Internal Workshop Registration and Billing Procedure

Before you register in E-Campus, be sure you understand how to deal with payments and what will happen with billing and budgets.

No Fee Workshop

For workshops that are offered at no fee to all participants, you may register via E-Campus with no special billing procedure. Please notify the presenter that you have registered as they may be counting on a certain number of seats available for external participants.
- NO INVOICE GENERATED

For Fee Workshop

Attending at no cost with no expectation of budget reimbursement – For workshops that are offered at a fee, some workshop organizers may offer no-cost seats to Region 13 employees. In this case, the employee should register using a promotional code provided by the workshop organizer that discounts the registration fee 100%. If no code has been provided, do not assume free entry into the class. Please contact the workshop organizer to obtain a code for free entry. No follow-up on the budget is necessary as the seat was granted at no fee with no expectation of reimbursement.
- NO INVOICE GENERATED
Attending at cost or discounted cost – Some workshops may be offered to Region 13 employees only at full cost or at a discounted cost. The following procedures apply to for fee workshops:
- Full cost – when registering via E-Campus, an employee should choose the “Purchase Order” payment option.
  When prompted for a purchase order number, employees should enter ESC followed by the budget number that will pay for this workshop fee.
  For example – ESC199185. Please enter your budget code with no dashes or slashes.
  - NO INVOICE GENERATED
- Discounted cost – To register at a discounted workshop rate, the employee should register using a promotional code to be provided by the workshop organizer. For the remaining balance, the employee should choose the “Purchase Order” payment option.
  When prompted for a purchase order number, employees should enter ESC followed by the budget number that will pay for this workshop fee.
  For example – ESC199185. Please enter your budget code with no dashes or slashes.
  - NO INVOICE GENERATED

Budget transfers to cover discount amounts and/or workshop fees

In cases where a budget number was used as payment, the budget number entered into the purchase order field will be provided to the budget manager for the proper disposition of the invoice.
In cases where a promotion code is used by employees, the workshop organizer will determine whether a discounted amount is to be collected by a budget transfer or whether the amount is not to be collected at all.
If a budget transfer is required, the workshop organizer will provide a copy of the completed roster showing the used promotional code along with the amount and accounts from and to which the money should be transferred.

The ESCxxxxxx format is not to be shared or used with external clients.