Conference Registrations/Subscriptions

Effective July 1, 2000, all conference registration fees and subscriptions funded by the University must be paid using the MSU MasterCard®.

Exceptions:

The conference is over $2,500.

The merchant does not accept credit cards. (Make a note on the DPV indicating this so that the Travel Office does not send the DPV back to the department.)

The person wishing to attend the conference has applied for a purchasing card and has not yet received it. (Make a note on the DPV indicating that a card is in Process)

The person does not have a purchasing card. In this case, apply for one using the application available on the web site at www.purchasing.msu.edu, or the P-Card coordinator can fax or send an application through campus mail. (Make a note on the DPV stating you do not have a purchasing card and are applying for one.)

In some instances, the conference registration site may only require a 50% deposit for the conference with the balance due at a later date or at the conference. If the deposit amount is less than the $2,500 [even if the total of the conference is over $2,500] you may pay for the deposit on your purchasing card, and pay the balance [under $2,500] later using your purchasing card.)

It is permissible for a cardholder to register multiple attendees for a conference using the purchasing card as long as the registration is under $2,500 per attendee. However, the registration fees must be put through individually (you may need to instruct the conference registrar to do this). You will need to have a conference registration form for each attendee. THIS IS THE ONLY CASE IN WHICH MULTIPLE CHARGES TO THE SAME MERCHANT, ON THE SAME DAY, ARE ACCEPTABLE.

Membership dues $75.00 and under may be paid using the purchasing card as long as the dues are in conjunction with the payment of a conference registration or subscription. Individual/personal memberships alone, or those over $75.00, must be paid using a Direct Payment Voucher and CANNOT be charged to the purchasing card (refer to MBP, Section 47). Under no exception, can a membership of any type be purchased on a federal grant account.

Cardholders must keep a copy of the conference registration form, or the membership/subscription form attached to their monthly statements as backup documentation for auditing purposes.

If you have further questions, please contact the Travel Office at (517) 353-4882.

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