Prepaid Conference Registration Procedures Rebekah Caldwell

Implementation Purpose and Process August 2016-implementing prepaid conference registration process in line with UT Travel Policy and Procedures. Conference registration will now be submitted through IRIS Proper documentation attachment vital No more chasing conference documentation after the event Conference documentation for expense report already in IRIS Paperless Submission Department required to retain original hard copy No more delivering paper to Accounting Services UTC Conference Registration Card

Accounting Services Credit Card Accounting Services now has a credit card specifically for conference registrations. The registration credit card will be used whenever possible in making registration payments. This is NOT the Department Procurement Card: you MAY NOT use your Department Procurement Card to register for conferences, with EXCEPTION of conferences held in Chattanooga and Webinars. Travelers must submit their registration login and password information (NOT NET ID AND PASSWORD) on the T-30 for payment to be made if they registered online and payment is processed by credit card. Payments made on Accounting Services registration credit card will be reconciled the month following payment and sent through workflow approval.

Prepaid Conference Registration Procedures Training Implementing prepaid conference registration process Required documentation for prepaid conference registration Step by Step How To

REQUIRED DOCUMENTATION All conference registrations will be submitted through Workflow for payment and must include all required documentation. T-30 must be completed to request pre-payment of a conference registration fee. Do this even if you have an invoice!! (attach the invoice to T-30) The conference registration documentation “MUST” include all of the following information: name of the person(s) attending the conference when and where the conference is to be held the amount of the conference registration fee (e.g., brochure) the fee must specify the amenities provided (e.g., meals, lodging, memberships), and where and by what date the payment is to be sent login and password if registered online and registration is to be paid by credit card

Step 1: Use IRIS transaction TRIP-Travel Manager to create travel expense report. Step 2: Double-click to go to the Travel Manager screen. Submit Prepaid Conference Registration in IRIS

Step 3: Create Travel Expense Report Click to create a new Travel Expense Report on which to request the pre-payment of a conference registration fee. Submit Prepaid Conference Registration in IRIS ****REMEMBER****** If the conference is out-of-state, a Travel Request must be entered and approved “before” the Travel Expense Report for the conference registration fee can be entered. (If the conference is held in-state a Travel Request is not necessary)

Step 4: Complete the following fields in the Expense Receipts section Be sure the correct account is being charged Submit Prepaid Conference Registration in IRIS The entry for pre-paid conference registration will be “Reg/Conf/Train Company Paid” In the comments box, enter information about the conference the registration fee the conference hotel meals provided any other pertinent information LASTLY: Click to transfer the entry to the list of items to be paid. Enter Amount

STEP 5: Save the Expense Report Click (SAVE) to save the Travel Expense Report. A prompt will appear asking if you are ready to submit this documentation for approval. Click to save the Travel Expense Report. Submit Prepaid Conference Registration in IRIS

Step 6: Complete the T-30 form as normal write the trip number on the T-30 form use G/L for conference registrations (unless conference is in Chattanooga or a Webinar then the G/L will be ) make sure the correct account to be charged is on the T-30 include a login and password, if applicable, for credit card payment Step 7: Scan the T-30 form and supporting documentation (including travel expense report) all required documentation is listed at the bottom of the T-30 form single PDF file Save the PDF file to an appropriate location on your computer NOTE: It is not necessary to have Traveler sign the travel expense report during this Prepayment of Conference Registration process (they must sign after trip to submit further expenses)

Step 8: Attach the PDF file to the Travel Expense Report in IRIS. Click on the (Services for Object) button to access the drop down menus. Select Create… Store business document. Submit Prepaid Conference Registration in IRIS

Step 9: SAVE AGAIN after attaching Documents Click (Save) to save the Travel Expense Report. The following informational message will appear. It indicates that the trip to be saved has no costs associated with it. THIS IS OKAY (Since the conference registration is being company-paid by UT directly to the group organizing the conference, no costs will be reimbursed to the traveler at this point) Click to continue.

Submit Prepaid Conference Registration in IRIS STEP 10: Submit A prompt will appear asking if you are ready to submit this document for approval. Click to submit the Travel Expense Report for approval through Workflow.

Submit Prepaid Conference Registration in IRIS Once the expense report is submitted to Workflow, no changes can be made to that expense report until the Workflow is completed-either approved or rejected. The following message will appear if you attempt to save the expense report a second time.

IRIS Transactions TRIP – Travel Manager to enter travel request and/or travel expense reports. ZWF_HISTORY – check status of Workflow of Travel Request and/or Travel Expense.

IRIS Help Accounting Services Website Prepaid Conference Registration IRIS Document Prepaid Conference Registration IRIS Lesson