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Conference Registration

Below are instructions for paying for conference registration in advance of the event. For a visual aid on this process, view the workflow as a PDF. 

Best Practices: Employees

If the supplier accepts credit cards:

  1. The best practice is to have employees apply for and use a UC Davis Travel Visa card for all conference and training registrations, regardless of travel status. If an employee does not have a card already, they can apply for one and if needed, the application can be expedited. If the employee is unable to get their own card: 
    1. A department Purchasing card can be used to pay the fees, regardless of travel status. If travel is involved, reference the PCDO number in accompanying travel reports and include the department approval with the PCDO document. No exception is required in this case. Or;
    2. Another member of the department can use their own Travel card to pay for the expense, even if they are not attending the conference or training. This is an option, and is not required of the other card holder. The cardholder should indicate on their AggieTravel report who the attendee was, if not themselves. No exception is required in this case. 
    3. The employee can pay out of pocket and be reimbursed through AggieTravel after the trip/event is completed. It does not matter if there are other travel-related expenses.

If the supplier does not accept credit cards:

  1. The registration can be paid by the Kuali Disbursement Voucher using payment reason code, REG. Include the invoice and department approval. Or;
  2. The employee can pay out of pocket and be reimbursed through AggieTravel after the trip/event is completed. It does not matter if there are other travel-related expenses.

Best Practices: Guests or Students

If paying registration on behalf of a guest or student: 

  1. A department Purchasing card can be used to pay the fees, regardless of travel status. If travel is involved, reference the PCDO number in accompanying travel reports. No exception is required in this case. Or;
  2. Another member of the department can use their own Travel card to pay for the expense, even if they are not attending the conference or training. This is an option, and is not required of the other card holder. The cardholder should indicate on their AggieTravel report who the attendee was, if not themselves. No exception is required in this case. 
  3. The guest or student can pay out of pocket and be reimbursed through AggieTravel after the trip/event is completed. It does not matter if there are other travel-related expenses.

If the supplier does not accept credit cards:

  1. The registration can be paid by the Kuali Disbursement Voucher using payment reason code, REG. Include the invoice and department approval. Or;
  2. The guest or student can pay out of pocket and be reimbursed through AggieTravel after the trip/event is completed. It does not matter if there are other travel-related expenses.