| Activity: | Planning of Conferences |
| Policy: | Travel Policy, FIN-TRV-01 Processing Revenue, FIN-TRE-120 Letter to Deans, Directors and Fiscal Officers from the VP&CFO (Theobald) related to policy Processing Revenue, FIN-TRE-120 |
| Forms: | N/A |
| Things to Know: | The planning of a Conference begins by working with IU Purchasing and Bloomington Conferences Bureau. For Covid-19 international arrangements click here. - 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. - Any activity that brings in revenue is required to have an RPAQ (Revenue Producing Activity Questionnaire) completed prior to the conference or event. - IU employees are not allowed to sign contracts on behalf of IU. Please see policy Signature Authority and Delegation, FIN-TRE-100 for further details. - Contact IU Conferences by email confreg@indiana.edu or by phone at 812-855-6922. You may also email Michelle Boulden or call 812-856-6897. See IU Conferences and the Office of Conference and Event Registration websites for further details. |
