Registration Fees

Payment and reimbursement for travel expenses is made
in accordance with the rates, standards and practices
established by the CSU Chancellor’s office as published in the
CSU, Chico Travel Procedures.

 

Registration Fees for Employees, Students and Volunteer Employees

Pre-Travel Reimbursement

When registration fees are paid by the traveler or by an employee on behalf of the traveler 30 or more days before travel-end date, pre-travel reimbursement may be made. Submit a Pre-Travel Direct Payment or Reimbursement Request form to Accounts Payable with proof of payment showing payment has already been made. For employee travelers, a Travel Request Approval form must be on file with Accounts Payable before reimbursement will be processed.

Post-Travel Reimbursement

Registration fees can be reimbursed after travel by including the expense on the Travel Expense Claim form under Business Expenses and attaching proof of payment.

Direct Payment

Direct payment of registration fees may be requested so the University will pay the registration directly to the host organization on behalf of the traveler. Submit a Pre-Travel Direct Payment or Reimbursement Request form with: two (2) copies of the vendor's invoice/registration form clearly displaying the payee (vendor) name, the remit-to address and the amount due; and an envelope addressed to the vendor. For employees, a Travel Request Approval form must be on file with Accounts Payable before direct-payment will be processed.

Signatures

Traveler: required. Please make every effort to obtain the signature of the traveler. If the traveler is unavailable to sign, a printed email authorization from him or her can be attached to the form.

Signature of Appropriate Admin: Please see Signature Authority for Travel Forms on the left menu for required signatures. If an approving authority is unavailable to sign, an email authorization from him or her can be attached to the form.

CPO

CPO Registration fees will be charged to the chartfield on the Travel Request Approval form on file at Accounts Payable. 

Membership Fees

Membership fees that are charged along with a registration fee can be paid/reimbursed with the registration fee.

Chartfield Account Code

Use the State chartfield account code 660R90 for registration fees and 660M10 for membership fees.

Cancelled Registrations

In the event that a traveler is unable to attend a conference for which the University has direct paid or reimbursed registration fees, every attempt should be made to obtain a refund. When a check, payable to CSU Chico, is received, it should be sent to Accounts Payable within three days. Include traveler name and reference to the specific trip; Accounts Payable will deposit the check accordingly to offset the campus department's original expense.