Office of Business Operations

Registration Fees

The purpose of this guide is to provide clarity for all events requiring a registration payment. This would include conferences, meetings, retreats, seminars, symposiums, workshops, courses that charge a registration fee, or events that charge an admission. In ProTrav, registrations are considered travel expenses and need to have a trip created for them - even if the conference is held on-campus. The trip should be created and approved before any costs are incurred.


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Exception: Webinars or on-line courses that do not include any travel are not considered a travel expense and do not need a trip created. These expenses should be entered using object code 64010. However, virtual conference registration fees should still be coded to 61950 and will require a trip.

 

Reconciling Registration Fees

Registration fees should be charged to the procard whenever possible*. When reconciling procard registration fees, object code 61950 should be used and the charge should be reconciled to the appropriate trip. If one registration fee covers multiple staff members, the expense must be split out and reconciled to each of their trips. (For example, if a secretary registers Staff A and Staff B for a conference and the total cost is $200, when reconciling this fee the expense should be split $100 to each staff member and reconciled to their own respective trips.) On the travel expense editor screen, select expense type: Miscellaneous and then Registration. When submitting an eRFP for registration fees, the appropriate trip ID(s) should be referenced in the justification comments box.

When reconciling procard online/virtual registration fees, object code 64060 should be used.  This object code will be used for all registration fees to participate in online/virtual conferences or webinars and will eliminate the need to create a trip.  

Registration Fee Example

Please attach supporting documentation that includes the following:

    • Date(s) of event
    • Location of event
    • Cost of the registration

Transaction receipts that do not include this information are not acceptable documentation. If registering online, it is recommended that you take a screenshot of the event webpage to capture the required details listed above.

*Conference registrations hosted by UNI should not be charged to the procard and must be completed by journal entry.

 

Reconciling Meals During an Event

Meals that are included as part of a traveler’s registration fee should be checked as “Meal provided at event” when completing the TEV. A conference or event schedule must be included that clearly shows which, if any, meals were provided. Provided meals are prorated 20% breakfast, 30% lunch, and 50% dinner of the maximum allowed GSA rate.

 Meal expense example

Some events may offer optional activities such as sight-seeing tours or golf outings at the time of registration. These optional activities should not be charged to the procard and are considered a personal expense.

If you have any questions about registration fees, please contact Business Operations at 319-273-2162 or email protrav@uni.edu