SUNY New Paltz encourages use of the departmental Procurement Card for pre-payment of conference registration fees. This pre-payment should be documented on the travel requisition so it won’t be double encumbered. The procurement card may not be used for travel, lodging, or meals.
If the procurement card is not accepted, and travel is involved, then pre-payment of the registration fees may be requested on a travel requisition. Submit a completed copy of the meeting’s registration form to purchasing four weeks prior to the required payment date. Registration forms must include complete information such as company name, mailing address, and Federal Identification number so payment is made to the correct organization. Checks originate from OSC in Albany and require four weeks lead time. When requesting a prepayment of registration the name of an alternate attendee is required. It is the responsibility of the traveler to complete and send the registration form to the host organization. When necessary, it may be noted “check to follow” on the registration form. If registration for a conference includes membership fees or dues, a justification is required with the travel requisition or procurement card reconciliation statement. If the trip gets cancelled it is up to the traveler to notify the vendor of cancellation and request reimbursement to the college. Accounts Payable should also be notified in a timely manner.