[Code of Federal Regulations] [Title 41, Volume 4] [Revised as of July 1, 2004] From the U.S. Government Printing Office via GPO Access [CITE: 41CFR301-74.1] [Page 97-98] TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES PART 301-74_CONFERENCE PLANNING--Table of Contents Subpart A_Agency Responsibilities Sec. 301-74.1 What policies must we follow in planning a conference? Subpart A_Agency Responsibilities Sec. 301-74.1 What policies must we follow in planning a conference? 301-74.2 What costs should be considered when planning a conference? 301-74.3 What must we do to determine which conference expenditures result in the greatest advantage to the Government? 301-74.4 What should cost comparisons include? 301-74.5 How should we select a location and a facility? 301-74.6 What can we do if we cannot find an appropriate conference facility at the chosen locality per diem rate? 301-74.7 What is the conference lodging allowance? 301-74.8 Who may authorize reimbursement of the conference lodging allowance for a Government sponsored conference? 301-74.9 Who may authorize reimbursement of the conference lodging allowance for a non-Government sponsored conference? 301-74.10 May the conference lodging allowance ever exceed 25 percent above the lodging per diem rate? 301-74.11 May we provide light refreshments at an official conference? 301-74.12 May we use both the conference lodging allowance method and the actual expense method of reimbursement concurrently? 301-74.13 May we include conference administrative costs in an employee's per diem allowance payment for attendance at a conference? 301-74.14 Are there any special requirements for sponsoring or funding a conference at a hotel, motel or other place of public accommodation? 301-74.15 May we waive the requirement in Sec. 301-74.14? 301-74.16 What must be included in any advertisement or application form relating to conference attendance? 301-74.17 What special rules apply when a conference is held in the District of Columbia? 301-74.18 What policies and procedures must we establish to govern the selection of conference attendees? 301-74.19 What records must we maintain to document the selection of a conference site? Subpart B_Conference Attendees 301-74.21 What is the applicable M&IE rate when meals or light refreshments are furnished at nominal or no cost by the Government or are included in the registration fee? 301-74.22 When may an employee, attending a conference, be authorized the conference lodging allowance? 301-74.23 Is the conference lodging allowance an actual expense reimbursement? 301-74.24 When should actual expense reimbursement be authorized for conference attendees? Authority: 5 U.S.C. 5707. Source: FTR Amdt. No. 89, 65 FR 1327, Jan. 10, 2000, unless otherwise noted. Note to Subpart A: Use of pronouns ``we'', ``you'', and their variants throughout this subpart refers to the agency. When planning a conference, you must: (a) Minimize all conference costs, including administrative costs, conference attendees' travel costs, and conference attendees' time costs; (b) Maximize the use of Government-owned or Government provided conference facilities as much as possible; (c) Identify opportunities to reduce costs in selecting a particular conference location and facility (e.g., through the availability of lower rates [[Page 98]] during the off-season at a site with seasonal rates); and (d) 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 (see Sec. Sec. 301-53.2 and 301-53.3 of this chapter); and (e) Develop and establish internal policies to ensure these standards are met. [FTR Amdt. No. 89, 65 FR 1327, Jan. 10, 2000, as amended by FTR Amdt. 2003-04, 68 FR 27937, May 22, 2003]