Request a Travel Authorization for Procard Use
Payment of Registration Fees By Procurement Card
The procurement card may now be used to pay for registration fees to conferences, seminars, and workshops. Please read the following information carefully to ensure you are complying with all the necessary requirements for the use of the procurement card and any required travel documents.
When it comes to processing registration fees, Accounts Payable recognizes that the traveler, the procard holder, and the individual preparing travel expense claims may all be different individuals. The instructions that follow have been broken down for each role. It is imperative that everyone thoroughly read the instructions that are associated with their role. If someone acts in more than one role, be sure to read the instructions for each applicable role.
Instructions to procard holders paying for registration fees
- Prior to paying for a specific conference, the procard holder must complete the online request for a travel authorization number.
- An email confirmation of the authorization number issued will be sent via email to the procard holder and the traveler within three business days.
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If you are requesting payment for more than one individual to the same conference, you will receive an email confirmation listing a unique authorization number for each
individual listed on the original request.
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When submitting the registration form in the monthly procurement package to Purchasing, the procard holder must include a copy of the email confirmation containing the
authorization number(s).
Warning:
Failure to obtain an authorization number prior to using the procard for registration fees and/or failure to include the email confirmation with the registration form in the procard package will constitute misuse of the procard.
Instructions to the Traveler
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When registration has been paid for in advance via a procurement card, the traveler, as well as the procard holder, will be notified via email of the authorization number issued.
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It is the responsibility of the traveler to forward a copy of the email confirmation to the individual preparing any required travel documents associated with the trip involving the registration fee.The individual preparing the travel claim document(s) will need the information contained in the email.
Warning:
Failure of the traveler to inform the individual preparing any travel documents related to the registration fee will result in the traveler being denied requests to use a procurement card for registration fees in the future.
Instructions to those preparing travel expense claims
- It is the responsibility of the traveler to inform you if a procurement card paid for his/her registration fee.
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Additionally, the traveler must forward a copy of the email notification to you, as it will contain information you will need to properly complete any additional travel documents.
- Please review the following three scenarios to ensure the necessary travel documents are filed in the correct manner with Accounts Payable.
Scenario 1: No other travel expenses
If no other travel expenses are going to be incurred and claimed, no travel expense claim needs to be filed by the traveler.
Scenario 2: Additional travel expenses/Advance check requested
If the traveler will have additional expenses and is planning on requesting an advance check, it must be indicated on the Travel Authorization form that the traveler previously received an authorization number for registration fees paid by a procard by referencing the authorization number in the upper right hand corner of the Travel Authorization form. This same authorization number will be used to track any advance check issued for additional expenses.
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Once the trip is complete, the traveler must submit a completed travel expense claim to Accounts Payable within ten working days.
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On the travel expense claim, the dollar amount of the registration fee must be reflected in the business expense section of the claim.
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The phrase "Registration paid by PC – Cardholder ________" (fill in name of cardholder) must be entered in Section 11 of the claim.
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The travel authorization number issued for the registration must be listed in Section 11 of the travel expense claim as well. This will ensure the total cost of the claim is documented on the travel expense claim, even though the registration was paid by procard, a portion paid by advance check, and the balance out of pocket.
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No copy of the registration form is required with the travel expense claim, as the registration form is on file with the procurement package filed by the procard holder.
- Accounts Payable will calculate any amount due the traveler or due the university and notify traveler of such.
Scenario 3: Additional travel expenses/NO Advance check requested
If the traveler will have additional expenses and is NOT planning on requesting an advance check, the travel expense claim is handled in a similar manner to the procedure described in the above scenario:
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Once the trip is complete, the traveler must submit a completed travel expense claim to Accounts Payable within ten working days.
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On the travel expense claim, the dollar amount of the registration fee must be reflected in the business expense section of the claim.
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The phrase "Registration paid by PC – Cardholder _________ " (fill in name of cardholder) must be entered in Section 11 of the claim.
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The travel authorization number issued for the registration must be listed in Section 11 of the travel expense claim as well. This will ensure the total cost of the claim is documented on the travel expense claim, even though the registration was paid by procard and the balance out of pocket.
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No copy of the registration form is required with the travel expense claim, as registration form is on file with the procurement package filed by the procard holder.
- Accounts Payable will calculate any amount due the traveler and issue payment.
