Department of Veterans Affairs July 2019 3 5

Financial Policy

Volume XIV

Travel

Chapter 10

Conference Planning, Oversight, and Reporting

Approved:

Jon J.

Digitally signed by

Jon J. Rychalski

Rychalski 1367389

Date: 2021.10.13

1367389 15:14:25 -04'00'

_________________________________________

Jon J. Rychalski

Assistant Secretary for Management

and Chief Financial Officer

Department of Veterans Affairs Conference Planning, Oversight, and Reporting

October 2021 Volume XIV ? Chapter 10

1001 Overview .................................................................................................................... 2

1002 Revisions ................................................................................................................... 3

1003 Definitions ................................................................................................................. 7

1004 Roles and Responsibilities ................................................................................... 10

1005 Policies..................................................................................................................... 15

100501 VA Sponsored and Co-Sponsored Conference Planning ..................... 15

100502 VA Sponsored and Co-Sponsored Conference Approval .................... 20

100503 VA Sponsored and Co-Sponsored Conference Oversight ................... 21

100504 VA Sponsored and Co-Sponsored Conference Reporting ................... 26

100505 Federal Non-VA Sponsored Conferences Planning .............................. 28

100506 Federal Non-VA Sponsored Conferences Approval. ............................. 29

100507 Federal Non-VA Sponsored Conferences Oversight............................. 30

100508 Federal Non-VA Sponsored Conferences Reporting. ........................... 31

100509 Submitting Conference Approval Requests ........................................... 31

100510 Travel Expenses, Meals, and Light Refreshments................................. 31

100511 Record Retention......................................................................................... 32

1006 Authorities and References .................................................................................. 32

1007 Rescissions ............................................................................................................. 34

1008 Questions ................................................................................................................ 34

Appendix A: Revision History ....................................................................................... 35

Appendix B: Conference Compliance Review Procedures ...................................... 46

Appendix C: Conference Package R elated Forms ..................................................... 50

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Department of Veterans Affairs Conference Planning, Oversight, and Reporting

October 2021 Volume XIV ? Chapter 10

1001 Overview

This chapter establishes the Department of Veterans Affairs (VA) financial policies and procedures relating to conference planning, reporting, and oversight. The purpose of this chapter is to emphasize the need for proper planning and oversight of conferences, including associated travel. As defined by the Federal Travel Regulation (FTR), a conference may include 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 "Determining if a conference is a training activity".

There are numerous Federal travel and acquisition regulations, fiscal policies, statutory and ethics laws applicable to Federal government conference planning, oversight, reporting, and participation. This chapter provides guidance to implement and supplement those portions of the FTR pertaining to conference planning, Congressional, and Office of Management and Budget (OMB) requirements on conference reporting.

Conference organizers should always be fiscally responsible when selecting conference locations and planning conference activities. In addition, conference organizers should ensure that VA does not incur expenditures for entertainment (videos, music, etc.), bus tours, motivational speakers, the purchase of promotional items, or embossing, or otherwise imprinting the name of the organization or conference on any supplies, mementos, or other handouts. Finally, conference organizers should be aware the use of Government funds to purchase food (meals or refreshments) for either Government personnel or non-Government individuals, including VA beneficiaries and stakeholders, is not generally authorized. Reference Vol II, Ch. 4, Awards, Ceremonies, Food or Refreshments, Gifts or Mementos and The Administrator, Veterans Administration, 43 Comp. Gen. 305, B-152331(1963) for specific guidance.

VA is legally mandated by Public Law (P.L.) 112-154, Honoring America's Veterans and Caring for Camp Lejeune Families Act of 2012 to report on any VA sponsored or cosponsored conference, meeting, or other similar forum which either: ? Costs $20,000 or more; or ? Costs less than $20,000 and there are 50 or more attendees including at least one

(1) or more VA employees.

Pursuant to the Inspector General Act of 1978, as amended, VA Office of Inspector General (VA OIG) employees shall adhere to travel directives, policies, procedures, and guidance of VA OIG.

2

Department of Veterans Affairs Conference Planning, Oversight, and Reporting

1002 Revisions

Section

Revision

Office

Various

Changed VA CFO to ASM/CFO throughout.

OFP (047G)

1004 Roles and

Responsibilities

Updated positions designated to approve conferences and report on conferences.

OFP (047G)

100502 VA Sponsored and Co-Sponsored

Conference Approval

100503 VA Sponsored and Co-Sponsored

Conference Oversight

Updated thresholds and positions designated to approve conferences. Removed documentation requirements of redelegation since no redelegation authorized, and other policy requirements no longer required. Updated responsibility for the acquisition of services and supplies over the micro-purchase threshold, in lieu of the amount.

OFP (047G)

OFP (047G)

100504 VA Sponsored and Co-Sponsored

Reporting

Updated Public Law to current citation and position designated to report on conferences.

OFP (047G)

100506 Federal Non-VA

Sponsored Conferences

Approval

Updated thresholds and positions designated to approve conferences. Removed documentation

3

OFP (047G)

October 2021 Volume XIV ? Chapter 10

Reason for Effective

Change

Date

Leadership Directed.

October 2021

Secretary of VA (SECVA) Memorandum, "Delegation of Authority for Travel and Conferences". SECVA Memorandum, "Delegation of Authority for Travel and Conferences", and general update due to new delegation of authority (DOA).

Threshold change in Federal Acquisition Regulation

Public Law general update. SECVA Memorandum, "Delegation of Authority for Travel and Conferences". SECVA Memorandum, "Delegation of Authority for Travel and

October 2021

October 2021

October 2021

October 2021

October 2021

Department of Veterans Affairs Conference Planning, Oversight, and Reporting

Section

Revision

100509 Submitting Conference Approval Requests

1006 Authorities and

References

1007 Rescissions

Appendices

Appendix B: Conference Compliance

Review Procedures

Appendix C: Conference

Package Related Forms

requirements of redelegation since no redelegation authorized, and other policy requirements no longer required.

Removed requirement to submit conference packages to VA Chief of Staff.

Updated Public Law to current citation for reporting conferences to Office of General Council. Rescinded VA Financial Policy Volume XIV, Chapter 10, Conference Planning, Oversight, and Reporting, May 2021, and previous Appendix B delegations. Removed previous Appendix B: Delegations of Authority on Conferences. Moved previous Appendices C and D up to B and C throughout chapter. Removed documentation requirement of redelegation since no redelegation authorized and removed $500,000 threshold reference. Removed documentation requirement of redelegation since no redelegation authorized and removed $500,000 threshold reference.

4

Office

OFP (047G)

OFP (047G)

OFP (047G)

OFP (047G)

OFP (047G)

OFP (047G)

October 2021 Volume XIV ? Chapter 10

Reason for Change

Conferences", and general update due to new DOA.

Effective Date

General update due to new DOA.

October 2021

General Update.

October 2021

General Update due to new DOA.

October 2021

General Update due to new DOA.

October 2021

General Update due to new delegation of authority (DOA).

October 2021

General Update due to new DOA.

October 2021

Department of Veterans Affairs Conference Planning, Oversight, and Reporting

Section 1001

Revision

Added language clarifying that conference organizers should act in a fiscally responsible manner when selecting conference locations and activities and guidance on the purchase of food or refreshments.

1002

Moved all May 2018 revisions to Appendix A

1004 100501 A. 10051 C. 10051 D. and F.

Updated VA CFO designation to current position title, Deputy Assistant Secretary for Finance; updated the Inspector General reporting requirement, and the appropriation bill reference in accordance with the DOA in Appendix B.

Added VA policy guidance for conference expense compliance.

Added VA policy and statutory guidance on entertainment costs; clarified circumstances are limited to exceptions in which lodging, meals, or refreshments can be provided Added language reflecting the necessity of selecting 3 different geographic locations to be reviewed for the

Office

OFP (047G)

OFP (047G)

(047G)

OFP (047G)

OFP (047G)

OFP (047G)

October 2021 Volume XIV ? Chapter 10

Reason for Effective

Change

Date

Leadership Directed

July 2019

General Policy Update

July 2019

June 3, 2019, SECVA DOA; Consolidated Appropriations Act, 2019

July 2019

Leadership Directed

July 2019

Leadership Directed

July 2019

Leadership Directed

July 2019

5

Department of Veterans Affairs Conference Planning, Oversight, and Reporting

Section

Revision

most cost-effective location to be chosen.

Office

October 2021 Volume XIV ? Chapter 10

Reason for Effective

Change

Date

10053 B.7. 10053 B.10. 100503 B.11. 10053 C.2.

100504 A.2. and A.3.

100504 B.

Removed language receipts are required when requested in advance by approving official, more restrictive than FTR. Added VA policy guidance for exceptions using appropriated funds for food. Added statutory guidance for exceptions using appropriated funds for entertainment. Changed VA CFO distribution of the CTCCS quarterly conference compliance review results. Added note clarifying that if someone other than the Responsible Conference Executive (RCE) signs the PCCF or FCR in CORK, then the hard copy signed by the RCE must be uploaded. Updated Table 2 foot note 3 with current appropriation act for 2019, including the change in requirement to report to Inspector General all VA and VA co-sponsored conferences $20,000 NLT 15 calendar days after each quarter.

OFP (047G)

OFP (047G)

OFP (047G)

OFP (047G)

OFP (047G)

OFP (047G)

General Policy Update

July 2019

Leadership Directed

July 2019

Leadership Directed

July 2019

Leadership Directed

July 2019

Leadership Directed

July 2019

Consolidated Appropriations July 2019 Act, 2019

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Department of Veterans Affairs Conference Planning, Oversight, and Reporting

October 2021 Volume XIV ? Chapter 10

Section 100510 D

1007 Appendix A Appendix B

Revision

Added a higher lodging rate may not be negotiated in exchange for food; added language clarifying if meals are provided at a VA sponsored or cosponsored event, the cost per person cannot exceed the daily per diem rate for the selected location. Rescinded Vol XIV Travel - Chapter 10, "Conference Planning, Reporting, and Oversight", May 2018 May 2018, 5-year revisions moved here from Section 1002 Revisions. Added June 3, 2019 Delegation of Authority (DOA) on Conference Reporting Requirements.

Office

Reason for Effective

Change

Date

OFP Leadership (047G) Directed

July 2019

OFP (047G)

General Policy Update

July 2019

OFP (047G)

General Policy Update

July 2019

OFP (047G)

June 3, 2019, SECVA DOA

July 2019

Reference Appendix A, Revision History for listing of previous changes.

1003 Definitions

Approving Official (AO) ? The individual(s) authorized to approve a conference package based on the estimated cost of the conference.

Bundling ? Submitting multiple conferences, similar in nature and executed in the same fiscal year, in a single request for approval that summarizes estimated and final costs for each conference. Bundling of conferences is prohibited for VA sponsored or cosponsored conferences but is permitted for Federal non-VA sponsored conferences.

Conference ? A meeting, retreat, seminar, symposium, or event involving travel for attendees. The term "conference" also applies to training activities that are considered to be conferences under 5 CFR ?410.404. If a clear-cut determination cannot be made an event is not a conference, then it must be processed under this policy as a

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