Registration Fees, Hosting, and Moving
Conference Registration Fees
Conference registration fees should be paid with a university-issued credit card whenever possible. If a university credit card is not accepted, the traveler must create a requisition in Workday to initiate payment.
When claiming per diem while attending a conference, travelers must deduct any meals provided by the conference, as well as any other meals provided during the trip, from their per diem claim. Travelers are encouraged to attach a copy of the conference registration, agenda, or other documentation identifying conference dates and meals provided. This documentation assists travelers, delegates, and approvers in determining and monitoring allowable travel expenses.
Hosting and Entertainment
Occasionally, it may become appropriate or necessary to host other individuals’ meals or entertainment while traveling. The hosting employee must submit all required documentation, including the hosting expense business purpose and all participants’ names.
- Hosting event expenses must be reported on an expense report using the expense items Hosted Meal or Hosted Entertainment. The expense report must include the business purpose of the event, the names and affiliations of all attendees, and complete itemized receipts.
- University employees or students who participate in a hosted or otherwise provided meal must exclude that meal from any per diem claim.
Moving and Temporary Relocation Expense
Expenses related to the permanent relocation of incoming or outgoing employees are governed by the University Moving Policy. These expenses should not be submitted through a Workday expense report. Questions regarding moving expenses or the University Moving Policy should be directed to the Tax Office.
Updated: June 5, 2026