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How to Pay Expenses When Offering a UC San Diego-Sponsored Conference

See how to issue a payment when organizing a UC San Diego-sponsored conference.

Also see information on how to pay a conference registration (for an individual) and How to Plan a Conference at UCSD.

Coordinate event and gather information.

  • Determine your budget and conference requirements:
    • Date(s) and approximate number of attendees
    • Identify and book appropriate venue
    • Audiovisual equipment
    • Catering and Venue arrangements
    • Lodging arrangements
    • Parking arrangements
    • Marketing needs
  • Determine any guest speakers
    • Arrange for travel and lodging
      • Create a Concur Travel Request to have the trip(s) pre-approved, prepay any expenses, and reimburse the traveler for out-of-pocket expenses
  • Ask your Department Fiscal Office for Chart of Accounts (COA) information, if necessary
  • Ensure any contracts are signed by Procurement & Contracts
  • Gather any invoices or statements for payment

Request payment.

  • Consider using a Travel & Entertainment (T&E) card. UC San Diego's T&E card is a Visa card issued by U.S. Bank to employees who coordinate non-employee group travel, conferences, or activities for UC San Diego.  
  • For UC San Diego-sponsored conferences where attendees do not pay a registration fee, create a Concur Expense Report to request a payment or reimbursement for catering and room rentals.

Contacts

This information is designed to help you determine which policies and process to follow. Your specific event may not be addressed. If you have questions, contact:

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.