General Information about NIH Employees

Who Attend, Participate in or Speak at non-Federal Meetings,

Conferences, and Symposiums

The Department of Health and Human Services is pleased to provide
officials and employees an opportunity to speak on NIH programs and
policies and to participate in conferences, symposia, and similar
gatherings related to the programs and responsibilities of the
Department. The following information is provided to assist sponsoring
organizations in planning for participation by NIH officials and
employees.

Under authority **31 U.S.C. 1353**, an employee may accept payment for
transportation, subsistence and travel-related expenses in conjunction
with attendance at meetings or similar functions relating to the
official duties of the employee. Acceptance of higher modes of
transportation and accommodations valued at a greater cost than
Government rates are acceptable when other sponsored attendees will be
accepting the same.

Under this authority, Federal employees may not accept honorariums, and
all travel expenses must be paid from **NON-FEDERAL FUNDS**.

Acceptable reimbursement methods: 1) **IN KIND (non-cash method)** -
sponsor makes trip arrangements and provides services directly to the
traveler, or 2) **IN CASH** **(check or wire transfer only, no actual
*cash*)** - Sponsor reimburses the NIH for travel expenses at completion
of travel (Checks payable to ***National Institutes of Health*** or use
funds transfer to NIH Financial Office).

Following is a sample acceptance letter. Please complete the letter with
the information that pertains to the sponsored event. Once completed,
please send the completed letter to the address below, or FAX to      .

     

NCI-Frederick

P.O. Box B

Bldg.      , Room      

Frederick, MD 21702-1201

SAMPLE ACCEPTANCE LETTER -- PLEASE USE YOUR INSTITUTIONAL LETTERHEAD

Date:

Address of NIH Employee Attending Sponsored Event

Dear Dr. \_\_\_,

Thank you for agreeing to participate in the (type in name of meeting)
meeting to be held in (type in location of meeting) on (type in dates of
meeting). Your travel expenses will be paid by non-federal U.S. sources,
and there will be no federal funds involved.

We will purchase (type in specific items being reimbursed, i.e.,
airfare) and provide you (type in specific items being provided in kind,
i.e., meals). There will be no monetary reimbursement made directly to
you in accordance with the federal guidelines.

Following is a breakdown of applicable expenses, and how they are being
covered:

  -------- ----------- ------------------- ---------------- ----------------
  Yes/No   Expense     Reimbursed to NIH   In Kind          Dates Covered
                       (Check or Wire      (Provided to     (Actual Dates
                       Transfer to NIH) -- Employee) Yes/No Sponsor Paying
                       Yes/No                               For)

           Airfare                                          

           Other                                            
           Trans.                                           

           Lodging                                          

           Meals                                            

           Reg. Fees                                        
  -------- ----------- ------------------- ---------------- ----------------

Sincerely,

Name

Title