Paying for Conference Registration or Hotel Deposit

• UC San Diego Travel & Entertainment (T&E) Card:  Conference registration fees, hotel deposits, and required prepayments should be paid using the traveler's UC San Diego Travel & Entertainment Card.
• UC San Diego Travel and Entertainment Temporary Virtual Card (T&E TVC): The department should request a T&E TVC for Non-Employees or Students, when appropriate.  The department should verify if the vendor(s) can accept virtual payments (i.e. mobile wallet payments). 
• UC San Diego Procurement Card:  A departmental Procurement Cardholder can help prepay conference registration fees only under these certain circumstances:
  • Local conferences where no anticipated travel expenses will be incurred (i.e., lodging, transportation, mileage, parking, meals, etc.)*
    • Exception: if the conference registration fee includes a mandatory meal expense, a P-card can be used to pay for the fee in the event that the employee attendee does not have a T&E card.
  • When the attendee is a non-UCSD employee or a student (Non-employee).

*Using your Procurement Card to pay for conference registration fees when Travel expenses are incurred is a violation of policy.

Create a Travel Request in Concur. For more guidance on this process, please reference this Knowledge Base Article.

If attending a local conference where no travel expenses are anticipated, a Travel Request is not required when one is not on travel status.

Note: Creating a Travel Request is required for preauthorization, regardless of the method of payment or how expenses are reported. Mileage only expenses do not require a Travel Request.

• UC San Diego Travel & Entertainment Card:
  
  • Provide the card number and ask for a confirmation number.
    Note: Travel merchants sometimes use non-travel merchant codes. If your transaction is declined, submit a case via Services & Support. Requests can take up to 24 business hours.
  • All Travel & Entertainment Card Charges are centrally billed and paid for by the University and uploaded to Concur Travel. Please reference this Knowledge Base Article to learn more about how to reconcile Travel & Entertainment Card transactions.

• UC San Diego Procurement Card (for conference registration fee only):
  • If the circumstances defined in Step 1 apply, provide the card number and ask for a confirmation number.
    Note: Additional information about the Procurement Card, including processing information, can be found on the overview page.