WHAT IS AND ISNT TO BE APPROVED BY DAG final draf Document

CONFERENCES THAT MUST BE APPROVED BY THE DAG PRIOR TO EVENT

The FTR defines "conference," in part, as a meeting, retreat, seminar, symposium, event or training activity. A conference is typically a prearranged event with designated participants and/or registration, a published substantive agenda, and scheduled speakers or discussion panels on a particular topic. There is no minimum cost level – all conferences regardless of cost must be included.

This Bulletin applies to any conference planned and held by components themselves, and conferences funded by a component but conducted by an outside entity through the use of a DOJ contract or a cooperative agreement (Note: Cooperative agreements will have a “K” in the last four digits of the grant number.  If no “K” is present, it is not a cooperative agreement).

With respect to conferences funded by more than one agency, this Bulletin applies if the Department provides more funding than any other agency. When reporting on such conferences, a component should only account for the funding provided by the Department.

The following types of activities are excluded from the definition of "conference"

1. Law enforcement planning, staging, surveillance, undercover, or other meetings related to a law enforcement operation, and meetings to coordinate the Department's investigative, intelligence and/or prosecutorial efforts in connection with a pending case, specific criminal activity or a threat against the United States, including those that occur at law enforcement or security operational centers;
2. Training courses taught at federal training centers, such as the National Advocacy Center, the Federal Law Enforcement Training Center, the Federal Bureau of investigation National Academy, and the Drug Enforcement Administration Training Academy;
3. Undercover activities and training conducted in accordance with the Attorney General's guidelines; or
4. Testing where the primary purpose of the event is to evaluate an applicant's qualifications to perform certain duties necessary to perform his or her job. In order for an event involving testing to be excluded from the reporting requirement, the majority of the event must be devoted to the administration and taking of the test. An event is not excluded from the reporting requirement if a test is incidental to the training course and is given upon its completion to determine satisfactory participation.

CONFERENCES THAT DO NOT REQUIRE DAG APPROVAL

The Department has established that any one of the following will not require DAG approval:

• Any conference funded via an OJP grant (as opposed to a cooperative agreement or contract)
• Events that have no meeting-specific, direct cost to the OJP cooperative agreement or contract, e.g., a webinar that has no cost associated with it other than staff time/labor costs that are not specifically billed as an extra event cost.
• Meetings held without a published, substantive agenda
• Meetings held without a designated list of participants or open registration
• Meetings held without scheduled speakers or panels
• Meetings funded more than 50% by other federal agencies
• Meetings held at federal facilities

2011 OJP Financial Guide Conference Costs and Special Condition Document

2011 OJP Financial Guide.  In July 2011, OJP’s food and beverage guidance was expanded in the 2011 version of the OJP Financial Guide to establish limits on conference food and beverage expenses funded under cooperative agreements.  The OJP Financial Guide provides:

All OJP-funded contracts and grants must follow these guidelines for the costs of refreshments and meals provided at the conferences.

Refreshments

Refreshments include light food and drink served during break time, such as coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins.

§         The cost of these items, plus any hotel service costs (e.g., labor cost for room setup), cannot exceed 23 percent of the locality M&IE rate per attendee per day.

§         For example, if the M&IE rate for a particular location is $54 per person per day, then the total refreshment costs cannot exceed $12.42 ($54 x 23%) per attendee per day.

Meals

The cost of any meal provided, plus any hotel service costs, cannot exceed 150 percent of the locality M&IE rate per meal per attendee.

§         For example, if lunch will be provided in a locality with a $49/day M&IE rate, and the lunch rate is $13, then the cost of the lunch provided at the conference cannot exceed $19.50 ($13 x 150%) per attendee per day.

§         All conference attendees must ensure that the provided meal is deducted from their claimed M&IE; in this example, the recipient would deduct $13 from the amount of M&IE claimed for the lunch provided.

§          

This updated guidance is accessible on the web at http://www.ojp.usdoj.gov/financialguide/PostawardRequirements/chapter15page3.htm.

Additionally, a standard special condition has been added to GMS to be included on all cooperative agreements funding conferences and meetings. The condition reads:

Conference Cost Limitations for Refreshments and Meals

Recipient understands and acknowledges that for purposes of this cooperative agreement, food and/or beverage expenses are deemed reasonable and allowable for training sessions, meetings, conferences, or other similar functions only to the extent that the 1) break or other refreshment costs, plus any hotel service costs (e.g., labor cost for room setup), do not exceed 23 percent of the current General Services Administration (GSA) Meals and Incidental Expenses (M&IE) rate per attendee per day; and 2) the cost of any individual meal, plus any hotel service costs (e.g., labor cost for room setup), does not exceed 150 percent of the GSA M&IE rate for that meal in that locality per attendee.  Current GSA M&IE rate breakdown by meal and by locality can be found at http://www.gsa.gov/portal/content/101518.

Conference Approval Request form OJP PDF

MEMORANDUM FOR LEE J. LOFTHUS
ASSISTANT ATTORNEY GENERAL
FOR ADMINISTRATION
THRU: Melinda Morgan
Director, Finance Staff
 

FROM: ___________________________________________________________________
DATE: ___________________________________________________________________
 

SUBJECT: Conference Approval Request
This memorandum is to request approval by Deputy Attorney General (DAG) for the following conferences, which meet the requirements of JMD Financial Management Policies and Procedures Bulletin 08-08, Conference Planning, Conference Cost Reporting, and Approvals to Use Non-Federal Facilities:
 

Title of the Conference: __________________________________________________
Date of Conference: (Start) ____________________ (End) ____________________
Facility Name: __________________________________________________
Facility Type (Federal or Non-Federal): __________________________________________________
City and State: __________________________________________________
Number of Federal Attendees: __________________________________________________
Number of Non-Federal Attendees: __________________________________________________
Total Number of Attendees: __________________________________________________
Conference Planner: __________________________________________________
Total Conference Cost: __________________________________________________
% of Total that is Travel & Per Diem: __________________________________________________
DAG APPROVAL: _______________________________________
DAG DISAPPROVAL: ___________________________________
DAG OTHER: ___________________________________________

Conference Request Form Excel Spreadsheet

Grantee Email on Conference Costs PDF

GMStier2Support
From: Office of Justice Programs
Sent: Friday, September 30, 2011 8:20 PM
To: GMStier2Support
Subject: Message to DOJ Grantees Regarding Conference Costs

Dear Grantee:

As you may know, there has recently been a great deal of attention focused on conference spending, particularly related to conference planning and food and beverage costs. The Department of Justice is fully cognizant of the importance of its fiduciary responsibility and that of its grantees to ensure conference spending is accomplished within proper guidelines and with restraint. As grantees of the Department, you play a vital role in providing information, training, coordination, and innovative strategies and approaches to the criminal justice, juvenile justice, and victim service communities. The conferences, trainings, meetings, etc., your organizations facilitate are an important aspect of developing and maintaining a responsive and well-trained public safety workforce, and well coordinated federal, State, local, and tribal criminal and juvenile justice systems.

We are sure you share our goal of being responsible stewards of federal funds and improving the way we manage and monitor grants so that we prevent unnecessary or wasteful spending. For this reason, we emphasize the importance of complying with the Department’s guidelines and policies on conference planning, minimization of costs, and conference cost reporting. We need to work together to strictly minimize costs, ensure we are prudent in our spending, and avoid the fact or appearance of extravagant spending. This means determining whether there are alternative ways to provide the training, such as webinars, finding the lowest cost locations and venues, minimizing travel costs, ensuring that all conference costs are necessary business expenses, giving careful thought to whether it is necessary to serve any food to attendees, and if you determine that it is necessary to provide any food, exercising strict restraint about food choices and costs. Department funds must not be used for lavish food and refreshments or entertainment.

Over the next several weeks and months, we will be reaching out to you to discuss past and future events, and costs associated with planning and implementing conferences, trainings, meetings, and other events. Much of what is necessary for you to make decisions regarding the proper utilization of grant funds is already at your disposal, but we will also be providing additional guidance to assist you in the near future. In the meantime, should you have any questions regarding these matters, we encourage you to contact your program manager for further guidance.

We know that most controversial issues can be avoided when grantees pay close attention to the Department’s policies and all of the conditions of an award. Upon acceptance of an award, grantees have an obligation to become familiar with the guidelines and policies (please see hyperlinks for key policy documents below). In addition to these documents, grantees may avail themselves of the various financial training opportunities provided by the Department throughout the year and are designed for individuals responsible for the financial administration of discretionary/formula grants and cooperative agreements.

Thank you for your partnership with the Department of Justice and your commitment to serving all of our constituents in the criminal justice system while strictly adhering to DOJ guidelines and policies. We will continue to be proactive, and work with you to address any issues or questions you may have as we review activities under your grant. We appreciate your cooperation and patience.

Susan B. Carbon
Director
Office on Violence Against Women
Bernard Melekian
Director
Community Oriented Policing Services
Laurie O. Robinson
Assistant Attorney General
Office of Justice Programs
Financial Guide:
http://www.ojp.usdoj.gov/financialguide/index.htm
OJP’s Food and Beverage Guide:
http://www.ojp.gov/funding/pdfs/foodandbeverage.pdf
Office of Management and Budget Circulars on Cost Principles:
http://www.whitehouse.gov/omb/circulars_default

MOST COMMON ISSUES IDENTIFIED Final Draft Word Document

MOST COMMON ISSUES IDENTIFIED/THINGS TO AVOID

In reviewing prior and current OJP conferences, the following list of most common trouble spots was identified (in no particular order)—

1. Food and beverage costs exceed allowable limits/unnecessary food/treats at breaks
2. Meetings ending in a meal (e.g., working lunch at the end of a conference) 
3. Hotel contracts that combine food and beverage elements into one line item or cost
4. Excessive conference planner costs/overhead
5. Dinner meetings
6. Conferences held at resort locations/facilities
7. Provision of unnecessary “trinkets” at conferences/events
8. Cash bar/provision of alcohol
9. High attrition rates for lodging
10. Morning and afternoon refreshment breaks that exceed per diem