International Conferences Hosted by UCF

International conferences hosted by UCF for research purposes should be managed by the UCF Research Foundation Office.

UCF Research Foundation Conference Setup and Credit Card Collection Process

Based on the information provided by UCF Research Foundation, the process for establishing a conference account and collecting registration payments by this entity is as follows.

1. Create the Conference Record

Submit an FP Record in HURON

  • A Funding Proposal (FP) record must be created in HURON.
  • Upload all conference-related documentation to the FP record.
  • Assign the FP to Nita Patel for processing.
  • UCFRF will establish an award (AWD) initially with a nominal budget of $1.00 and increase funding as revenues are received.

Award Structure

  • Registration fee revenue is established under a sponsor named “Various.”
  • Registration fees are managed on a cash basis and budget is added as funds are received.

Separate Funding Sources

For accounting purposes, funds cannot be commingled:

Registration Fees

  • One grant number for attendee registration revenue.

Sponsorships

  • Separate grant required.
  • Each sponsor must complete:
    • Sponsorship Agreement/Form
    • Compliance Form
  • Sponsorship agreements must be reviewed and approved by the UCFRF Contracts Team.

Donations

  • Separate projects are required for each donation
  • Will need a donation letter from each donor

Compliance form

2. Understand the Management Fee

  • UCFRF charges a 7% management fee on all conference accounts.
  • The fee is assessed on the total direct costs (TDC).
  • If multiple award projects are required (registration fees, donations, sponsorships), each applicable account will be subject to the management fee.

3. Collect Conference Registration Payments

Credit Card Payment Portal

UCFRF can collect participant payments through the online payment system:

Payment Link https://www.billerpayments.com/app/simplepayui/?bsn=ucfresearch

Participants should:

  1. Open the payment link.
  2. Enter a description that includes:
    • Conference name
    • Attendee name
    • Invoice number (if applicable)
  3. Complete all required personal and payment information.
  4. Select“New Card Amount” as the payment method.
  5. Enter credit card information.
  6. Select Confirm to submit payment.
  7. Leave the “Additional Payment Details” section blank unless submitting multiple payments on a single transaction.

4. Monitor and Reconcile Payments

Payment Reporting

  • Ed Jacobs monitors all incoming credit card payments.
  • Participants are strongly encouraged to include:
    • Conference name
    • Attendee name in the payment description field to facilitate reconciliation.

Payment Lists

  • UCFRF can provide reports identifying individuals who have paid.
  • Ed Jacobs can generate attendee payment listings and provide reports once or twice per week as payments are received. [ucf-my.sha…epoint.com]

Quick Reference Checklist

✅ Create FP record in HURON and upload conference documents
✅ Assign FP to Nita Patel
✅ Set up separate projects for registration fees, donations, and sponsorships as needed
✅ Obtain donation letters/compliance forms for donors
✅ Obtain sponsorship agreements/compliance forms for sponsors
✅ Account for the 7% UCFRF management fee
✅ Distribute the UCFRF payment link to attendees
✅ Instruct attendees to include conference name and attendee name in payment description
✅ Receive periodic payment reports from Ed Jacobs for reconciliation and attendance tracking [ucf-my.sha…epoint.com]

This process allows UCFRF to establish the conference account, segregate revenues appropriately, collect credit card payments, and provide attendee payment tracking