41 CFR 301-76 : COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD [ 41 CFR 301-76 ] : (PUBLIC CONTRACTS AND PROPERTY MANAGEMENT [ 41 CFR ])

Disposable pay is the part of the employee's compensation remaining after the deduction of any amounts required by law to be withheld. These deductions do not include discretionary deductions such as savings bonds, charitable contributions, etc. Deductions may be made from any type of pay, e.g., basic pay, special pay, retirement pay, or incentive pay.

[FTR Amdt. No. 92, 65 FR 21367, Apr. 21, 2000]

Subpart B—Policies and Procedures

Note to subpart B: Use of pronouns “we”, “you”, and their variants throughout this part refers to the agency.

§ 301-76.100 Are there any due process requirements with which we must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?

Yes, you must:

(a) Provide the employee with written notice of the type and amount of the claim, the intention to collect the claim by deduction from his/her disposable pay, and an explanation of his/her rights as a debtor;

(b) Give the employee the opportunity to inspect and copy your records related to the claim;

(d) Provide the employee an opportunity to make a written agreement with the contractor to repay the delinquent amount.

§ 301-76.101 Who is responsible for ensuring that all due process and legal requirements have been met?

You are responsible for ensuring that all requirements have been met.

§ 301-76.102 Can we collect undisputed delinquent amounts if we have not reimbursed the employee for amounts reimbursable under applicable travel regulations?

No, you may only collect undisputed delinquent amounts after you have reimbursed the employee under the applicable travel regulations and in accordance with a proper travel claim. However, if the employee has not submitted a proper travel claim within the timeframe requirements of §301–52.7 of this chapter, and there are no extenuating circumstances, you may collect the undisputed delinquent amounts.

§ 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

For the Continental United States (CONUS) per diem rates, see applicable FTR Per Diem Bulletins, issued periodically and available on the Internet at http://www.gsa.gov/perdiem.

[FTR Amdt. 2003–03, 68 FR 22314, Apr. 28, 2003]

Appendix B to Chapter 301—Allocation of M&IE Rates To Be Used in Making Deductions From the M&IE Allowance

Deductions to M&IE rates for localities in both nonforeign areas and foreign areas shall be allocated as shown in this table. For information as to where to access per diem rates for various types of Government travel, please consult the table in §301–11.6.

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
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
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, as amended by FTR Amdt. 2007–05, 72 FR 61540, Oct. 31, 2007]

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, Last Name	Agency guidelines may specify the order, e.g., 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	Employee Emergency	Travel related to an unexpected occurrence/event or injury/illness that affects the employee personally and/or directly that requires immediate action/attention. Examples: Traveler is incapacitated by illness or injury, death or serious illness of a family member (as defined in §300–3.1 or §301–30.2), or catastrophic occurrence or impending disaster that directly affects the employee's home. Emergency travel also includes travel for medical care while employee is TDY away from the official station (part 301–30), death of an employee/immediate family member when performing official duties away from the official station or home of record (part 303–70), medical attendant transportation (part 301–30), assistance travel for an employee with special needs (part 301–13), as well as travel for threatened law enforcement/investigative employees (part 301–31).
	Mission (Operational)	Travel to a particular site in order to perform operational or managerial activities. Travel to attend a meeting to discuss general agency operations, review status reports, or discuss topics of general interest. Examples: Employee's day-to-day operational or managerial activities, as defined by the agency, to include, but not be limited to: hearings, site visit, information meeting, inspections, audits, investigations, and examinations.
	Special Agency Mission	Travel to carry out a special agency mission and/or perform a task outside the agency's normal course of day-to-day business activities that is unique or distinctive. These special missions are defined by the head of agency and are normally not programmed in the agency annual funding authorization. Examples: These agency-defined special missions may include details, security missions, and agency emergency response/recovery such as civil, natural disasters, evacuation, catastrophic events, technical assistance, evaluations or assessments.
	Conference—Other Than Training	Travel performed in connection with a prearranged meeting, retreat, convention, seminar, or symposium for consultation or exchange of information or discussion. Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Training below). Examples: To participate in a planned program as a speaker/panelist or other form of presentation, host, planner, or others designated to oversee the conference or attendance with no formal role, or as an exhibitor.
	Training	Travel in conjunction with educational activities to become proficient or qualified in one or more areas of responsibility. 5 USC 4101(4) states that “`training' means 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.” The term “conference” may also apply to training activities that are considered to be conferences under 5 CFR 410.404, which states that “agencies may sponsor an employee's attendance at a conference as a developmental assignment under section 4110 of title 5, United States Code, when: (a) The announced purpose of the conference is educational or instructional; (b) More than half of the time is scheduled for a planned, organized exchange of information between presenters and audience which meets the definition of training in section 4101 of title 5, United States Code; (c) The content of the conference is germane to improving individual and/or organizational performance, and (d) Development benefits will be derived through the employee's attendance.” Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Conference—Other Than Training above). Examples: Job required training, Internships, Intergovernmental Personnel Act, and forums.
	Relocation	Travel performed in connection with a transfer from one official station to another for employees/immediate family members, as applicable. Examples: Permanent change of station (PCS) moves for domestic and international transferees/new appointees, tour renewal, temporary change of station (TCS), and last move home.
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 Station	City, State, Zip	The location where the employee regularly performs his or her duties or an invitational traveler's home or regular place of business. If the employee's work involves recurring travel or varies on a recurring basis, the location where the work activities of the employee's position of record are based is considered the employee's official station.
Residence	State, Zip, City	The geographical location where employee resides, if different from official station.
Payment Method	EFT	Direct deposit via electronic funds transfer.
	Treasury Check	Payment made by Treasury check.
	Imprest Fund	Payment made by Imprest Fund.
Mailing Address	Street Address, City, State, Zip	The location designated by the traveler based on agency guidelines.

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 Identification Number	Payment ID Number	A number that identifies the payment for the transportation tickets, according to agency guidelines, e.g., GTR number, Govt. contractor-issued charge card number
Transportation Method Indicator	Air (other than coach-class)	Common carrier used as transportation to TDY location
	Air (coach-class)
	Non-contract Air, Train, Other
Transportation in Performance of TDY or While at the TDY Location	POV, Car rental, Taxi, Other	Identifies transportation used while in the performance of TDY or while at the TDY location

Travel Expense Information

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 (other than coach-class)	The amount of money the transportation actually cost the traveler, entered according to method of transportation
	Air (coach-class)
	Non-contract Air, Train
	Other	Bus or other form of transportation
Transportation in Performance of TDY or While at the TDY Location	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, Transportation	Indicates the type of travel expense(s) paid, in part or totally, by a non-Federal source.
Non-Federal Source Payment Method	Check, EFT, Payment “in-kind”	Total payment provided by non-Federal source 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.
	Certifying Officer Signature	Certifying Officer's signature, or digital 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.

[FTR Amdt. 70, 63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2005–03, 70 FR 28460, May 18, 2005; FTR Amdt. 2009–05, 74 FR 35808, July 21, 2009; FTR Amdt. 2009–06, 74 FR 55150, Oct. 27, 2009; FTR Amdt. 2010–02, 75 FR 24436, May 5, 2010; FTR Amdt. 2010–07, 75 FR 72967, Nov. 29, 2010]

Appendix D to Chapter 301—Glossary of Acronyms

ATM: Automated Teller Machine

CAS: Commercial Aviation Service(s)

CDW: Collision Damage Waiver

CFR: Code of Federal Regulations

CMTR: Combined Marginal Tax Rate

CONUS: Continental United States

CSRS: Civil Service Retirement System

CTO: Commercial Ticket Office

DOD: Department of Defense

DOJ: Department of Justice

DSSR: Department of State Standardized Regulations

DTMO: Defense Travel Management Office

EFT: Electronic Funds Transfer

ETS: E-Gov Travel Service(s)

FAA: Federal Aviation Administration

FAM: Foreign Affairs Manual

FECA: Federal Employees' Compensation Act

Fedrooms: Enhanced Federal Premier Lodging Program (formally known as FPLP)

FEMA: Federal Emergency Management Agency

FERS: Federal Employees Retirement System

FHA: Federal Housing Administration

FICA: Federal Insurance Contribution Act

FOB: Free On Board

FTR: Federal Travel Regulation

FTS: Federal Telecommunications System

GAO: General Accounting Office

GBL: Government Bill of Lading

GOCO: Government Owned Contractor Operated

GPO: Government Printing Office

GSA: General Services Administration

GTR: Government Transportation Request

HHG: Household Goods

ID: Identification

IDL: International Date Line

IRC: Internal Revenue Code

IRS: Internal Revenue Service

ISSA: Inter-service Support Agreement(s)

ITRA: Income Tax Reimbursement Allowance

JFTR: Joint Federal Travel Regulations

JTR: Joint Travel Regulation

MARS: Military Affiliate Radio System

M&IE: Meals and Incidental Expenses

M&O: Management and Operating

MOU: Memorandum of Understanding

MTR: Marginal Tax Rate

NARA: National Archives and Records Administration

NIST: National Institute of Standards and Technology

NTE: Not to Exceed

OBE: Online Self-service Booking Tool

OCONUS: Outside the Continental United States

OGE: Office of Government Ethics

OMB: Office of Management and Budget

PBP&E: Professional Books, Papers, and Equipment

PCS: Permanent Change of Station

PDS: Permanent Duty Station

PIN: Personal Identification Number

PMO: E-Gov Travel Program Management Office

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

SIT: Storage in Transit

SSN: Social Security Number

TCS: Temporary Change of Station

TDY: Temporary Duty

TMC: Travel Management Center

TMS: Travel Management Service

TQSE: Temporary Quarters Subsistence Expenses

U.S.: United States

U.S.C.: United States Code

VA: Department of Veterans Affairs

WAE: When Actually Employed

WTA: Withholding Tax Allowance

[FTR Amdt. 70, 63 FR 15983, Apr. 1, 1998; 63 FR 35538, 35539, June 30, 1998, as amended by FTR Amdt. 2007–05, 72 FR 61540, Oct. 31, 2007; FTR Amdt. 2010–05, 75 FR 63104, Oct. 14, 2010]

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:

• Establishing a set of objectives.

• Developing a theme.

• Making recommendations for location, agenda, dates, and logistics, e.g., schedule, exhibits, speaker.

• Making suggestions as to who should attend.

• Serving as communications link between planners and participants.

• 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:

• Planning committee meetings.

• Preparation of mailing lists.

• Letters of invitation.

• Designation of speakers.

• Confirmation letters to speakers.

• Confirmation with site selection official.

• Preparation of agenda.

• Preparation of specification sheet.

• Location and date selection.

• Exhibits.

• Budget.

• Printing requirements.

• Signage.

• Conference information packages.

• Scheduling photographer (if planned).

• Use of agency seal and conference logo.

• Handicapped requirements.

• Planning of meals and refreshments, if appropriate.

(b) Establish completion dates for each major step.

Specification Sheet

A detailed specification sheet is necessary to:

(a) Identify essential elements of a conference which typically include, but are not limited to:

• 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.

• Meeting rooms.

• Exhibit facilities.

• Audio-visual equipment and support services.

• Miscellaneous support services.

• Sleeping rooms with amenities, e.g., Internet access, data ports, conference call, and voice mail.

(b) Determine costs:

• 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.

• 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.

• 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:

• Targeted audience.

• Total costs, including per diem, transportation, and other.

• Accessibility by car or air.

• Whether recreational activities are necessary.

• The expense of desired facility (significant savings can be achieved in off-season periods).

Types of Facilities

• Federal Government. Use Government-owned or Government-provided conference facilities to the maximum extent possible.

• Convention centers. Excellent for very large meetings, trade shows and exhibits; usually located near a large number of hotels.

• Colleges and universities. Many have good meeting facilities and can offer sleeping accommodations when school is not in session.

• Hotels. Commercial facilities that may be used to meet all conference needs or just the room night needs.

• 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:

• Cost effective, e.g., are Government rates honored?

• Safe, e.g., FEMA-approved?

• Is there on-site security personnel?

• Easily reached from an airport or by car?

• Clean?

• Well run, e.g., does the staff seem to be competent and responsive?

• Laid out in a functional way?

• Large enough to supply the number of sleeping rooms required?

• Set up to provide necessary conference registration equipment?

• Handicapped accessible?

(b) Parking:

• Is it adequate?

• How close to the facility is it?

• Is it secure and safe?

• Is the cost separate?

• Will the facility make the reservations, or are you responsible for making the reservations for participants?

• What are the facility's registration rules?

• What are departure rules?

(d) Functionality of meeting rooms:

• Is appropriate space available?

• What costs are involved?

• 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.

• Are rooms designated for agency use for the duration of the conference?

• Are there columns that can block views?

• Are ceilings high enough for audio-video equipment?

• Are rooms suitable for both classroom and/or theatre setups?

• Are there windows? Shades?

• Are there manually-controlled thermostats?

• Are rooms handicapped accessible?

• Where are electrical outlets?

• Can the rooms be darkened?

• Would it be more economical to bring audio-visual equipment?

• Does the facility want meeting schedules and room layouts in writing in advance of the conference?

• If necessary, can the rooms be entered the evening before for an early setup?

• Will the facility arrange for room setup if given a layout?

• What set-up costs are included?

• What are departure rules?

(e) Exhibits:

• If exhibits are planned, is suitable exhibit space available?

• Are easels available at no cost?

• What are the put-up and takedown times?

• What costs are involved?

• What about pre-delivery and after-conference arrangements?

• If exhibits are shipped, know where and to whom they are to be sent.

• If you are bringing large exhibits, determine location of loading dock, appropriate entrances and elevators.

• Are there additional handling fees?

• Check hotel policy on posting, size and appearance of signs.

Food and Drink

Meals

• You can not generally use appropriated funds to pay for meals for employees at their official stations.

• Employees on TDY travel may be served meals but cannot be reimbursed for those provided at Government expense.

• You should clarify in advance the appropriate per diem reduction(s) of meal(s) allowance(s) for TDY travel.

• 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.

• Work closely with the hotel to plan quality menus that fit within authorized per diem rates.

• Clarify and agree in advance to the number of meal guarantees.

• 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).

• 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:

• Keep in mind that everyone does not drink coffee or tea.

• You should clarify and agree in advance that coffee and pastries, if appropriate, are purchased by the gallon and dozen.

• Try to avoid a per person charge.

• Negotiate the cost into the contract.

• Be conservative in your estimates. There are seldom 100 percent of the conference participants attending any one function.

• 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:

• Point of contact name and telephone number.

• Registration form, card, or Internet address (include space for identifying handicapped requirements).

• Registration instructions.

• Registration deadline date.

• Detailed area map and driving instructions.

• Information on traffic patterns to avoid rush hour delays.

• Promotional brochures from the facility.

• Layout of facility including telephone numbers.

• Breakdown of costs showing any difference from travel versus training object classes, particularly meal costs, so that proper reimbursement can be made.

• Agenda with a list of speakers and topics.

• Activity schedule for spouses, domestic partners, and guests (all charges or costs attributed to spouses, domestic partners or guests must be borne by the individual attendee (not reimbursable by the Government)).

• Provide a sample travel voucher.

• Notice that conference lodging allowance applies if applicable.

Confirmations

You should:

• Decide on the speaker(s) and the message you wish to be conveyed and obtain early commitment(s) in writing.

• Confirm conference dates/times/topics/arrival and departure times with speaker(s) and any other special guests at least 30 days in advance.

• Conduct a final planning committee meeting to confirm all plans.

• Confirm photographer's schedule.

• Confirm hotel plans at least one day in advance.

Facility Process

Check-In and -Out

Streamline the process:

• Will the facility need additional personnel?

• Is electronic one-stop processing available?

• Is luggage storage and shuttle service available?

• Arrange parking for any special guests.

• Provide signage.

Registration Process

Registration is generally the attendees' introduction to the conference. Give it special attention by:

• Using directional signs.

• Placing especially attractive or important exhibits nearby.

• Planning for late arrivals.

• Using state-of-the-art processing.

• Checking out the registration capabilities of using GSA's electronic SmartPay System.

• 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:

• A list of everything in the package.

• A “welcome” letter.

• A schedule.

• Workshop agendas.

• Discussion of exhibits.

• Panelists' information.

• Photos and biographies of speakers/special guests.

• Facility layout and list of services available.

• Identify designated smoking areas.

• Special events.

• Message center information.

• Area map.

• 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:

• Staff room to handle core of activities;

• Meal functions;

• Exhibit rooms, and

• 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:

• A message center to be set up in a central location for special announcements and telephone messages.

• How to reach whomever at all times—use beepers and walkie-talkies.

• Clear identification of conference staff.

• 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.

Resources

The following resources may be of assistance in planning a conference:

• An agency contracting officer;

• Travel Management Centers;

• Interagency Travel Management Committee members (a forum of agency travel policy managers—for member identification, contact your agency's administrative or financial office);

• State Chambers of Commerce or Visitors Bureaus;

• Local chapters of the Society of Government Meeting Professionals; and

• Private industry conference planners.

Conclusion

Process:

• Questionnaires, which may provide invaluable feedback about the success of your conference.

• Training certificates.

• Thank you notes to participants, facility personnel, speakers, printers, photographers, and other special contributors.

• 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, as amended by FTR Amdt. 2010–06, 75 FR 67631, Nov. 3, 2010; FTR Amdt. 2010–07, 75 FR 72968, Nov. 29, 2010]

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