Registration Fees, How to Pay
Payment method:
The preferred method for prepaying for registration fees to conferences and non-conference events associated with University-related business is to use a University-issued Purchasing Card (P-Card).
Other allowable methods include:
- Submit a Travel Reimbursement and Expense Report form
Rationale and other considerations:
Registration fees associated with conferences and non-conference events related to University business are allowable on a P-Card. Please refer to the Travel Manual for additional information (link provided below). Note: Registration tours and other social activities at conferences cannot be paid for using a p-card. The attendee must pay out of pocket and seek reimbursement via a TRER if the department considers the expense appropriate.
How to do it:
- Complete a Travel Authorization form and obtain supervisor approval. Note that a Travel Authorization is not required if the event is local and the attendee will not be in travel status.
- Upon approval of the Travel Authorization form, the traveler or their designee may then pay the registration fee using a P-Card. When using the P-Card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
| Policies | Procedures | Forms / Links | Training and Reference Materials |
|---|---|---|---|
| University Policy 602.7, Travel Authorization and Reimbursement |
OSBM Budget Manual (Refer to Section 5 for Travel Policies)
IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)
University Policy 601.8, Appropriate Use of University Funds
Purchasing Card Reference Guide (PCRG)
Contact for additional questions:
Send an email to the Purchasing Card mailbox at purchasingcard@charlotte.edu, or refer to the Purchasing Card website.
Last updated 9/14/18, 6/03/19
Last Updated: June 3, 2019