Conference Registration Fees
In most cases, registration fees are paid in advance directly to the vendor. In cases where registration fee expenses are incurred by the traveler, reimbursement must be claimed on the Travel Expense Reimbursement Form, supported by a receipt.
Airport or hotel limousine, bus or taxi service should be used in lieu of car rental whenever it is less costly to do so. When required, rental car expenses should be paid using the US Bank VISA Travel Card whenever possible. When reserving rental cars, employees should identify themselves as state employees to obtain any available discounts. At the time of rental, the employee or agent should purchase the Limited Damage Waiver (LDW), also known as the Collision Damage Waiver (CDW), if it is available unless one of two methods is used for the vehicle rental (as these two methods already provide LDW/CDW coverage): (a) renting with the U.S. Bank Corporate Travel Card or (b) renting under the state's contract with Enterprise Rent-a-Car (reference the SOU Corporate Account Number). The cost of the LDW/CDW is reimbursable. Reimbursement for rental car expenses must be claimed on the Travel Expense Reimbursement Form supported by a receipt. Contact the Travel Office for details: x2.6553
These include parking, telephone calls, facsimiles, hotel internet access charges, taxicab fares, airport shuttle fares, and tolls. All business calls are reimbursable as well as one long distance call to a family member on the first day of travel and alternating days thereafter. Commercial ground transportation requires receipts if over $75.00 per item; all other miscellaneous expenses require receipts if over $25.00 per item. All miscellaneous expenses must be itemized on the Travel Expense Reimbursement Form.
An Travel Exception Form must be completed by the traveler and submitted with the Travel Expense Reimbursement Form when there is more than one person attending the same out-of-state conference or whenever claims for meal or lodging expenses exceed allowable rates. This includes claims for lodging that exceed allowable rates at conference sites. Conference site is defined as the actual place a major conference is held and is deemed a conference site when the employees' room and the actual conference are at the same establishment. A conference is defined as a meeting of a state or national organization wherein all members of the organization are invited to attend; normally a registration fee would be required.