Conference/Training Registration

Payment options are listed below for in-person and online conference/registration fees

The information below should be followed by employees, or by an employee paying on behalf of a guest or student, when registering for a conference.

NOTE: If the university is hosting the conference, there is a different procedure for processing conference expenses. See Hosting a Conference for details.

For a visual aid on this process, view the workflow PDF

Supplier accepts credit card

These are the preferred methods of payment, in order of preference: 

  • Use your UC Travel Visa card, even if there are no other travel expenses. If an employee does not have a card already, they can apply for one and if needed, the application can be expedited. 
  • Procurement Card is allowed, if you do not have access to a UC Travel Visa card. You must provide the cardholder, and/or financial department approver, appropriate proof of department approval. (Step 1 when paying for a guest or student)

If the above options are not available, a personal card may be used, but is not the recommended best practice. Reimbursement will be processed after the trip/event is concluded.

Supplier does not accept credit card

  • The registration can be paid using the Payment Request process
  • The employee can pay out of pocket and be reimbursed through AggieExpense after the trip/event is completed, regardless of other travel-related expenses. As mentioned above, this is not the best practice. 

Reconciling in AggieExpense

Travel expenses, including required additional documentation, must be submitted to Accounts Payable within 45 calendar days of the completion of the trip.

Receipts are required for conference registration. The receipt must show the description of what is being purchased. e.g., "Online seminar registration fee for graduate student (insert name)." 

Report Type: Travel - Less than 30 Days

Expense Type

  • Conference Registration
  • Use Conference Registration for reimbursement of the cost of conference, seminar, or lecture, etc. registration fees. In-person or online. 

    When reconciling conference registration for a group of individuals, use the attendance list feature to identify the attendees.

Questions? Please email the Help Desk