210.320 Travel - Out of State - Registration Fees

1. 1All out-of-state travel and estimated expenditures must be approved on the Travel Department Authorization (TDA) document by the Department Head. See Procedure 210.315. 

2. All out-of-state registration fees are to be paid by the individual or with the department or individual Travel Card.

   (1) If prepayment of the registration fee is necessary to attend the event or if there is a savings at least equal to the annual rate of interest earned by the Treasurer of State, prior approval to prepay is not necessary. 

   (2) If the registration fee is paid at the door, the following information must be included on or attached to the follow-up Travel Payment (TP) document:

(a) The actual paid receipt, or a copy of the front and back of the individual’s cancelled check, or a copy of the individual’s credit card statement, and; 

(b) The reference number of the approved TDA document and; 

(c) A copy of the registration form or a similar item to indicate cost. A copy of the agenda and registration form which shows additional information, such as meals provided, is required to ensure the event is allowable. See Procedure 210.315. 

(d) The individual may pay the registration fee and then seek reimbursement after the event concludes.

3) The following is needed to reimburse the individual:

(a) The actual paid receipt or a copy of the front and back of the individual’s cancelled check, or a copy of the individual’s credit card statement, and; 

(b) The reference number of the approved TDA document and; 

(c) A copy of the registration form or a similar item which details the cost of the conference. A copy of the agenda may be requested if additional information is needed to ensure the function is allowable. See Procedure 210.315.

3. Registration fees are to include ONLY the pro-rated costs of attending the conference, seminar, etc., and not costs connected with entertainment. Group lunches and/or dinners included in the registration fees are acceptable. Group meals included in the registration fee must be noted on the final TP document. See Procedures 280.201(2), j / k / l and 210.305. 
4. When registering for a conference or seminar through the internet, request a paid receipt. If the sponsor does not provide a paid receipt, a printed copy of the registration form or electronic registration acknowledgment which is matched with a copy of the individual’s cancelled check (front and back) or a copy of the individual’s credit card receipt with appropriate information on the individual’s credit card statement will be accepted.