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Viewing: 1306.1 – University of North Carolina at Chapel Hill Procedure on Paying for Conferences, Seminars, and Workshops

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Current Status: Active PolicyStat ID: 5156228

1306.1 – University of North Carolina at Chapel Hill Procedure on Paying for Conferences, Seminars, and Workshops

Related Policies

1306 – University of North Carolina at Chapel Hill Policy on Conferences, Seminars, and Workshops

Procedure Sections

Procedure Statement

Forms and Instructions

Related Data

History

Responsible University Officer
Director of Accounts Payable and Travel Services

Responsible Unit
Accounts Payable and Travel Services

Procedure Statement

Payment of expenses related to holding conferences, seminars and workshops is not included on the travel reimbursement form. The University prefers travelers to pay for Conference Registration by using a departmental P-Card.  Campus voucher can be  used for the payment if an invoice has been received and no advance payment was required. If a deposit is required for a facility or catered meal, a requisition is required.

Attendees are required to follow University Policy and systems when paying for conference registration, seminars, and workshops.  If the conference, seminar or workshop will only accept credit card payments, the University strongly suggests the department use their P-Card. 

If the department P-Card could not be used (based on Procedure 1304.1), a travel advance may be provided if certain conditions are met.  See 1304.1 UNC-CH Procedure on Requesting a Travel Advance for the details. 

If an exception is granted and a Travel Advance is issued for registration costs, the preparer will need to include the registration fee in the reimbursement details section of the Travel Reimbursement document in order to settle/reconcile the travel advance.  If registration payment is issued directly to the conference vendor, the amount does not need to be included in the reimbursement request.

Special Situations

Changing or Canceling Trip

If the cancellation or change is made for the personal benefit of the employee, it is the employee's obligation to pay the penalties and charges. Penalties and charges resulting from the cancellation of travel reservations (including airline or hotel reservations and conference registrations) may be paid by a department if:

  • 1. the employee's travel has been approved in advance
  • 2. the cancellation or charge is made at the direction of an/or for the convenience of the department
  • 3. Emergency situations (eg., family illness, death)
  • 4. If a credit is provided by the airline or hotel, we will not reimburse. 

Forms and Instructions

Instructions and training for both Campus Vouchers and Requisitions may be found on the Finance and Accounting Training webpage.

Related Data

Finance Policies and Procedures Manual, Section 1200 Expenses
Finance Policies and Procedures Manual, Section 100 General
1304.1 - UNC-CH Procedure on Requesting a Travel Advance

History

Revised:
July 9, 2018: Added the University's preference of using a P-Card to pay for conferences. 
December 18, 2014: Added information on justifications for reimbursement.
October 1, 2014: Updated references to campus vouchers and requisitions.
June 3, 2011

All revision dates: 8/3/2018, 12/18/2014, 10/1/2014, 6/3/2011
Attachments:

Approval Signatures

Step Description Approver Date
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 8/3/2018
Finance Communications Office Janet Kelly-Scholle: Associate Director 7/23/2018
Issuing Officer Janet Rupert: Director, Accounts Payable & Travel Svcs 7/11/2018
Step Description Approver Date
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 8/3/2018
Finance Communications Office Janet Kelly-Scholle: Associate Director 7/23/2018
Issuing Officer Janet Rupert: Director, Accounts Payable & Travel Svcs 7/11/2018
Older Version Approval Signatures