[Code of Federal Regulations] [Title 41, Volume 4] [Revised as of July 1, 2002] From the U.S. Government Printing Office via GPO Access [CITE: 41CFR301-76.103] [Page 88-116] TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES PART 301-76--COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD--Table of Contents Subpart B--Policies and Procedures Sec. 301-76.103 What is the maximum amount we may deduct from the employee's disposable pay? As set forth in Public Law 105-264, 112 Stat. 2350, October 19, 1998, the maximum amount you may deduct from the employee's disposable pay is 15 percent per pay period, unless the employee consents in writing to deduction of a greater percentage. Appendix A to Chapter 301--Prescribed Maximum Per Diem Rates for CONUS The maximum rates listed below are prescribed under part 301-11 of this chapter for reimbursement of per diem expenses incurred during official travel within CONUS (the continental United States). The amounts shown in column (a) are the maximums that will be reimbursed for lodging expenses excluding taxes. The M&IE rates shown in column (b) are fixed amounts allowed for meals and incidental expenses covered by per diem. The per diem payment calculated in accordance with part 301-11 of this chapter for lodging expenses plus the M&IE rate may not exceed the maximum per diem rate shown in column (c). Seasonal rates apply during the periods indicated. It is the policy of the Government, as reflected in the Hotel Motel Fire Safety Act of 1990 (Pub. L. 101-391, September 25, 1990 as amended by Pub. L. 105-85, November 18, 1997), referred to as ``the Act'' in this paragraph, to save lives and protect property by promoting fire safety in hotels, motels, and all places of public accommodation affecting commerce. In furtherance of the Act's goals, employees are encouraged to stay in a facility which is fire-safe, i.e., an approved accommodation, when commercial lodging is required. Lodgings that meet the Government requirements are listed on the U.S. Fire Administration's Internet site at http://www.usfa.fema.gov/hotel/ index.cfm. [[Page 89]] [GRAPHIC] [TIFF OMITTED] TR05JN02.003 [[Page 90]] [GRAPHIC] [TIFF OMITTED] TR31AU01.001 [[Page 91]] [GRAPHIC] [TIFF OMITTED] TR27DE01.001 [[Page 92]] [GRAPHIC] [TIFF OMITTED] TR19FE02.002 [[Page 93]] [GRAPHIC] [TIFF OMITTED] TR31AU01.004 [[Page 94]] [GRAPHIC] [TIFF OMITTED] TR31AU01.005 [[Page 95]] [GRAPHIC] [TIFF OMITTED] TR05JN02.004 [[Page 96]] [GRAPHIC] [TIFF OMITTED] TR27DE01.002 [[Page 97]] [GRAPHIC] [TIFF OMITTED] TR27DE01.003 [[Page 98]] [GRAPHIC] [TIFF OMITTED] TR31AU01.009 [[Page 99]] [GRAPHIC] [TIFF OMITTED] TR15JA02.000 [[Page 100]] [GRAPHIC] [TIFF OMITTED] TR31AU01.011 [[Page 101]] [GRAPHIC] [TIFF OMITTED] TR19FE02.003 [[Page 102]] [GRAPHIC] [TIFF OMITTED] TR05JN02.005 [[Page 103]] [GRAPHIC] [TIFF OMITTED] TR31AU01.014 [[Page 104]] [GRAPHIC] [TIFF OMITTED] TR19FE02.004 [[Page 105]] [GRAPHIC] [TIFF OMITTED] TR27DE01.007 [[Page 106]] Attachment A to Appendix A of Chapter 301 The FY 2002 per diem rate will not change until FPLP contracts are active in the following locations: Huntsville, AL Montgomery, AL Phoenix/Scottsdale, AZ Sierra Vista, AZ Tucson, AZ Los Angeles, CA Monterey, CA Sacramento, CA San Diego, CA San Francisco, CA Colorado Springs, CO Washington, DC Metropolitan Area Jacksonville/Mayport, FL Miami, FL Tampa/St. Petersburg, FL Atlanta, GA Cobb County, GA Dekalb County, GA Savannah, GA Indianapolis, IN Kansas City/Overland Park, KS New Orleans, LA Annapolis, MD Baltimore, MD Columbia, MD Harford County, MD Lexington Park/Leonardtown/Lusby, MD Detroit, MI Minneapolis/St. Paul, MN Albuquerque, NM Cincinnati, OH Columbus, OH Oklahoma City, OK Portland, OR Harrisburg, PA Philadelphia, PA Pittsburgh, PA Charleston, SC Memphis, TN Arlington, TX Austin, TX Dallas, TX El Paso, TX Ft. Worth, TX Houston, TX Killeen, TX San Antonio, TX Salt Lake City, UT (will change only for the Olympics) Richmond, VA Virginia Beach, VA Seattle, WA [FTR Amdt. 97, 66 FR 46070, Aug. 31, 2001, as amended by FTR Amdt. 99, 66 FR 66795, Dec. 27, 2001; FTR Amdt. 100, 67 FR 1900, Jan. 15, 2002; FTR Amdt. 103, 67 FR 7283, Feb. 19, 2002; FTR Amdt. 105, 67 FR 38604, June 5, 2002] Appendix B to Chapter 301--Allocation of M&IE Rates to Be Used in Making Deductions From the M&IE Allowance M&IE rates for localities in nonforeign areas (prescribed in Civilian Personnel Per Diem Bulletins published periodically in the Federal Register by the Secretary of Defense) and for localities in foreign areas (established by the Secretary of State in section 925, a per diem supplement to the Standardized Regulations (Government Civilians, Foreign Areas)) shall be allocated as shown in this table (Sec. 301-7.12(a)(2)(ii) of this chapter) when making deductions from nonforeign or foreign area per diem rates. ---------------------------------------------------------------------------------------------------------------- M&IE Rate Breakfast Lunch Dinner Incidentals ---------------------------------------------------------------------------------------------------------------- $1................................................................ $0 $0 $0 $1 2................................................................. 0 0 1 1 3................................................................. 0 1 1 1 4................................................................. 1 1 1 1 5................................................................. 1 1 2 1 6................................................................. 1 2 2 1 7................................................................. 1 2 3 1 8................................................................. 1 2 3 2 9................................................................. 1 2 4 2 10................................................................ 2 2 4 2 11................................................................ 2 3 4 2 12................................................................ 2 3 5 2 13................................................................ 2 3 5 3 14................................................................ 2 4 5 3 15................................................................ 2 4 6 3 16................................................................ 2 4 7 3 17................................................................ 3 4 7 3 18................................................................ 3 5 7 3 19................................................................ 3 5 8 3 20................................................................ 3 5 8 4 21................................................................ 3 5 9 4 22................................................................ 3 6 9 4 23................................................................ 3 6 9 5 24................................................................ 4 6 9 5 25................................................................ 4 6 10 5 26................................................................ 4 7 10 5 27................................................................ 4 7 11 5 28................................................................ 4 7 11 6 29................................................................ 4 7 12 6 30................................................................ 5 7 12 6 31................................................................ 5 8 12 6 32................................................................ 5 8 13 6 33................................................................ 5 8 13 7 34................................................................ 5 9 13 7 35................................................................ 5 9 14 7 36................................................................ 5 9 15 7 37................................................................ 6 9 15 7 38................................................................ 6 10 15 7 39................................................................ 6 10 16 7 40................................................................ 6 10 16 8 41................................................................ 6 10 17 8 42................................................................ 6 11 17 8 43................................................................ 6 11 17 9 44................................................................ 7 11 17 9 45................................................................ 7 11 18 9 46................................................................ 7 12 18 9 47................................................................ 7 12 19 9 48................................................................ 7 12 19 10 49................................................................ 7 12 20 10 50................................................................ 8 12 20 10 51................................................................ 8 13 20 10 52................................................................ 8 13 21 10 53................................................................ 8 13 21 11 54................................................................ 8 14 21 11 [[Page 107]] 55................................................................ 8 14 22 11 56................................................................ 8 14 23 11 57................................................................ 9 14 23 11 58................................................................ 9 15 23 11 59................................................................ 9 15 24 11 60................................................................ 9 15 24 12 61................................................................ 9 15 25 12 62................................................................ 9 16 25 12 63................................................................ 9 16 25 13 64................................................................ 10 16 25 13 65................................................................ 10 16 26 13 66................................................................ 10 17 26 13 67................................................................ 10 17 27 13 68................................................................ 10 17 27 14 69................................................................ 10 17 28 14 70................................................................ 11 17 28 14 71................................................................ 11 18 28 14 72................................................................ 11 18 29 14 73................................................................ 11 18 29 15 74................................................................ 11 19 29 15 75................................................................ 11 19 30 15 76................................................................ 11 19 31 15 77................................................................ 12 19 31 15 78................................................................ 12 20 31 15 79................................................................ 12 20 32 15 80................................................................ 12 20 32 16 81................................................................ 12 20 33 16 82................................................................ 12 21 33 16 83................................................................ 12 21 33 17 84................................................................ 13 21 33 17 85................................................................ 13 21 34 17 86................................................................ 13 22 34 17 87................................................................ 13 22 35 17 88................................................................ 13 22 35 18 89................................................................ 13 22 36 18 90................................................................ 14 22 36 18 91................................................................ 14 23 36 18 92................................................................ 14 23 37 18 93................................................................ 14 23 37 19 94................................................................ 14 24 37 19 95................................................................ 14 24 38 19 96................................................................ 14 24 39 19 97................................................................ 15 24 39 19 98................................................................ 15 25 39 19 99................................................................ 15 25 40 19 100............................................................... 15 25 40 20 101............................................................... 15 25 41 20 102............................................................... 15 26 41 20 103............................................................... 15 26 41 21 104............................................................... 16 26 41 21 105............................................................... 16 26 42 21 106............................................................... 16 27 42 21 107............................................................... 16 27 43 21 108............................................................... 16 27 43 22 109............................................................... 16 27 44 22 110............................................................... 17 27 44 22 111............................................................... 17 28 44 22 112............................................................... 17 28 45 22 113............................................................... 17 28 45 23 114............................................................... 17 29 45 23 115............................................................... 17 29 46 23 116............................................................... 17 29 47 23 117............................................................... 18 29 47 23 118............................................................... 18 30 47 23 119............................................................... 18 30 48 23 120............................................................... 18 30 48 24 121............................................................... 18 30 49 24 122............................................................... 18 31 49 24 123............................................................... 18 31 49 25 124............................................................... 19 31 49 25 125............................................................... 19 31 50 25 126............................................................... 19 32 50 25 127............................................................... 19 32 51 25 128............................................................... 19 32 51 26 129............................................................... 19 32 52 26 130............................................................... 20 32 52 26 131............................................................... 20 33 52 26 132............................................................... 20 33 53 26 133............................................................... 20 33 53 27 134............................................................... 20 34 53 27 135............................................................... 20 34 54 27 136............................................................... 20 34 55 27 137............................................................... 21 34 55 27 138............................................................... 21 35 55 27 139............................................................... 21 35 56 27 140............................................................... 21 35 56 28 141............................................................... 21 35 57 28 142............................................................... 21 36 57 28 143............................................................... 21 36 57 29 144............................................................... 22 36 57 29 145............................................................... 22 36 58 29 146............................................................... 22 37 58 29 147............................................................... 22 37 59 29 148............................................................... 22 37 59 30 149............................................................... 22 37 60 30 150............................................................... 23 37 60 30 151............................................................... 23 38 60 30 152............................................................... 23 38 61 30 153............................................................... 23 38 61 31 154............................................................... 23 39 61 31 155............................................................... 23 39 62 31 156............................................................... 23 39 63 31 157............................................................... 24 39 63 31 158............................................................... 24 40 63 31 159............................................................... 24 40 64 31 160............................................................... 24 40 64 32 161............................................................... 24 40 65 32 162............................................................... 24 41 65 32 163............................................................... 24 41 65 33 164............................................................... 25 41 65 33 165............................................................... 25 41 66 33 166............................................................... 25 42 66 33 167............................................................... 25 42 67 33 168............................................................... 25 42 67 34 169............................................................... 25 42 68 34 170............................................................... 26 42 68 34 171............................................................... 26 43 68 34 172............................................................... 26 43 69 34 173............................................................... 26 43 69 35 174............................................................... 26 44 69 35 175............................................................... 26 44 70 35 176............................................................... 26 44 71 35 177............................................................... 27 44 71 35 178............................................................... 27 45 71 35 179............................................................... 27 45 72 35 180............................................................... 27 45 72 36 181............................................................... 27 45 73 36 182............................................................... 27 46 73 36 183............................................................... 27 46 73 37 184............................................................... 28 46 73 37 185............................................................... 28 46 74 37 186............................................................... 28 47 74 37 187............................................................... 28 47 75 37 188............................................................... 28 47 75 38 189............................................................... 28 47 76 38 190............................................................... 29 47 76 38 191............................................................... 29 48 76 38 192............................................................... 29 48 77 38 193............................................................... 29 48 77 39 194............................................................... 29 49 77 39 195............................................................... 29 49 78 39 196............................................................... 29 49 79 39 197............................................................... 30 49 79 39 198............................................................... 30 50 79 39 199............................................................... 30 50 80 39 200............................................................... 30 50 80 40 201............................................................... 30 50 81 40 202............................................................... 30 51 81 40 [[Page 108]] 203............................................................... 30 51 81 41 204............................................................... 31 51 81 41 205............................................................... 31 51 82 41 206............................................................... 31 52 82 41 207............................................................... 31 52 83 41 208............................................................... 31 52 83 42 209............................................................... 31 52 84 42 210............................................................... 32 52 84 42 211............................................................... 32 53 84 42 212............................................................... 32 53 85 42 213............................................................... 32 53 85 43 214............................................................... 32 54 85 43 215............................................................... 32 54 86 43 216............................................................... 32 54 87 43 217............................................................... 33 54 87 43 218............................................................... 33 55 87 43 219............................................................... 33 55 88 43 220............................................................... 33 55 88 44 221............................................................... 33 55 89 44 222............................................................... 33 56 89 44 223............................................................... 33 56 89 45 224............................................................... 34 56 89 45 225............................................................... 34 56 90 45 226............................................................... 34 57 90 45 227............................................................... 34 57 91 45 228............................................................... 34 57 91 46 229............................................................... 34 57 92 46 230............................................................... 35 57 92 46 231............................................................... 35 58 92 46 232............................................................... 35 58 93 46 233............................................................... 35 58 93 47 234............................................................... 35 59 93 47 235............................................................... 35 59 94 47 236............................................................... 35 59 95 47 237............................................................... 36 59 95 47 238............................................................... 36 60 95 47 239............................................................... 36 60 96 47 240............................................................... 36 60 96 48 241............................................................... 36 60 97 48 242............................................................... 36 61 97 48 243............................................................... 36 61 97 49 244............................................................... 37 61 97 49 245............................................................... 37 61 98 49 246............................................................... 37 62 98 49 247............................................................... 37 62 99 49 248............................................................... 37 62 99 50 249............................................................... 37 62 100 50 250............................................................... 38 62 100 50 251............................................................... 38 63 100 50 252............................................................... 38 63 101 50 253............................................................... 38 63 101 51 254............................................................... 38 64 101 51 255............................................................... 38 64 102 51 256............................................................... 38 64 103 51 257............................................................... 39 64 103 51 258............................................................... 39 65 103 51 259............................................................... 39 65 104 51 260............................................................... 39 65 104 52 261............................................................... 39 65 105 52 262............................................................... 39 66 105 52 263............................................................... 39 66 105 53 264............................................................... 40 66 105 53 265............................................................... 40 66 106 53 ---------------------------------------------------------------------------------------------------------------- For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the total to breakfast, lunch, and dinner, respectively. The remainder is the incidental expense allowance. [FTR Amdt. 10, 55 FR 41535, Oct. 12, 1990] [[Page 109]] Appendix C to Chapter 301--Standard Data Elements for Federal Travel [Traveler Identification] ---------------------------------------------------------------------------------------------------------------- Group name Data elements Description ---------------------------------------------------------------------------------------------------------------- Travel Authorization............... Authorization Number....... Assigned by the appropriate office. Employee Name...................... First Name, Middle Initial, Agency guidelines may specify the order, e.g., Last Name. last name first. Employee Identification............ Employee Number............ Must use a number, e.g., SSN, vendor number, or other number that identifies the employee. Travel Purpose Identifier.......... Site visit Information meeting Training attendance Speech or presentation Conference attendance Relocation................. Same as change of official station. Entitlement travel......... Travel Period...................... Start Date, End Date....... Month, Day, Year according to agency guidelines. Travel Type........................ CONUS/Domestic............. Travel within continental United States. OCONUS/Domestic............ Travel outside the continental United States. Foreign.................... Travel to other countries. Leave Indicator.................... Annual, Sick, Other........ Identifies leave type as the reason for an interruption of per diem entitlement. Official Duty Station.............. City, State, Zip........... Either the corporate limits of city/town or the reservation, station, established area where stationed. Residence.......................... State, Zip, City........... The geographical location where employee resides, if different from official duty station. Payment Method..................... EFT........................ Direct deposit via electronic funds transfer. Treasury Check Imprest Fund Mailing Address.................... Street Address, City, The location designated by the traveler based State, Zip. on agency guidelines. ---------------------------------------------------------------------------------------------------------------- Standard Data Elements for Federal Travel [Commercial Transportation Information] ---------------------------------------------------------------------------------------------------------------- Group name Data elements Description ---------------------------------------------------------------------------------------------------------------- Transportation Payment............. ........................... Method employee used to purchase transportation tickets. Method Indicator................... GTR........................ U. S. Government Transportation Request. Central Billing Account.... A Contractor centrally billed account. Government Charge Card..... In accordance with and as provided by agency guidelines. Cash Transportation Payment Payment ID Number.......... A number that identifies the payment for the Identification Number. transportation tickets, according to agency guidelines, e.g., GTR number, Govt. credit card number. Transportation Method Indicator.... Air (Premium Class)........ Common carrier used as transportation to TDY location. Air (Non-premium Class) Non-contract Air, Train, Other Local Transportation Indicator..... POV, Car rental, Taxi, Identifies local transportation used while on Other. TDY. ---------------------------------------------------------------------------------------------------------------- [[Page 110]] Travel Expense Information [Standard Data Elements for Federal Travel] ---------------------------------------------------------------------------------------------------------------- Group name Data elements Description ---------------------------------------------------------------------------------------------------------------- Per Diem........................... Total Number of Days....... The number of days traveler claims to be on per diem status, for each official travel location. Total Amount Claimed....... The amount of money traveler claims as per diem expense. Lodging, Meals & Incidentals. Travel Advance..................... Advance Outstanding........ The amount of travel advance outstanding, when the employee files the travel claim. Remaining Balance.......... The amount of the travel advance that remains outstanding. Subsistence........................ Actual Days................ Total number of days the employee charged actual subsistence expenses. ......................... The number of days must be expressed as a whole number. Total Actual Amount........ Total amount of actual subsistence expenses claimed as authorized. Actual subsistence rate, per day, may not exceed the maximum subsistence expense rate established for official travel by the Federal Travel Regulation. Transportation Method Cost......... Air (Premium Class)........ The amount of money the transportation actually cost the traveler, entered according to method of transportation. Air (Non-premium class) Non- contract Air, Train. Other...................... Bus or other form of transportation. Local Transportation............... POV mileage................ Total number of miles driven in POV. POV mileage expense........ Total amount claimed as authorized based on mileage rate. Different mileage rates apply based on type and use of the POV. Car rental, Taxis, Other... Constructive cost.................. Constructive cost.......... The difference between the amount authorized to spend versus the amount claimed. Reclaim............................ Reclaim amount............. An amount of money previously denied as reimbursement for which additional justification is now provided. Total Claim........................ Total claim................ The sum of the amount of money claimed for per diem, actual subsistence, mileage, transportation method cost, and other expenses. ---------------------------------------------------------------------------------------------------------------- Standard Data Elements for Federal Travel [Accounting & Certification] ---------------------------------------------------------------------------------------------------------------- Group name Data elements Description ---------------------------------------------------------------------------------------------------------------- Accounting Classification.......... Accounting Code............ Agency accounting code. Non-Federal Source Indicator....... Per Diem, Subsistence, Indicates the type of travel expense(s) paid, Transportation. in part or totally, by a non-Federal source. Non-Federal Source Payment Method.. Check, EFT, Payment ``in- Total payment provided by non-Federal source kind''. according to method of payment. Signature/Date Fields.............. Claimant Signature......... Traveler's signature, or digital representation. The signature signifies the traveler read the ``fraudulent claim/ responsibility'' statement. Date....................... Date traveler signed ``fraudulent claim/ responsibility'' statement. Claimant Signature......... Traveler's signature, or digital representation. The signature signifies the traveler read the ``Privacy Act'' statement. Date....................... Date traveler signed ``Privacy Act'' statement. Approving Officer Signature Approving Officer's signature, or digital representation. The signature signifies the travel claim is approved for payment based on authorized travel. Date....................... Date Approving Officer approved and signed the travel claim. [[Page 111]] Certifying Officer Certifying Officer's signature, or digital Signature. representation. The signature signifies the travel claim is certified correct and proper for payment. Date....................... Date Certifying Officer signed the travel claim. ---------------------------------------------------------------------------------------------------------------- Note to Appendix C: Agencies must ensure that a purpose code is captured for those individuals traveling under unlimited open authorizations. [63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998] [[Page 112]] Appendix D to Chapter 301--Glossary of Acronyms ATM: Automated Teller Machine CFR: Code of Federal Regulations CMTR: Combined Marginal Tax Rate CONUS: Continental United States CSRS: Civil Service Retirement System DOD: Department of Defense DOJ: Department of Justice DSSR: Department of State Standardized Regulations EFT: Electronic Funds Transfer FAM: Foreign Affairs Manual FEMA: Federal Emergency Management Agency FERS: Federal Employees Retirement System FHA: Federal Housing Administration FOB: Free On Board FTR: Federal Travel Regulation FTS: Federal Telecommunications System GAO: General Accounting Office GBL: Government Bill of Lading GEBAT: Government Excess Baggage Authorization Ticket GOCO: Government Owned Contractor Operated GPO: Government Printing Office GSA: General Services Administration GTR: Government Transportation Request ID: Identification IDL: International Date Line IRC: Internal Revenue Code IRS: Internal Revenue Service JFTR: Joint Federal Travel Regulations JTR: Joint Travel Regulation M&IE: Meals and Incidental Expenses M&O: Management and Operating MOU: Memorandum of Understanding MTR: Marginal Tax Rate NIST: National Institute of Standards and Technology OCONUS: Outside the Continental United States OGE: Office of Government Ethics OMB: Office of Management and Budget PCS: Permanent Change of Station PDS: Permanent Duty Station PIN: Personal Identification Number POV: Privately Owned Vehicle PTA: Prepaid Ticket Advice PDTATAC: Per Diem, Travel and Transportation Allowance Committee Q&A: Question and Answer RIT: Relocation Income Tax SES: Senior Executive Service SSN: Social Security Number TCS: Temporary Change of Station TDY: Temporary Duty TMC: Travel Management Center TMS: Travel Management Services/System TQSE: Temporary Quarters Subsistence Expenses U.S.C.: United States Code VA: Department of Veterans Affairs WAE: When Actually Employed WTA: Withholding Tax Allowance [63 FR 15983, Apr. 1, 1998; 63 FR 35538, 35539, June 30, 1998] Appendix E to Chapter 301--Suggested Guidance for Conference Planning Terms Conference: A meeting, retreat, seminar, symposium or event that involves attendee travel. The term ``conference'' also applies to training activities that are considered to be conferences under 5 CFR 410.404. Conference lodging allowance: The rate that is up to 25 percent above the established lodging per diem rate. Milestone schedule: Deadlines, which need to be reached in a progressive and orderly manner. Planner: The person designated to oversee the conference. Planning committee: Operational group significantly contributing to a conference's overall success and able to fully reflect the needs of both the agency and the attendees. Getting Started Depending on the size, type, and intended effect of the conference, start planning a minimum of one year in advance. Designate a planner and a planning committee. Planning Committee Functions typically include, but are not limited to: [bull] Establishing a set of objectives. [bull] Developing a theme. [bull] Making recommendations for location, agenda, dates, and logistics, e.g., schedule, exhibits, speaker. [bull] Making suggestions as to who should attend. [bull] Serving as communications link between planners and participants. [bull] Evaluation and follow-up. Milestone Schedule (a) Develop a milestone schedule, which is essential to conference planning, by working backward from the beginning date of the conference to include each major step. Examples include: [bull] Planning committee meetings. [bull] Preparation of mailing lists. [bull] Letters of invitation. [bull] Designation of speakers. [bull] Confirmation letters to speakers. [bull] Confirmation with site selection official. [bull] Preparation of agenda. [bull] Preparation of specification sheet. [bull] Location and date selection. [bull] Exhibits. [bull] Budget. [bull] Printing requirements. [[Page 113]] [bull] Signage. [bull] Conference information packages. [bull] Scheduling photographer (if planned). [bull] Use of agency seal and conference logo. [bull] Handicapped requirements. [bull] Planning of meals and refreshments, if appropriate. (b) Establish completion dates for each major step. (c) Update and revise the schedule as needed. Specification Sheet A detailed specification sheet is necessary to: (a) Identify essential elements of a conference which typically include, but are not limited to: [bull] Sleeping rooms and on-site food services. It is generally best to estimate on the low side for the number of sleeping rooms and meals to be prepared. Facilities, unless there is only limited available space, are usually prepared to increase the number of sleeping rooms and meals; however, they discourage--and in some cases penalize--you if the sleeping room and meal guarantees are not met. [bull] Meeting rooms. [bull] Exhibit facilities. [bull] Audio-visual equipment and support services. [bull] Miscellaneous support services. [bull] Sleeping rooms with amenities, e.g., Internet access, data ports, conference call, and voice mail. (b) Determine costs: [bull] Procurement. All agreements and decisions should be written and agreed to by the agency-contracting officer before being sent to the facility. Bring contracting officer into the process early. [bull] Government per diem rates. The Government per diem rate applies to Federal attendees. Application of it to non-Federal attendees is at the discretion of the property and conference negotiator. [bull] Registration fee. Generally, the registration fee covers all direct expenditures of agency funds for planning and organization of a conference, e.g., meeting room accommodations, meals, light refreshments (if appropriate), speaker fees, publications, and materials. Anything directly relating to the conference, except liquor, can be included in the fee. To estimate the registration fee, divide the proposed budget by the estimated number of attendees. Budgeting Decide how the conference expenses (other than sleeping room accommodations and individual meals) will be paid, i.e., by the attendee from a training or registration fee, or directly by the agency. Conference Site Selection Minimize total costs, all factors considered. Geographic Location In determining where to locate the conference, consider: [bull] Targeted audience. [bull] Total costs, including per diem, transportation, and other. [bull] Accessibility by car or air. [bull] Whether recreational activities are necessary. [bull] The expense of desired facility (significant savings can be achieved in off-season periods). Types of Facilities [bull] Federal Government. Use Government-owned or Government- provided conference facilities to the maximum extent possible. [bull] Convention centers. Excellent for very large meetings, trade shows and exhibits; usually located near a large number of hotels. [bull] Colleges and universities. Many have good meeting facilities and can offer sleeping accommodations when school is not in session. [bull] Hotels. Commercial facilities that may be used to meet all conference needs or just the room night needs. [bull] Conference centers. Dedicated meeting facilities; good for smaller meetings when numerous breakout sessions are planned. Date Selection For availability and economical reasons, the best months are April, May, September, October, and November. You should book the facility as early as possible to increase the chances of getting the date you want. However, pay particular attention to commitments for September or October due to fiscal year budget considerations. Considerations When Choosing a Site (a) Is the facility: [bull] Cost effective, e.g., are Government rates honored? [bull] Safe, e.g., FEMA-approved? [bull] Is there on-site security personnel? [bull] Easily reached from an airport or by car? [bull] Clean? [bull] Well run, e.g., does the staff seem to be competent and responsive? [bull] Laid out in a functional way? [bull] Large enough to supply the number of sleeping rooms required? [bull] Set up to provide necessary conference registration equipment? [bull] Handicapped accessible? (b) Parking: [bull] Is it adequate? [bull] How close to the facility is it? [bull] Is it secure and safe? [[Page 114]] [bull] Is the cost separate? (c) Sleeping rooms: [bull] Will the facility make the reservations, or are you responsible for making the reservations for participants? [bull] What are the facility's registration rules? [bull] What are departure rules? (d) Functionality of meeting rooms: [bull] Is appropriate space available? [bull] What costs are involved? [bull] Is needed equipment available (i.e., for conference registration, faxes, phones, computers, copiers)? Do not rent equipment unless it is absolutely unrealistic to bring your own. [bull] Are rooms designated for agency use for the duration of the conference? [bull] Are there columns that can block views? [bull] Are ceilings high enough for audio-video equipment? [bull] Are rooms suitable for both classroom and/or theatre setups? [bull] Are there windows? Shades? [bull] Are there manually-controlled thermostats? [bull] Are rooms handicapped accessible? [bull] Where are electrical outlets? [bull] Can the rooms be darkened? [bull] Would it be more economical to bring audio-visual equipment? [bull] Does the facility want meeting schedules and room layouts in writing in advance of the conference? [bull] If necessary, can the rooms be entered the evening before for an early setup? [bull] Will the facility arrange for room setup if given a layout? [bull] What set-up costs are included? [bull] What are departure rules? (e) Exhibits: [bull] If exhibits are planned, is suitable exhibit space available? [bull] Are easels available at no cost? [bull] What are the put-up and takedown times? [bull] What costs are involved? [bull] What about pre-delivery and after-conference arrangements? [bull] If exhibits are shipped, know where and to whom they are to be sent. [bull] If you are bringing large exhibits, determine location of loading dock, appropriate entrances and elevators. [bull] Are there additional handling fees? [bull] Check hotel policy on posting, size and appearance of signs. Food and Drink Meals [bull] You can not generally use appropriated funds to pay for meals for employees at their official duty stations. [bull] Employees on TDY travel may be served meals but cannot be reimbursed for those provided at Government expense. [bull] You should clarify in advance the appropriate per diem reduction(s) of meal(s) allowance(s) for TDY travel. [bull] You may pay, or reimburse an employee for meals as necessary expenses incident to an authorized training program (under the Government Employees Training Act (GETA) at 5 U.S.C. 4104(4)), if a determination has been made that essential training will be conducted during the meal. [bull] Work closely with the hotel to plan quality menus that fit within authorized per diem rates. [bull] Clarify and agree in advance to the number of meal guarantees. [bull] Ensure that gratuities and service charges are added to the cost of each meal, and determine the method of billing to be used (e.g., signed guarantee, collected meal tickets, or actual quantities consumed). [bull] Confirm menus. Breaks and Refreshments Breaks should last no longer than 30 minutes and take place between meeting sessions. The following should also be considered when planning for refreshments: [bull] Keep in mind that everyone does not drink coffee or tea. [bull] You should clarify and agree in advance that coffee and pastries, if appropriate, are purchased by the gallon and dozen. [bull] Try to avoid a per person charge. [bull] Negotiate the cost into the contract. [bull] Be conservative in your estimates. There are seldom 100 percent of the conference participants attending any one function. [bull] If coffee, soft drinks, and water are not included in the fee, are they available ``at cost'' to the attendee? Account Reconciliation It is important to request that the hotel bill be prepared in a logical and chronological sequence, and that backup data accompany the bill. Generally, the hotel will complete its accounting of the conference within two weeks of the conclusion. Notification Announcement and/or Invitations Announcement of the planned conference should be made as early as possible, even one year in advance; invitation letters, 8 weeks in advance. They should include, but are not limited to: [bull] Point of contact name and telephone number. [bull] Registration form, card, or Internet address (include space for identifying handicapped requirements). [bull] Registration instructions. [bull] Registration deadline date. [bull] Detailed area map and driving instructions. [[Page 115]] [bull] Information on traffic patterns to avoid rush hour delays. [bull] Promotional brochures from the facility. [bull] Layout of facility including telephone numbers. [bull] Breakdown of costs showing any difference from travel versus training object classes, particularly meal costs, so that proper reimbursement can be made. [bull] Agenda with a list of speakers and topics. [bull] Activity schedule for spouses and guests (all charges or costs attributed to spouses or guests must be borne by the individual attendee (not reimbursable by the Government)). [bull] Provide a sample travel voucher. [bull] Notice that conference lodging allowance applies if applicable. Confirmations You should: [bull] Decide on the speaker(s) and the message you wish to be conveyed and obtain early commitment(s) in writing. [bull] Confirm conference dates/times/topics/arrival and departure times with speaker(s) and any other special guests at least 30 days in advance. [bull] Conduct a final planning committee meeting to confirm all plans. [bull] Confirm photographer's schedule. [bull] Confirm hotel plans at least one day in advance. Facility Process Check-In and -Out Streamline the process: [bull] Will the facility need additional personnel? [bull] Is electronic one-stop processing available? [bull] Is luggage storage and shuttle service available? [bull] Arrange parking for any special guests. [bull] Provide signage. Registration Process Registration is generally the attendees' introduction to the conference. Give it special attention by: [bull] Using directional signs. [bull] Placing especially attractive or important exhibits nearby. [bull] Planning for late arrivals. [bull] Using state-of-the-art processing. [bull] Checking out the registration capabilities of using GSA's electronic SmartPay System. [bull] Providing for handicapped attendees. Conference Information Package Each registrant should be given a conference information package. Used regularly during the conference, the conference information package should be accurate, beneficial, and reflect detailed information on a daily/hourly basis. If time allows, you may want to finalize the package and send it to the printer at least 4 weeks in advance of the starting date. The program will be widely used, so you may want to print twice as many copies of the program as you have expected attendees. The information package, for example, may contain: [bull] A list of everything in the package. [bull] A ``welcome'' letter. [bull] A schedule. [bull] Workshop agendas. [bull] Discussion of exhibits. [bull] Panelists' information. [bull] Photos and biographies of speakers/special guests. [bull] Facility layout and list of services available. [bull] Identify designated smoking areas. [bull] Special events. [bull] Message center information. [bull] Area map. [bull] Other pertinent material. Note: Use of agency seal and conference logo may be considered for the conference package. However, the decision to use such items is strictly the judgment of agency officials. Miscellaneous Suggested Room Coordination Plan ahead to setup: [bull] Staff room to handle core of activities; [bull] Meal functions; [bull] Exhibit rooms, and [bull] Meeting rooms-- Theatre or auditorium for lectures; Facing speaker when note taking is important; Square or U-shaped style for discussion/interaction; and Banquet or roundtable for discussion. Keeping in Touch Plan for: [bull] A message center to be set up in a central location for special announcements and telephone messages. [bull] How to reach whomever at all times--use beepers and walkie- talkies. [bull] Clear identification of conference staff. [bull] Accommodation of physically impaired attendees with sign language or other special needs. Mementos Appropriations are not available to purchase memento items for distribution to conference attendees as a remembrance of an event. Two notable exceptions to the memento or gift prohibition are under training and awards. Work closely with appropriate agency officials to make final determinations. [[Page 116]] Resources The following resources may be of assistance in planning a conference: [bull] An agency contracting officer; [bull] Travel Management Centers; [bull] Interagency Travel Management Committee members (a forum of agency travel policy managers--for member identification, contact your agency's administrative or financial office); [bull] State Chambers of Commerce or Visitors Bureaus; [bull] Local chapters of the Society of Government Meeting Professionals; and [bull] Private industry conference planners. Conclusion Process: [bull] Questionnaires, which may provide invaluable feedback about the success of your conference. [bull] Training certificates. [bull] Thank you notes to participants, facility personnel, speakers, printers, photographers, and other special contributors. [bull] Summary to acknowledge the accomplishments, and to convey the information discussed to a wider audience, may be an excellent promotional tool. Note to Appendix E: Use of pronouns ``we'', ``you'', and their variants throughout this appendix refers to the agency. [FTR Amdt. 89, 65 FR 1329, Jan. 10, 2000] [[Page 117]]