316 Registration Fees Policy

UW-Madison Administrative Policy
Policy # 316

Effective Date: Oct 1, 2015
Last Updated: July 1, 2015
Last Reviewed: July 1, 2015
Next Review: Jan 1, 2020

Functional Owner: Controller, Division of Business Services, Dan Langer
Executive Sponsor: Associate Vice Chancellor (Interim), Division of Business Services, Dan Langer
Policy Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.  Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.


Policy Summary

Registration fees for official participation at conferences, conventions, trainings or meetings related to University business are payable/reimbursable by the University.


Who This Policy Applies To

Faculty, staff, students, and non-employees traveling or using funds and/or resources administered by the University.


Rationale

The University has a managed travel program. The travel policy and approval process is designed to ensure prudent usage of University resources while minimizing the administrative burden for travelers and support staff.


Policy Detail

  1. Advance Payment/Reimbursement. The University will pay/reimburse a traveler for a registration fee in advance of the event/trip.
  2. Non-Payable/Reimbursable Expenses. The University will not pay/reimburse for non-business-related or optional activities (e.g. sightseeing tours, golf outings, family activities) or for expenses incurred for a spouse or companion traveler to accompany the University traveler.
  3. Documentation Requirements. Receipts are required for payment/reimbursement of registration fees.  Supporting documentation must include the name of the event, a business purpose for attendance, the event dates and location, the amount of the registration fee and a breakdown of the specific costs included in the fee (e.g. meals, materials).

Consequences for Noncompliance

Failure to comply with UW-Madison Travel Policy or Procedures may result in disciplinary steps, up to and including dismissal.


Supporting Tools

e-Reimbursement https://portal.sfs.wisconsin.edu


Definitions


Responsibilities


Link to Related Guide


Link to Related Policies


Revisions

Policy Number: 316
Date Approved
Revision Dates: