Conference Accounts

Conference accounts are to be used when funding for an event includes a combination of fees, internal contributions, external donations and restricted fund grants.  It is also recommended when the conference or workshop does not coincide with the University operating fiscal year of May-Apr.  Go to the Financial Services website for circumstances when conference accounts are not required.

Conference accounts consist of a funds centre, fund and an internal order, and have an end date.  Any balance left in the account after all expenditures have been processed needs to be transferred out of the account prior to the end date.

The process for requesting conference accounts is listed below:

1. Complete the "Creating Conference Account" form - the budget must net to zero
    
2. Have your Chair/Unit Head/Director authorize the form
    
3. Attach a detailed budget of both revenue and expenditures to the form
    
4. Submit to Cheryl Rhind, Finance Office
    
5. An email will be sent to you by Financial Services with the new account numbers.
   
    

The process for changing conference accounts is listed below and is predominantly used for changing the budget:

1. Complete the "Changing Existing Conference Account" form - can be used to reduce or increase the original budget
    
2. Have your Chair/Unit Head/Director authorize the form
    
3. Attach a revised detailed budget of both the revenue and expenditures to the form
    
4. Submit to Cheryl Rhind, Finance Office
    
5. An email will be sent to you by Financial Services when the change has been made.

Still have questions???  Contact Cheryl Rhind.