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

Last Updated: May 26, 2023 1:11:24 PM PDT

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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, business events, conferences, or activities for UC San Diego.
For UC San Diego-sponsored conferences where attendees do not pay a registration fee, create a Concur Event 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 processes to follow. Your specific event may not be addressed. If you have questions, contact:

For questions about event and employee reimbursement, contact the Travel & Expense Team via UC San Diego Services and Support portal (login required).
For questions about a contract with a service provider or insurance for non-UC San Diego food service brought onto campus property, contact Procurement's Housing, Dining and Hospitality via UC San Diego Services and Support portal (login required).

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