UVa Travel Web Site

Important Change in Conference Registration Processing

From Susie McCormick, Feb. 22, 2007

Everyone,

I am writing to let you know about a change in the way we process conference registrations, when the registration fee is part of a travel event. In the past, ITC's Purchasing Group processed conference registration payments. Effective immediately, however, these transactions will be processed by Beverly Carter, ITC's travel coordinator. This change will ensure that all documentation related to a travel event will be reviewed, processed, and filed by the same individual, and will provide a single point of contact for travel transactions. Conference or training registration fees that stand alone and are not part of a travel event may continue to be processed by the Purchasing Group.

Please also be reminded that pre-approval for any travel event estimated to cost $500 or more must be completed, signed and filed with Beverly Carter before any associated expenditures (including airfare and registrations) may be initiated. The pre-approval form is part of the Travel Workbook, available on the University Purchasing website at: http://www.procurement.virginia.edu/main/travel/TravelBasics.html (click on Travel Workbook).

Of course, you may always choose to use your UVa travel card or personal credit card to pay your registration fee directly, but the same rules apply: pre-approval must be obtained, and supporting documentation for the transaction must be provided to Beverly Carter. In those cases, you will not be reimbursed until after the travel is completed and the travel reimbursement form is processed.

Please let me or Beverly Carter know if you have questions regarding any travel procedures.

Thanks,
Susie

Once your travel and conference/workshop attendance has been approved, you will need to follow university guidlines. Please access the UVa Travel Workbook to begin the process.

Budget and Pre-Approval Form is a part of the workbook and will need to be completed if any of the following conditions are relevant to your trip.

• You are paying from a State Account (Ledgers 1, 2, 3, some 7), and total cost of the trip will exceed $500, OR more than 2 UVA employees are attending the same conference. (This replaces the "Interim Travel Approval Form")
• You are purchasing transportation tickets from one of the University's contracted travel agencies. (This replaces the "TAN Form") Please contact Jane Brookman to book your airline arrangements.
• You prefer to have the trip "pre-approved", eliminating the need for post-trip approvals as long as the actual cost of the total trip is no more than 10% or $100 above the approved estimate and there are no unusual expenses that were not included in the pre-approval.

After you have completed the Budget and Pre-Approval Form, it needs to be submitted to your director for approval, then on to Linda Shifflet for final approval.

State Travel Reimbursement Limits

Conference/Workshop Database (The database is currently unavailable)

A database containing information on ITC staff attending various workshops and conferences. Your attendance at the conference/workshop must be approved by your director before you enter information into the registry.

The intent of this database is to gather information on the presentations and other conference duties that members of our staff are undertaking.

It also provides a vehicle to see who's planning to attend which conferences.

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