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Local and Virtual Conference Registration

Students

If you plan to claim mileage or other expenses in addition to registration, please follow the standard travel procedure.

If all you want is registration to be paid directly to the conference, follow the process below.

  1. Fill out the ESE Student Pre-Authorization Travel Form (PDF Version).
    • If you did not do this before the trip, please do it after.
    • The Docusign form will route automatically based on the email addresses you enter. If it doesn’t work, use the pdf instead.
    • Because this form is attached to Robin Whitley’s account, it will appear that the emails come from her. She does not actually send or have any knowledge of these emails; they are automatic. 
  2. When the form is routed back to you, look at what your advisor selected for Primary Beneficiary, Student or University.
    • Student: decide if you need an increase in your Cost of Attendance. For additional information, please consult https://studentaid.unc.edu/graduate/what-aid-is-available/department-funding/ or email OSSA at aidinfo@unc.edu.
    • University: select “University is the beneficiary. COA does not apply.”
  3. Sign the form.
  4. Fill out the pre-trip prompter.
  5. You will be contacted by an admin with instructions. Note that we will not fill out registration on your behalf; we only facilitate payment.

Faculty and Staff

The following assumes you are not claiming any expenses other than registration.

I will use my T&E card and attend in person

  1. File a travel request in Concur
  2. Reconcile the expense in a report after it appears in your list of expenses.

I will use my T&E card and attend remotely

  1. You do not have to file a travel request in Concur.
  2. Reconcile the expense in a report after it appears in your list of expenses.

I will use my personal credit card

  1. You do not have to file a travel request in Concur
  2. Upload the expense manually and file an expense report.

I want to use a pcard

  1. Follow the instructions under “Registration and Abstract Submission” at Faculty/Staff Travel – Before the Trip. It is under the Policies and Additional Procedures header.
  2. You do not have to file a travel request in Concur, but filling out our internal form will help us document the charge correctly.
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