- Registration: may be reimbursed through Workday as an expense report under either Business Purpose, "Business Travel Reimbursement" or "Non-Travel Reimbursement".
- For WA State Conferences/Meetings, please see Conference/Registration Fees within Washington State.
- Any optional events that are 'social' in nature, are considered personal and not reimbursable e.g. tours, field trips, and other social events.
- For more information on banquet meals, see Meals - Banquet Meals.
- Membership: may be reimbursed if mandatory and unavoidable for attending conference
- Abstract fee: required fees to submit paper for attending conference may be reimbursed. Please choose the "Registration/Conf. Fees" expense item.
If departments are reimbursing these expenses as Non-Travel, please note that the Training and Conference Fees expense item and spend category (SC1046) are identified as taxable sales. Users must comment on the reimbursement request that the expense is not taxable and the reason why (i.e. Out of State, Foreign). For assistance, contact Procurement Customer Service.
For information related to the Conference Hotel exception to lodging per diem, see the Per Diem - Exceptions to Per Diem.
For UW hosted event, please see Planning an Event and contact Procurement Customer Service with any questions.
- Conference room/event space rentals/facility rental
- Catering/banquet
- Equipment
- Audio-visual equipment rental
Conference/Registration Fees within Washington State
As of October 1, 2025, Live Presentations expenses, including conferences, seminars, workshops, lectures, etc., within Washington are considered taxable.
- Live presentations may also include registration, membership, and abstract fees.
- In-Person live presentations should be taxed using the sales tax rate of the location of the presentation.
- Virtually attended live presentations should be taxed based on the attendee's location. If no information is provided about the attendee's location, the billing address will be used.
See Washington State Sales Tax Update 2025, ESSB 5814 - WA State Department of Revenue
Expense Reports:
- [EXPENSE ITEM IS CURRENTLY PENDING] If using the Business Travel Business Purpose, please select the expense item, "Registration/Conf. Fees - Washington State".
- If using the Non-Travel Business Purpose, please continue to use the expense item, "Training and Conference Fees".
Miscellaneous Payments: Please select the spend category, "Training and Conference Fees (SC1046)".