Conferences
Conference Support at the Mathematical Institute
The Finance team provides administrative and budgetary support for faculty-led conferences. If you are planning to run a conference you will find a summary of the steps you should follow below. We ask that you follow this guidance to ensure that your conference runs smoothly and is accounted for appropriately and fully.
Submitting a Request for Conference Account
Before any activity can begin, you should submit a Request for Event Account to @email.
You should also include all supporting documentation, e.g.:
- Award letters
- Expenditure contracts
Once submitted, a member of the Finance team will review your application and if all is in order, a dedicated conference account code will be allocated to you so that we may ring fence all financial transactions related to your event.
Participant Payments via Online Store
If your conference is to include payments from participants such as registration fees, dinners etc. we can arrange a payment link through the University’s Online Store. Please note that a 1.5% transaction fee applies for every transaction and these costs should be incorporated into your budget.
Setup Process:
You will need to submit an Online Store Setup Questionnaire to provide the necessary details to @email. Setup typically takes 2 weeks, so early submission is strongly recommended.
Once the store is live:
- Participants can pay securely via bank card
- You will receive sales notification emails
- Detailed sales reports are available upon request
Managing Conference Finances
All financial transactions related to your conference are processed through your dedicated conference account code and all expenditure falls within the University’s guidelines e.g.
- Purchasing goods and services
- Expense claims
Final Event Summary & Residual Funds
Once your event has concluded and all income and expenditure reconciled:
- A final event summary will be provided
- If there is a surplus balance, the organiser may apply to use 50% of the residual for university business-related expenses
- The funds must be used within 12 months
All events must be fully reconciled by the year end, 31st July i.e. all expenditure and income needs to be fully recognised and evidenced.
For further help and guidance, please contact: @email