FIN 514: Registration Fees and Other Travel Expenses
To provide options for university travelers in paying registration fees and other travel expenses
Registration fees for out-of-town meetings are usually considered travel expenses and must be listed on the corresponding sections of the Travel Authorization/Claim form. Registration fees may be paid in one of two ways:
Payment by the Traveler
In some cases it may be more expedient and cost effective for a person traveling on official university business to pay the registration fee personally and be reimbursed after the event, particularly if the registration deadline is within a few days or the registration fee is $25 or less. To request reimbursement:
A traveler may also prepay the registration fee by requesting a travel advance in the appropriate section of the Travel Authorization (part of the Travel Authorization/Claim form) and then forward payment to the vendor in the form of a personal check. When the Travel Claim (part of the Travel Authorization/Claim form) is submitted for reimbursement, include the fee as part of the total expenses and deduct it under the “LESS TRAVEL ADVANCE” section.
Prepayment by ASU
Prepaid registration fees are those that the university (not the traveler) pays before the conference, function, or event takes place. The department initiates a Payment Voucher (PV) for payment. A completed copy of the registration form showing the amount of the registration fee must be attached to the PV and then delivered to Payables and Reimbursements. Once the PV is finalized, a copy is sent to Travel Reimbursements. Any prepaid registration fee to be remitted in foreign currency must be prepared on either a Request for Wire Transfer form or a Request for Foreign Draft form. Due to daily fluctuating exchange rates and bank fees, the payment must be entered onto the accounting system by Payables and Reimbursements. A check will be issued and mailed by Payables and Reimbursements to the requested vendor. The Auditor General’s Office requires the full name of all vendors; therefore, do not use acronyms or initials when preparing the PV.
A person’s name may not be listed as the vendor when prepaying a registration fee. The check must be made out to the sponsor or event name.
|Note:||It is important to read the registration form carefully to determine where the check is to be sent, as that address may be different from the location of the event.|
When the registration fee is prepaid by the university, the fee must be included in the Cost Estimate column on the Travel Authorization (part of the Travel Authorization/Claim form), and the PV document number must be listed. When the Travel Claim (part of the Travel Authorization/Claim form) is submitted for reimbursement, the fee must be included as part of the total expense and then deducted under the “LESS PAID BY ASU” section.
With proper documentation and ATO approval, reimbursement will be paid for any pretrip out-of-pocket expenses incurred for any trip that is cancelled. Refunds for trip cancellations incurred for any prepayment made by ASU and not out of pocket by the traveler belong to the traveler’s department and cannot be included in any reimbursement.
Refunds of expenses paid on the department’s Purchasing Card for airfare or registration will belong to the Purchasing Card that was used. Departmental Purchasing Card credits are issued to the same card number used to make the original charge, and it is the Purchasing Cardholder’s responsibility to track this credit.
Departments are responsible for following up on and receiving all possible refunds arising from trip cancellations.
When the registration fee includes meals and lodging, these items are considered part of the registration fee. Meal per diems cannot be claimed for any meals included in the registration fee.
Communication expenses incurred while conducting official university business during travel may be reimbursed and are not considered part of the per diem maximum. Original receipts (itemized when available) or other evidence for long-distance calls, telegrams, faxes, etc., along with a notation for the purpose of the communication, must be submitted with the claim form. Personal phone calls, including calls to the traveler’s personal residence, are not separately reimbursable, but are considered part of the per diem maximum.
Reasonable charges for baggage storage and baggage handling are reimbursable without receipts. This would include baggage handling at the hotel as well as the airport. (Generally the industry standard for such assistance is $1 to $2 per bag.) Tips in excess of this amount will be considered as part of the traveler’s meal and incidental expenses.
Airline charges incurred for a traveler’s first checked baggage will be reimbursed with an original receipt. No justification is required unless additional charges are assessed due to the baggage exceeding the airline’s baggage weight limits or additional baggage is needed for the trip.
Additional or extra baggage charges are not reimbursable unless there are extenuating circumstances, e.g., a trip that is longer than one week, along with the approval of the Authorizing Travel Official, an original receipt, and a written justification for the charges.
skip navigation bar