Detailed Criteria of Allowable Registration Expenses
Individuals should attend events which have direct benefits to either their work performance or enhances UConn Health’s reputation in the community. Events which enhance work performance include programs which improve the individual’s basic, general and specific knowledge related to the medical profession. Events which enhance UConn Health’s reputation include programs where the individual is presenting the results of their research, receiving an honoree degree, and attending a doctorate thesis defense.
Travelers may use UConn Health funds to pre-pay conference registration fees. Alternatively, travelers may be reimbursed for registration fees.
Sometimes meals, hotel accommodations, or additional fees for other goods and services may be included in a registration fee. Travelers will not be reimbursed separately for these—that is, travelers will not be reimbursed twice for the same thing.
Prepaid registration fees for conference registration may be paid either with:
- UConn Health’s Travel Office Card
- Personal check or credit card payment
Payment with UConn Health’s Travel Office Card
You can request that UConn Health pays the registration cost up front.
A copy of the authorized TA’s and conference paperwork must accompany all registration appointments.
Registrations to be paid by the Procurement Card require an advance appointment at the Travel Office. Appointments can be made via Outlook. Select: File -> Open -> Other user’s folder. Type in the first few letters of “travel” -> Folder: Calendar… schedule appointment accordingly.
The traveler and/or department administrator requesting the prepaid registration must come prepared to enter into the designated conference website all required details for the traveler on each particular prepaid registration. Please note: Use of the prepaid credit card is for registrations only.
Package deal registrations where registration, hotel, and/or meals are combined in the conference fee will be allowed. Otherwise, hotels and all other costs must be filled out and accounted for on an approved Travel Authorization Form.
Personal Payments for Registration Fees
Conference registrations may be paid directly by the traveler. However, please note that registrations by the traveler are not eligible for reimbursement until after the conference has taken place and proof of attendance is supplied. To be reimbursed, travelers must retain and submit original receipts that support proof of payment.
Reminder: A brochure/schedule of events which supports the business purpose of attending the event and provides information on meals and lodging is required to be attached to the reimbursement package supplied to General Accounting.