Conferences

Paying Registration Fees

Corporate Card

If you've determined that a conference registration fee will be a travel expense, travelers can pay registration fees by using their U.S. Bank Visa Corporate Card.

If the corporate card bill is due prior to reconciling the trip, create a Corporate Card Pre-Payment report in MyTravel. Fax into MyTravel a copy of the conference registration confirmation. When the report is approved, Accounts Payable will pay the bank.

Pre-Trip Payment

If the traveler does not have a corporate card, registration can be paid by submitting a Pre-trip Payment request payable to the sponsoring organization. This will generate a DaFIS document (DCTR or DCTH) which will route for approval. On the request, click the Payment Purpose drop-down menu to indicate whether the expense is travel (option 2) or non-travel (option 5).

Submit a copy of the conference registration form or other statement indicating the amount of the fee, as well as a copy of the Pre-trip Payment request, to Accounts Payable. If you forget to print the Pre-trip Payment request, complete the Request for Pre-Trip Payment form and send it to Accounts Payable.

If someone uses a personal credit card and must pay the bill before the trip, create a Pre-trip Payment request; under the Payment Purpose drop-down menu click on Cash Advance. Submit a copy of the conference registration form or other statement indicating the amount of the fee, as well as a copy of the Pre-trip Payment request, to Accounts Payable. If you forget to print the Pre-trip Payment request, print the DaFIS document and send it to Accounts Payable. Accounts Payable will pay the traveler, who can pay the credit card bill.

Intercampus Registration Payments

If the registration is being paid to another UC campus or to the UC Office of the President, it must be processed as an intercampus transfer. For more on processing an intercampus transfer, see the IOC instructions.