5105 Registration Fees

Registration fees paid for admittance, attendance, or participation in seminars, conferences, or other meetings are reimbursable. The official receipt should be submitted with the travel claim form for reimbursement subject to the following:

1. Registration fees paid to obtain personal membership or other personal benefits from an organization are not reimbursable. Memberships in organizations must be in the name of the state agency.

2. Registration fees may be paid by the employee and claimed for reimbursement on the employee's travel expense report or paid directly to the organization by the state agency.

Payments directly to the organization should designate: (1) the name of the person attending; (2) the date(s) and place of the event; and (3) the total number of each type of meal included in the registration fee (i.e. number of breakfasts, lunches, or dinners). If no meals are included, the voucher should state "No meals included in the registration fee".

3. In cases where the cost of meals is included in the cost of registration fees or other fees paid by the agency, the meal allowance amount must be reduced as provided in paragraph 4301.

In limited exceptional circumstances, the registration fee may be reimbursed without the official receipt by entering the justification on the travel expense report in the SMART travel module explaining why the official receipt is unavailable and a statement that the claim represents a true and actual claim in accordance with current travel law. In addition, the justification should designate: (1) the date(s) and place of the event; and (2) the total number of each type of meal included in the registration fee (i.e. number of breakfasts, lunches, or dinners). If no meals are included, the travel expense report should state "No meals included in the registration fee". The justification must be signed, not stamped, by the agency head or designee authorized to approve travel expense reports.

(Reference: K.A.R. 1-16-21)