After Travel: Registration Only Reimbursement - Virtual or In-Person

An Event Registration Reimbursement applies when reimbursement is requested only for the registration fee for an event attended virtually or in person.

No other expenses related to the event, such as travel, lodging, meals, or mileage, may be included. Registration-only reimbursement is treated as a travel-related expense.

Travel Request Requirement: A Travel Request is required only when the event is hosted by an international entity. For events hosted by international entities, refer to International Travel Request guidance.

Submitters must include the dates the event occurred, indicate whether the event was hosted by an international entity, and provide funding information and approval.

Business justification is required and must explain why attending the event was necessary and how it benefits the mission of the unit or a specific grant or project.

Do not submit a Registration-Only Reimbursement request if the event has not concluded, if there are any expenses beyond registration, or if any travel occurred related to the event.

If the attendee is not a KU employee or student, select the Candidate, Guest, or Non-Employee Travel Reimbursement request type instead.

1. Start a new Travel-Related Request
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Select 'Employee/Student Registration Only Reimbursement – Virtual or In-Person.'
4. Provide all event details, funding source(s), and business justification
5. All receipts and required documentation must be attached before submission.

Funding information must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions. Submitters should work within their unit to determine appropriate funding sources.

If someone else in the unit provides funding information, they should be included as a ticket contact. Written authorization, such as an email from a department chair or Principal Investigator, should be attached when applicable.

Minimum funding information includes: a Project Number for grant funding; a Cost Center and Fund for non-grant funding; or a KUEA Account Number for endowment funding.

For transactions using multiple funding sources, submitters must explain how the expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, the requester will receive a confirmation email that includes a ticket ID number. This ticket ID should be used when referencing the request outside of the system.

The Finance SSC may request additional information. Requests can be responded to by replying to the ticket notification email or by adding comments and attachments directly in the ticket.

Ticket status notifications will be sent as processing progresses, including notifications when work is complete or when action is required by the department or unit. 
For all ticket details, visit Ticket Requests 

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from processing. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.