Conference Travel

Special Topics

Conference Travel

Travel to the Conference

  • Airfare must be booked either in Concur or with a Fox World Travel agent.
  • Travelers may pay or be reimbursed (subject to Driver Worktag Manager approval) for travel:
    • 1 day prior and 1 day after the reason for the trip (e.g., a conference) for any domestic trip
    • 2 days prior and 1 day after the reason for the trip (e.g., a conference) for any international trip
    • Any additional days must have a business purpose to be eligible to be a University expense.

Lodging Options

  • Lodging reservations for externally hosted conference may be made either through the conference service or site for external conference bookings, directly with the hotel, with the University’s contracted travel agency, or in the online booking tool.
  • When the traveler elects to book and stay at the conference designated hotel, the traveler will be reimbursed the actual cost for staying at a conference-site or designated hotel(s), even when the nightly rate exceeds the location maximum. Include the conference hotel documentation (such as a screenshot from conference website) in your expense report as justification.
  • If the traveler opts to stay at a non-conference designated hotel, the rate maximum then applies and travelers will not be reimbursed above the rate maximum. Use the rate calculator to determine the rate maximum.

Registration and Conference Fees

Registration and conference fees are payable or reimbursable when it benefits the university. Reimbursement may be requested prior to conference.  Receipts and/or supporting documentation for registration and conference fees must include:

  • Dates of conference, convention, seminar, etc.
  • Location and title of event
  • Amount of fee and breakdown of specific costs (including meals, etc.) covered in the fee
  • Proof of payment

Expense Documentation

Disclaimer:

  • Prior to travel, discuss anticipated expenses with your supervisor or departmental business contact to ensure budgetary compliance.
  • If additional days of travel are added before or after conference, ensure that a cost comparison from Concur is included to prove that the University did not incur any additional expenses.
Allowable Reimbursement
Documentation Requirement (attach to the Expense Report)
Meal Per Diem

  • Deductions for any provided conference meals as noted in the conference agenda.
Conference agenda (including provided meals), program or other supporting documents as provided by the conference organizers
Rental Car

  • Must be Enterprise/National/Hertz. If no rentals available with those vendors, state in justification that another vendor was used due to lack of vehicles at preferred vendor.
  • Standard Economy Vehicle is preferred
  • Satellite Radio/other extras are *not reimbursable*
 Rental car receipt
Gas for Rental Car
  • If paying with a Shared Liability Card or Personal card: no receipt required under $50
  • If paying with purchasing card: receipt required regardless of amount
Airfare Invoice from designated agency (Fox World Travel or Shorts Travel)
Lodging Invoice from lodging establishment

  • If rate is over the lodging maximum due to staying at the conference hotel, ensure the name of the conference hotel matches that which is in the conference material.
Taxi/Uber/Rideshare

  • Typically used if no rental car was obtained, and to get from airport to conference site.
  • May not claim costs to/from restaurants or other entertainment during the conference.
  • If paying with a Shared Liability Card or Personal card: no receipt required under $50
  • If paying with purchasing card: receipt required regardless of amount
Mileage to and from airport
  • Travelers may be reimbursed for one round trip and parking, or if travelers are dropped off, they may be reimbursed for two round trips to/from the transportation terminal.
  • If travel is required to a temporary worksite or an airport/train/other transportation terminal for travel on days not scheduled for work, mileage from home will be reimbursed.
Parking at Airport
  • If paying with a Shared Liability Card or Personal card: no receipt required under $50
  • If paying with purchasing card: receipt required regardless of amount
Baggage
  • If paying with a Shared Liability Card or Personal card: no receipt required under $50
  • If paying with purchasing card: receipt required regardless of amount