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Conference Registrations

Conference Registrations

Nov 01, 2023

Rules for All Conference Registrations

Allowed/Disallowed Expenses

  • Allowed: Fees directly relating to "business" purposes (ie. the main conference registration fee, any extra technical workshops or sessions, etc.) may be paid for.

  • Paper/author fees which are bundled together with the conference registration may be paid as well. (Please check in with WNCG staff on how to pay separate paper fees and/or publishing fees unrelated to a conference.)

  • Any items such as optional "swag" or purely entertainment/leisure activities are not allowed.

Deadlines

Asking Staff to Pay the Conference Directly

If you'd like WNCG Staff to pay the conference on your behalf so that you do not have to pay out of pocket, please contact @Erin Salcher with as much lead time as you can. WNCG Staff can usually meet these requests within 1-2 business days; however, please be aware that in peak administrative processing times, this is not always possible.

Please contact WNCG Staff well in advance of the registration deadline. 

Out-of-Pocket Reimbursements

  • You cannot file for reimbursement until the conference is over

  • The deadline to receive reimbursement is 60 days after the end of the conference. This includes any processing time, so please complete the reimbursement request form well ahead of this deadline (at least 2 weeks before the deadline) so we can submit your request to the Business Office on time.

In-Person vs. Virtual Conference Registrations

The table below outlines the differences in procedure based on the type of conference you will attend. If the conference itself is offered in a hybrid environment (ie. you can choose to attend in-person or virtually), please follow the procedures for the method that corresponds to how you personally will attend the conference.

 

 

In-Person

Virtual

 

In-Person

Virtual

RTA Requirements

RTA required*

In order to be reimbursed or to have the registration fee paid on your behalf, you must have an approved RTA on file.

*Exception - if the conference is in Austin, you do not need an RTA.

Related: How to file an RTA.

 

RTA not needed.

You do not need to file an RTA since no actual travel is involved.

Payment Options



Out of Pocket Reimbursement-In Person

Conferences are one of the few things you may pay out-of-pocket and request reimbursement for.

  • If the conference was in Austin, please use the "Out of Pocket Reimbursement-Virtual" instructions to the right.

  • If the conference was outside of Austin, please submit the receipt along with your other travel receipts on a Travel Expense Reimbursement

 

Out of Pocket Reimbursement-Virtual

Conferences are one of the few things you may pay out-of-pocket and request reimbursement for.

  1. Email @Erin Salcher  your receipt in order to coordinate reimbursement. Please let us know that the conference was virtual.

  2. CC your advisor to confirm their permission to cover the expense.

  3. If possible, ask your advisor for an account beforehand.

WNCG Staff Pays Conference Directly

Email @Erin Salcher to register you on your behalf and pay the conference directly. In your email, please:

  1. CC your advisor who will be paying for the conference

  2. Include the link/form for the conference registration

  3. Include all needed information to process the registration on your behalf, such as contact info, dietary preferences, author/accepted paper numbers

  4. If there is a deadline for registration, please let us know.

WNCG Staff will access the conference system to register and pay on your behalf and/or coordinate with the conference contact to pay by check, etc.

 

WNCG Staff Pays Conference Directly

Email @Erin Salcher to register you on your behalf and pay the conference directly. In your email, please:

  1. CC your advisor who will be paying for the conference

  2. Include the link/form for the conference registration

  3. Include all needed information to process the registration on your behalf, such as contact info, author/accepted paper numbers, etc.

  4. If there is a deadline for registration, please let us know.

WNCG Staff will access the conference system to register and pay on your behalf and/or coordinate with the conference contact to pay by check, etc.

ProCard

If your advisor has a ProCard, conference registration may be paid for via ProCard

 

ProCard

If your advisor has a ProCard, virtual conference registration may be paid for via ProCard

 

 

 

 

Please note: The information here is summarized for your convenience. Though we attempt to keep it updated, University policies are complex and ever-changing. We must defer to current policies if they differ from what is written in this guide. There may also be other requirements for various processes not listed here.