Travel

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Conference/Training Registration

Overview

Certain factors are used to indicate whether a conference transaction should be paid by the Travel card and reconciled in AggieTravel, paid with a Purchasing card, or processed in KFS.

If the University is hosting the conference, the procedure for processing conference expenses is different. See Hosting a Conference for details.

UCD Employees

Preferred:

Use your UC Travel Visa card to pay for any conference or training registration fees, even if there are no other travel expenses.

Allowed:

Your department’s Procurement Cardholder can pay conference and training registration fees on your behalf, if you do not have access to a UC Travel Visa card. You must provide the cardholder and/or fiscal officer appropriate proof of department approval.

You are also allowed to pay for registration fees out-of-pocket, with reimbursement processed after the trip/event is concluded.

Students and Guests

Preferred:

Your department’s Procurement Cardholder can pay conference and training registration fees on behalf of students and guests. You must provide the cardholder and/or fiscal officer appropriate proof of department approval.

Allowed:

Use your own UC Travel Visa card to pay for conference or training registration fees on behalf of the student or guest.

Students and guests are also allowed to pay for registration fees out-of-pocket, with reimbursement processed after the trip/event is concluded.

If the conference or training registration supplier does not accept Visa card, or payment is due within 2 weeks, please complete a TEV form and submit a Disbursement Voucher, using the TEV payment reason code.

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