Activity: Planning of Conferences Financial Policy: V-1 Authorization for Out-of-State Travel http://www.indiana.edu/~vpurapp/policies/travel.shtml#authorization V-10 Reimbursement of Travel Expenditures http://www.indiana.edu/~vpurapp/policies/travel.shtml#reimbursement V-20 Insurance Coverage while on University Travel Status http://www.indiana.edu/~vpurapp/policies/travel.shtml#insurance VI-120 Processing Revenue http://www.indiana.edu/~vpcfo/policies/treasurer/home.html Information related to policy VI-120 http://www.indiana.edu/~cats/Announcements/IUConferencesRevised.pdf Related Policies: IU Institutional Purchasing Policies http://www.iu.edu/~vpurapp/policies/index.shtml Additional Forms: Travel Authorization Form http://www.indiana.edu/~travel/resources/travelforms.shtml Things to Know: Planning of Conference begin working with IU Purchasing and Bloomington Conference Bureau
- A “letter of invitation” is a legitimate request for someone from another country to attend a conference in the United States. It is needed to obtain a visa. However, these same letters can fetch big money on the black market. Do you know how to spot phony requests?
- Fraudulent credit card charges can overstate your income, can take months to resolve, and can result in a monetary loss to the conference.
- There are substantial penalties for a breach of credit card security and the university can be fined thousands of dollars.
- A conference presenter from another country, who doesn’t obtain the correct visa before they travel, may not be allowed into the U.S., and they probably won’t get paid.
- A poorly negotiated hotel contract can result in thousands of wasted dollars.
- You can be personally liable if you sign a contract that commits funds for the university.
- There is an organization on campus that handles these issues and more – IU Conferences.
IU Conferences Web Site: http://www.conferences.indiana.edu/conferences/index.html Travel Management Services Web Site: http://www.indiana.edu/~travel/index.shtml
