Registration fees are the fees to be paid to attend and/or enroll in a conference, convention, seminar, or workshop.

Remember: The Travel Authorization Request Form (TAR) must be completed for conference or convention travel before the trip begins and kept in the Departmental file. The TAR must be submitted with the Travel Expense Report when the trip is over.

Warnings: Membership fees included in the registration fee cannot be reimbursed through travel. Optional entertainment included on the registration form is a personal expense, and is not an authorized reimbursement by the university. The only exception to claiming optional entertainment is if it can be justified as a business expense and has a benefit to the State.

Methods of Payment
There are 2 ways registration can be paid:

1. Direct Payment: UWF can pay the registration fee by mailing the check directly to the event sponsor.  
2. Traveler pays registration prior to the trip or on-site registration: The traveler can pay the registration with their purchasing card or personal card or check. (Traveler pays registration).

Direct Payment (Check Request)
A registration fee to attend a conference, convention, or any other event is frequently required to be paid prior to the date of the event. The department needs to prepare the following documentation and send them to Travel Office. Once the check is ready, it will be mailed directly to the organization sponsoring the event.
Direct Payments require the following:

1. Registration form showing the amount of the registration fee needing to be paid.
2. A copy of the program or agenda of the conference or convention, itemizing registration fees and any meals or lodging included in the registration fee should also be attached.

Traveler Pays Registration Prior to the Trip or On-Site Registration
Traveler can pay registration fee directly, then get reimbursed after the trip is over. The cost of the registration fee will be attached to Travel Expense Report and claimed under the heading "Other Expenses." The following documentation needs to be attached to the Travel Expense Report:

1. The original receipt or a copy of the cancelled check, or a credit card statement. The receipt must be in the name of the traveler.
2. Registration form showing the amount of the registration fee paid.