Conference Registration Fees

There are three ways to pay for your Conference Registration Fees:

  • Procurement Card (P-Card)
  • Reimbursement
  • Direct Payment to the Conference

Procurement Card (P-Card)

Registration costs should be discussed, and planned with a supervisor before a purchase is made. Amounts should be listed on the Request and Authorization for Travel form. All P-Card policies and procedures must be followed.

Reimbursement

When you pay a registration fee directly, obtain a receipt of payment and also keep a copy of the completed registration application form. To request reimbursement of the registration fee after attending the event, submit the completed Employee Report of Travel Expenses and Claim for Payment form with the original receipt and a copy of the completed registration application, along with all of the other expenses you would like to be reimbursed for on your travel event. Please remember, if you pay for your registration fee, you will not be able to be reimbursed until after you attend the event.

Direct Payment to the Conference

  • 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. This invoice will then need a Requisition/Purchase Order/Short form receipt in order for the Business Office to process payment.
  • 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. The attendee must request an invoice from the conference organizer with attendance information included. This invoice will then need a Requisition/Purchase Order/Short form receipt created. Please send the invoice and the Req/PO/SFR to the Business Office for payment processing.