Registration Fees

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Policy Number:
UW-3021
Old Policy Number:
316
Responsible Office:
Accounting Services, Division of Business Services

University Policy

Rationale/​Purpose:

The university has a managed travel program. This policy establishes standards for payment and/or reimbursement of registration fees and is designed to ensure prudent usage of university resources while minimizing the administrative burden for travelers and support staff.

Definitions:
Business Purpose
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.
Supporting Documentation
Any materials required to support a specific purchase as outlined in UW-Madison policies and procedures.
Scope:

This policy applies to faculty, staff, students, and non-employees traveling or using funds and/or resources administered by the university.

Policy:
  1. Payable/Reimbursable Expenses
    1. Registration fees for participation at conferences, conventions, trainings, or meetings related to a university business purpose.
    2. The university will pay/reimburse an attendee for a registration fee in advance of the event/trip.
  2. Non-Payable/Reimbursable Expenses
    1. Non-business-related or optional activities (e.g., sightseeing tours, golf outings, family activities).
    2. Expenses incurred for a spouse or companion traveler to accompany the university traveler.
  3. Documentation Requirements
    1. Receipts are required for payment/reimbursement of registration fees.
    2. 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).
  4. Consequences for Noncompliance

    Purchases not made in accordance with this policy will be deemed unauthorized and will not be paid or reimbursed by the university.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

Policy Administration

Approval Authority:
Assistant Vice Chancellor of Business Services and Controller
Policy Manager:
Travel Manager
Contact:
Travelers and departmental staff should contact their respective Divisional Business Office for policy questions. -- Divisional Business Officers may contact, uwtravel@bussvc.wisc.edu
Effective Date:
10-01-2015
Revised Dates:

07-01-2015, 04-28-2023, 07-01-2025

Reviewed Dates:

07-01-2015

Retrieved:
10-11-2025 17:34:24