ABCDEFGHIJKAAAB
1
2
N C State University - Sponsored Conference Authorization Form (AP106) (This form has embedded drop down boxes. If you click on a box and you see an arrow that means it has a drop down list to select from. Otherwise you will need to key in the requested information.)
3
4
What is the Title or Name of the Conference (please spell out - no abbreviations)?
5
6
If there is a Web Site for Conference Information, Please List the Web Site Address Below:
7
8
Please Complete the Following Information and Attach a Hard Copy of the (1) Conference Agenda and (2) Invitation to Participants:
9
Conference Times/Dates: Begin | End
10
Conference To Be Held at (Name/Address of Building / Hotel / Conference Center)
11
Explain the Business Purpose For the Conference - (What is it for)
12
Number of Participants Expected?
13
14
Person Responsible: NameTitleE-Mail AddressPhone Number
15
16
Contact Person: NameTitleE-Mail AddressPhone Number
17
18
19
Sponsored External Conferences Must Meet the Following Conditions.
20
If registration fees are charged, they may not be exclusively for meals.
21
Assemblies should be held in state facilities: however, non-state facilities can be rented.
22
Registration fees, state or grant funds may not include or be used for costs of entertainment, alcoholic beverages, setups, flowers, and/or promotional gift items.
23
If meals are provided, must be included in the registration fee or specifically provided for by grant / contract / or gift funds.
24
If conference expenses are to be paid for by a grant including meals, the grant must provide for this specifically.
25
Must not be for purposes that do not promote any cause or purpose other than the mission and objective of the University.
26
Have the Above Conditions Been Met?Yes
27
Conference Noted as Meeting Required Conditions
28
29
Refreshment Breaks (For Internal and External Conferences)
30
Are there 20 or more participants planned for the event?No
31
Refreshment breaks may only be provided when paid from non-state funds that specifically allow for such expenses. (Overhead (F&A) Funds are not allowable for refreshment breaks)
34
35
Registration Fees
36
Select the type of External Conference being held.Please select type of conference from the drop down box
37
What is the Registration Fee for the External Conference?
38
List the Project Number that will be used to Deposit and Account For Conference Registration Fees?
39
40
41
Meals (Meals May Not be Charged to Ledgers 2 and 4)
42
43
44
45
Daily Subsistence Cost Per Participant From Conference Sources
46
Dates:Estimated Breakfast per Participant Estimated Lunch per ParticipantEstimated Dinner per Participant EstimatedTotal Meals per ParticipantStandard Room Lodging Rate Offered Per ParticipantDaily Subsistence Cost Per Participant From Conference Sources
47
0.000.00
48
0.000.00
49
0.000.00
50
0.000.00
51
0.000.00
52
0.000.00
53
Totals0.000.000.000.000.000.00
54
Meals served at the External Conference must meet the NECESSARY and REASONABLENESS test. When Planning the conference, departments should use GOOD BUSINESS PRACTICES and purchasing procedures when contracting for meal/food service for an External Conference. These procedures would include choosing meal selections that are not extravagant and, if sponsored by a grant / contract / agreement, that they have been approved by the external sponsoring party. Meals served must be USUAL and CUSTOMARY for the type and size of conference being held.
55
56
Service Provider TypeService Provider NameService Provider Address
57
Conference Center:
58
Hotel:
59
Caterer:
60
61
62
63
Departmental Approval
64
Department Head or Designee Signature (Designee must attach written authorization from the Department Head)Date
65
66
67
NOTE: IF THE ACTUAL AMOUNTS FOR TOTAL MEALS IS SIGNIFICANTLY GREATER THAN THE ESTIMATE by 25%, THE DEPARTMENT HEAD OR DESIGNEE MUST SIGN THE FINAL INVOICE FOR PAYMENT.
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102