Research and Sponsored Projects Manual (RSP)

Effective: 12/2/1985

Revised: 7/1/2018

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

Purpose

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

Sources

Office for Research and Sponsored Projects Administration (ORSPA)

Financial Services

Policy

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.

Additional Information

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

Cross-References

For authoritative references, see RSP 101, “General Research Policy.”

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, FIN 501, “ASU Travel Policy”

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