Budget & Fiscal Services

Registration

1. If a purchase order is acceptable to the conference organizer, and it is more than 30 days before the registration deadline, submit your Purchase Request in IFAS. Write the PR number at the top of the completed registration forms and forward to Purchasing (either by fax or pony).
2. If there are fewer than 30 days before the registration deadline, submit your PR in IFAS  and then contact Purchasing for a "confirming" purchase order number. Write the PR  number at the top of the completed registration forms and forward to Purchasing   (either by fax or pony).
3. If neither purchase order nor purchase order number are acceptable for registration,   prepare a check request memo to the account supervisor of Accounts Payable requesting a district revolving cash check payable to the conference sponsor in the required amount.  Have the memo signed by the appropriate administrator. When you receive the check (allow a few days), send it to the conference sponsor along with the registration forms.
4. If time is extremely short, the attendee may issue a personal check for the registration and submit the receipt for reimbursement (see below).

Expense Claim

Within ten days after a conference or workshop for which a registration fee was paid, or which required overnight lodging, submit to Fiscal Services an expense claim for reimbursement of all expenses associated with the event. These expenses, along with the registration fee, are all charged to object code 5210. More specific instructions are on the back of the expense claim form. If no reimbursement is being requested, you do not need to submit an expense claim form.

Attach to the expense claim the original copy of all receipts. No claim will be honored without receipts. Fiscal Services will issue a reimbursement check approximately ten days after receipt of a claim. A copy of the expense claim form is available in pdf format. 

Meal Reimbursement Rates:

2009-10: $67.54 per day

Mileage Claims

This form is used for mileage, bridge tolls, and parking not associated with conferences for   which fees were paid. Use object code 5230.  A copy of the mileage claim form is available in pdf format.