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Conference/Training Registration

Certain factors are used to indicate whether a conference transaction should be paid by the Travel card and reconciled in AggieTravel, paid with a Procurement card, or processed in KFS.

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


UC Davis Employees

Preferred:
  • Use your UC Travel Visa card to pay for any conference or training registration fees, even if there are no other travel expenses.
Allowed:
  • Your department’s Procurement Cardholder can pay conference and training registration fees on your behalf, if you do not have access to a UC Travel Visa card. You must provide the cardholder and/or fiscal officer appropriate proof of department approval.
  • You are also allowed to pay for registration fees out-of-pocket, with reimbursement processed after the trip/event is concluded.

Students and Guests

Preferred:
  • Your department’s Procurement Cardholder can pay conference and training registration fees on behalf of students and guests. You must provide the cardholder and/or fiscal officer appropriate proof of department approval.
Allowed:
  • Use your own UC Travel Visa card to pay for conference or training registration fees on behalf of the student or guest.
  • Students and guests are also allowed to pay for registration fees out-of-pocket, with reimbursement processed after the trip/event is concluded.
  • If the conference or training registration supplier does not accept Visa card, or payment is due within 2 weeks, please complete a Travel Expense Voucher (TEV) form (available on the Forms page) and submit a Disbursement Voucher, using the TEV payment reason code.