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. 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.

Scope:

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

Policy:

Policy Summary

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

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

Noncompliant purchases will not be paid or reimbursed by the university. 

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

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, 4-28-2023

Reviewed Dates:

07/01/2015

Retrieved:
01-13-2025 19:07:34