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:

  1. 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.  
  2. 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

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds

Purchasing Card Manual

Travel Manual                                                                  

Travel Forms Package        

General Guide for Travelers

Expense Account Codes

Purchasing Card Reference Guide (PCRG)                                                

Contact for additional questions:

Send an email to the Purchasing Card mailbox at, or refer to the Purchasing Card website.

Last updated 9/14/18, 6/03/19