PART
VII

Conferences

When planning a conference, a government employee must:

Minimize all conference costs, including administrative costs, conference attendees’ travel costs, and conference attendees’ time costs

Maximize the use of government-owned or government-provided conference facilities to the extent possible

Identify opportunities to reduce costs in selecting a particular conference location and facility (e.g., through the availability of lower rates during the off-season at a site with seasonal rates)

Ensure that the conference planner or designee does not retain for personal use any promotional benefits or materials received from a travel service provider as a result of booking the conference

Develop and establish internal policies to ensure these standards are met.

In addition to complying with FTR section 301-74, under Executive Order 13589, each agency, agency component, and office of inspector general is required to “designate a senior-level official to be responsible for developing and implementing policies and controls to ensure efficient spending on travel and conference-related activities.” OMB has further directed agencies to take practical steps to improve operations, increase efficiency, and cut unnecessary spending.

191 What are the definitions of a conference, meeting, and training?

A conference is defined as a symposium, seminar, workshop, or other organized or formal meeting, lasting portions of one or more days, whether conducted face-to-face or through the use of information technology, where individuals assemble to exchange information and views or explore or clarify a defined subject, problem, or area of knowledge, whether or not a published report results from such meeting. The term may include training activities that meet the definition of training under the government Employees Training Act, 5 U.S.C. 4101(4). The term does not include technical and administrative site visits, whether conducted face-to-face or through the use of information technology. (Appendix C to the FTR (Amendment 2009-05 dated August 20, 2009.) A meeting is an assembly of persons to discuss general matters as part of a course of doing business, which is held in federal or non-federal space.

Training is defined as the process of providing for and making available to an employee, and placing or enrolling the employee in a planned, prepared, and coordinated program, course, curriculum, subject, system, or routine of instruction or education, in scientific, professional, technical, mechanical, trade, clerical, fiscal, administrative, or other fields, which will improve individual and organizational performance and assist in achieving the agency’s mission and performance goals (5 U.S.C. Chapter 41-Training, 4101).

192 What cost-saving tools are available to government conference planners?

Two free government tools are available to government conference planners:

The GSA travel management information service (MIS) tool is an easy way for agencies to manage travel dollars and procure travel at lower prices, while also helping manage travel policy compliance. Agencies may also use the Travel MIS tool to find the most environmentally and economically practical accommodations for conferences or meetings using per diem rates and City Pair fares.

This tool is available at the GSA website www.gsa.gov/travelmis.

In addition, GSA’s website www.fedrooms.com has a Groups and Meetings tool to help identify a single hotel that meets all the needs of the conference and does so quickly, anonymously, and within policy.

193 Can an agency provide a conference “memory” book to conference attendees?

GAO has long held that appropriated funds may be used for objects not specifically set forth in an appropriation action only if there is a direct connection between such objects and the purpose for which the appropriation was made. In addition, the object must be reasonably related to the carrying out of such purpose. Memory books do not meet these criteria.

194 Can an agency hosting a conference provide meals to non-federal employees?

No; the Government Employees Training Act does not apply to nonfederal personnel. Appropriations are not available to pay for food unless specifically authorized or the agency can demonstrate that such expenditures are an essential, constituent part of accomplishing an authorized agency function.

195 Can an employee be reimbursed the cost of renting or purchasing formal attire that will be worn as a part of the employee’s performance of official duties?

No. According to GAO decision B-215222 (October 11, 1984), the cost of formal attire is not a reimbursable expense even for events attended as part of an employee’s official duties.

196 What is the definition of light refreshments?

GSA defines light refreshments as “modest items of food and drink that are offered other than as a part of a meal.” FTR section 301-74.11 provides a list that includes coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, and muffins.

197 May a federal conference planner keep for personal use any promotional benefits or materials he/she receives from a travel service provider?

No. Promotional benefits or materials a federal conference planner receives from a travel service provider in connection with planning or scheduling an official conference or other group travel (as opposed to personally performing official travel) are considered the property of the government. The conference planner may accept the benefits or materials only on behalf of the federal government

198 Why is budgeting important to conference planning?

The goal of budgeting in conferenece planning is to minimize total costs, including sustainability and environmental impacts as well as dollars. Conference planners should work with their agency’s chief financial officer to ensure proper fund management and involve the contracting officer and contracting officer’s technical representative to ensure that all written agreements and decisions are in accordance with applicable rules and regulations. Involving these agency representatives may help eliminate excessive spending on conferences.

Additional information on lessons learned concerning the importance of conference planning and involving the appropriate agency officials is provided in two recent inspector general audits of conferences: Management Deficiency Report, General Services Administration, Public Buildings Service, 2010 Western Regions Conference (April 2, 2012); and Audit of Department of Justice Conference Planning and Food and Beverage Costs, U.S. Department of Justice, Office of the Inspector General, Audit Division, Audit Report 11-43 (revised version issued October 2011).

199 How can an agency mitigate the risk of inappropriate spending practices for conferences?

OMB Memorandum M-11-35, Eliminating Excess Conference Spending and Promoting Efficiency in Government, requires each agency to have a senior-level official (deputy secretary or equivalent) approve conference-related activities and expenses until the agency certifies that policies and controls are in place to mitigate the risk of inappropriate spending practices with regard to conferences.

OMB Memorandum M-12-12 expands on the requirements of OMB Memorandum M-11-35 by requiring agencies to:

Ensure that conference expenses and activities comply with the FTR directives and executive branch policies on conferences as well as the Federal Acquisition Regulation (FAR) requirements on contracting goods and services

Have senior-level review of all planned conferences

Have senior-level approval of all future conference expenses in excess of $100,000

Prohibit expenses in excess of $500,000 on a single conference

Report publicly on all conference expenses in excess of $100,000.

By January 31 of each year beginning in 2013, agencies are required to provide the following information for each conference held:

Total expenses incurred by the agency for the conference

Location of the conference

Date of the conference

Brief explanation of how the conference advanced the mission of the agency

Total number of individuals whose travel expenses or other conference expenses were paid by the agency.

For further information about the requirements, including reporting requirements, contact your agency’s travel manager.

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