policy 1309, Registration Fees) on behalf of the traveler via Travel Authorization.  Any registration request payable to the traveler and missing the required justification will be denied and sent back to the preparer.

If an exception is granted and a Travel Advance is issued for registration costs, the preparer will need to include the registration fee in the reimbursement details section of the Travel Reimbursement document in order to settle/reconcile the travel advance.  If registration payment is issued directly to the conference vendor, the amount does not need to be included in the reimbursement request.

Forms and Instructions

Instructions and training for both Campus Vouchers and Requisitions may be found on the Finance and Accounting Training webpage.

Related Data

Finance Policies and Procedures Manual, Section 1200 Expenses
Finance Policies and Procedures Manual, Section 100 General

History

Revised:
December 18, 2014: Added information on justifications for reimbursement.
October 1, 2014: Updated references to campus vouchers and requisitions.
June 3, 2011