Policy Number: 34

Attending Seminars, Workshops, Conferences and Conventions

Subject:

Attending short term, professionally oriented programs

Scope:

Employees except for student appointees

Date Reviewed: April 2014

Responsible Office: Expense Reimbursement Team and Procurement Services

Responsible Executive: Senior Vice President, Finance and Business Services

I.     POLICY AND GENERAL STATEMENT

The University of Texas Health Science Center at Houston ("university") supports the participation of its employees in short-term, professionally oriented programs (such as seminars, workshops and conventions), the purpose of which is to keep participants abreast of changing practices or evolving technologies in their fields of specialization. These programs are generally of short duration (a one- or three-day seminar, for example) and are outside the category of long-term study that yields a grade or degree.

Participation in such programs requires the approval of the employee's administrative superior. Consideration of such a request must take into account both the merit of the proposed program and the university's ability to sustain the individual's short-term absence without negative consequences.

Once a request of this kind is properly authorized, the university may also pay for the employee's registration or tuition fee for the workshop. The university also offers prepayment of registration fees for these activities when it becomes necessary to submit registration fees in advance of the event. Under no circumstances will the university make deposits (e.g., lodging deposits) for the employee.

(Refer to HOOP Policy 33 Job Related Training and Education for information regarding long-term study that yields a grade or degree).

II.     PROCEDURE

If the function is outside the Houston metropolitan area, the registration and other expenses must be paid through the procedures found in the Travel Guide.

For reimbursement procedures related to payment of fees associated with a local (Houston Metropolitan area) seminar, workshop or conference, refer to the Reimbursement Guide.

If the registration fee will be paid directly to the vendor and the function is within the Houston Metropolitan area, the registration fees can be processed with a non-PO voucher or a procurement card.

III.     CONTACTS

ContactTelephoneEmail/Web Address
Expense Reimbursement Team 713-500-4958

Travel@uth.tmc.edu

Procurement Services 713-500-4700