Conference Registration Fees

The following are the options available for registration fee payment if a registration fee is required for attendance at a business event:

Option 1: Procurement Card (P-Card) or Travel Card

Registration costs should be discussed with a supervisor before a purchase is made and registration costs should be listed on the Travel Request. All P-Card and Travel Card policies and procedures must be followed.

Option 2: Reimbursement

To request reimbursement of a registration fee following the event, submit a completed Travel Voucher along with the original receipt and a copy of the completed registration application, including information about what expenses were covered by the fee.

Option 3: Direct Payment to the Conference

The attendee must inquire of the conference organizer whether the organization is, or is willing to become, a NYS Vendor. (This option is usually not practical in situations where there are time constraints.)

• If the organization is already set up as a NYS Vendor, the attendee must request an invoice from the organizer with attendance information included, as well as their required NYS Vendor information.
• If the organization is not set up as a NYS Vendor, the attendee should inquire if the organization is willing to complete a NYS Substitute W-9 so this may occur. Then the attendee must request an invoice from the conference organizer with attendance information included.
• The attendee should take the documentation, along with a Purchase Requisition, to the Purchasing & Accounts Payable Office to be processed. Registration costs should be listed on the Travel Request.