Workshop Project


General Project set-up for event Guide:

  1. I. Useful forms and artifact links:

Stipend Request Form

Example Course Survey

Bigelow Financial Policies and Procedures - See Section III on participant support rules

  1. Workshop/Event Purchasing FAQ:

1.    Non-employee attendees – these are participants, code all expenses to applicable participant support lines (GL account series 50300) in the “event” (Project 1).

2.    Non-employee instructors – These are considered speakers. Speakers are not participants and are not eligible for participant support. Code meal and travel expenses to GL account 53010 and 53005, respectively. Code speakers (avoid the term honoraria) to GL account 55010. All instructor activity should be charged to Subproject 2.

3.    Employee attendees – Employees are receiving salary for attending and are not eligible for participant support. They are also not on travel status and ineligible to charge to ‘Travel – Meals’ when charging to a research or education project. Therefore, employee costs should be coded to Subproject 3 (a development project) using GL account 53010.  This designation as development is more flexible when we get out of the “research and education” umbrella. Suggestions to fund this project include billing the “President’s Discretionary Fund” (need permission from D. Bronk) or Development. D. Whitt can assist with this when all expenses have settled.

4.    Employee instructors – For meal purposes, they are the same as employee attendees. Charge meal expenses to GL account 53010 and Subproject 3. They are eligible to charge direct salary to the event (Project 1), if budgeted.

Sample PO for Meals

Sample PO for Participant Travel

Sample PO for Instructor Speakers (Avoid term honorarium)

Sample PO for Participant Stipend

  1. The below is a guide for setting up projects to host event and navigate participant support rules.
  • Set-up or use an Event Project (for “participant support” revenue and expenses) – this is the main cost center for the event to code expenses that are eligible to be funded from the registration fees, which are considered program income. The registration fees can be funded from participant support from another grant(s) or by collecting fees directly from attendees. The functional expense of this project should be “research and education.” Code expenses eligible for participant support on this project.
  • Sub-projects – Create subproject(s) for instructors’ expenses and employee expenses to this event. At the end of the event, these expenses should be billed (via internal billing process) to another eligible project (non-participant support), development project, or a discretionary fund project.

Example project set-ups below:

Example Project Set-up: Registration fees are funded by participant support and other funding/sponsorship (Note: Subproject 2 will not be created in all cases.)

Project 1: Funded by participant support (cost center for all participant support eligible expenses and revenue). Only record participant support revenue and expenses in this project. Functional expense designation is “research and education.”

Subproject 2: Other sponsorship income (if it exists) that is not received from participants or employees can be coded here. This is the place to record non-employee instructors’ expenses (meals, travel, speaker fees, etc). Functional expense designation is “research and education.” Normal indirect applies.

Subproject 3: Cost center for employee activity including any registration fee income or meal expenses. Functional Expense designation is “development.” Normal indirect applies.

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