{"id":2248,"date":"2022-08-22T10:49:55","date_gmt":"2022-08-22T14:49:55","guid":{"rendered":"https:\/\/research.ncsu.edu\/administration\/?page_id=2248"},"modified":"2025-12-10T14:39:25","modified_gmt":"2025-12-10T19:39:25","slug":"conferences-and-workshops","status":"publish","type":"page","link":"https:\/\/research.ncsu.edu\/administration\/budgeting-guidance\/conferences-and-workshops\/","title":{"rendered":"Conferences and Workshops"},"content":{"rendered":"\n\n\n\n\n<h2 class=\"wp-block-heading\">Specific Guidelines<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Meal costs should be reasonable and defensible. A good rule of thumb is to apply\u00a0<a href=\"https:\/\/controller.ofa.ncsu.edu\/thetravelcenter\/before-the-trip\/meals\/\" target=\"_blank\" rel=\"noreferrer noopener\">state per-diem rates<\/a>\u00a0(Unity ID required).<\/li>\n\n\n\n<li>NC State University cannot use funds to pay for conference meals for state employees at which a conference fee was not charged unless the following conditions are met:\n<ul class=\"wp-block-list\">\n<li>Federal grants, other grants, state or institutional trust funds (per\u00a0<a href=\"http:\/\/www.ncleg.net\/gascripts\/statutes\/statutelookup.pl?statute=116-36.1\" target=\"_blank\" rel=\"noreferrer noopener\">G.S. 116-36.1<\/a>) may be used if the conditions attached to those funds allow for the provision of meals for a conference, and<\/li>\n\n\n\n<li>NC State University\u00a0<em>must<\/em>\u00a0have documentation of the conditions.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">State employees may not request reimbursement for the meal.<a><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Requirements and Limitations for External Conferences<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Conference must be planned in detail in advance, with a formal agenda.<\/li>\n\n\n\n<li>There must be written invitation to participants, setting forth the calendar of events, the social activities, if any, and a detailed schedule of costs.<\/li>\n\n\n\n<li>Assemblies should be held in state facilities; however, nonstate facilities can be rented and the cost charged to a state agency without allocation to the participants\u2019 daily subsistence allowances.<\/li>\n\n\n\n<li>The sponsoring department may charge registration fees for participant costs of the external conference.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If after reviewing the guidance materials, you have specific questions on this topic, please contact the Office of Post Award Financial Services (OPAFS) at\u00a0<a href=\"tel:9195152153\">919.515.2153<\/a>.<\/p>\n\n\n<div class=\"is-text wp-block-ncst-buttons\">\n    \n<div class=\"is-style-secondary wp-block-ncst-button\">\n      <a\n        class=\"ncst-block__button-link btn\"\n        href=\"https:\/\/www.osbm.nc.gov\/budget\/budget-manual\"\n        data-ncst-lightbox=\"false\"\n                      >\n                  <span class=\"text\">More about state travel policies and regulations<\/span><span class=\"arrow-indicator\"><svg class=\"wolficon wolficon-arrow-right-bold\" role=\"img\"  aria-hidden=\"true\">\n\t\t\t\n\t\t\t<use xlink:href=\"#wolficon-arrow-right-bold\">\n\t\t<\/svg><\/span>\n              <\/a>\n    <\/div>\n  \n\n  <\/div>\n","protected":false},"excerpt":{"rendered":"<p>Specific Guidelines State employees may not request reimbursement for the meal. Requirements and Limitations for External Conferences If after reviewing the guidance materials, you have specific questions on this topic,&hellip;<\/p>\n","protected":false},"author":16,"featured_media":0,"parent":115,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"source":"","ncst_custom_author":"","ncst_show_custom_author":false,"ncst_dynamicHeaderBlockName":"ncst\/default-header","ncst_dynamicHeaderData":"{\"pageIntro\":\"Conferences and workshops should be budgeted using extraordinary care. Certain State of North Carolina Budget rules apply. Visit the\u00a0<a rel=\\\"noreferrer noopener\\\" href=\\\"https:\/\/www.osbm.nc.gov\/\\\" target=\\\"_blank\\\">NC Office of State Budget and Management (OSBM)<\/a>\u00a0to find additional information, including the current\u00a0<a rel=\\\"noreferrer noopener\\\" href=\\\"https:\/\/www.osbm.nc.gov\/state-budget-manual\\\" target=\\\"_blank\\\">budget manual<\/a>\u00a0\u2014 which provides\u00a0a detailed description of applicable rules.\"}","ncst_content_audit_freq":"","ncst_content_audit_date":"","ncst_content_audit_display":false,"ncst_backToTopFlag":"","footnotes":""},"tags":[],"class_list":["post-2248","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Conferences and Workshops - Research Administration and Compliance<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/research.ncsu.edu\/administration\/budgeting-guidance\/conferences-and-workshops\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Conferences and Workshops - Research Administration and Compliance\" \/>\n<meta property=\"og:description\" content=\"Specific Guidelines State employees may not request reimbursement for the meal. 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