Paying for Local Conference Registration
Follow these guidelines to pay for a conference in the San Diego area.
When a UC San Diego employee attends a local conference, they are not on travel status (no lodging or meal expense is eligible for reimbursement). However, the attendee:
- May request reimbursement for conference registration fees, mileage and parking costs (retain receipts)
- May not claim subsistence expenses, such as lodging, meals and incidental expenses
A UC San Diego employee working at a conference (e.g., a/v support, setup/teardown) may be eligible for a lodging expense.
Note: If official entertainment expenses are incurred, see guidelines for requesting reimbursement.
Follow the appropriate instructions for the payment method:
Payment Methods
- If paying with your Travel & Entertainment Card, please reference this Knowledge Base Article.
- If paying with a personal form of payment, please claim expenses on a Concur Expense Report. Please reference this Knowledge Base Article.
Can I pay for my conference registration with a Procurement Card?
Only under certain constraints. The conference registration must:
- Not have any other expenses that will be reimbursed in Concur.
- Not include any additional items in the cost such as lodging, meals, or welcome reception.
- Be for a student (Non-employee) or a non-employee of UCSD.
- Accepts credit card as the only payments method and is due within less than 3 weeks.
Reasons these constraints are in place:
- If the student has a valid employee ID they can be paid through Concur and they can also apply for a Travel & Entertainment Card.
- The Procurement Card program is located in a different department from Travel who has their own set of policies and procedures.
*Using your Procurement Card to pay for conference registration when Travel expenses are incurred is a violation of policy.