Research and Sponsored Projects Manual (RSP)

Effective: 12/2/1985

Revised: 3/1/2011

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RSP 504–04: Conference Registration and Per Diem Costs for ASU Employees on Sponsored Projects

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Purpose

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To reimburse allowable authorized conference registration costs for university employees from sponsored accounts

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Sources

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United States. Office of Management and Budget. OMB Circular A-21, Cost Principles for Educational Institutions (as revised)
Office for Research and Sponsored Projects Administration
Financial Services

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Policy

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Registration fees for ASU employees to attend conferences, seminars, workshops, and meetings are generally an allowable cost to a sponsored project if:

  1. identified in the proposal, approved in the award, and directly related to the project scope of work

    or

  2. attendance at the meeting is necessary to fulfill the objectives of the sponsored project

    or

  3. the employee will be presenting results of the sponsored project at the meeting.

Only registration costs should be charged to a sponsored project. Entertainment, social, or guest costs associated with conferences are not allowable costs on a sponsored project.

If the employee is in university travel status in order to attend the conference or meeting, travel costs (such as airline tickets, lodging, and per diem) are reimbursed according to the university travel policy.

When registration fees include meals, the meal cost must be deducted from the per diem rate for that given day. Daily meal and incidental expense rates depend on the travel destination. To identify the correct per diem rate, refer to the current Per Diem Rate Table.

Sponsors’ travel limitations must be adhered to if they are more restrictive than ASU’s approved rates.

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Additional Information

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For additional information about managing change, see ORSPA Work Instruction Numbers WI-EP-130 and WI-EP-140.

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Cross-References

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For information about sponsored projects travel requirements, see RSP 504-01, “Sponsored Projects Travel for ASU Employees.”

For information about travel authorization, see the Financial Services Policies and Procedures Manual:

  1. FIN 504, “In-State Travel”
  2. FIN 505–01, “Out-of-State Travel Authorization”

    and

  3. FIN 509, “Meals and Lodging.”

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