ACCEPTANCE LETTER ON BEHALF OF

(NAME)

Thank you for your Invitation. We are sorry to have to ask for
additional information! However, in order for us to complete the
documentation required by federal regulations we need to have the
information requested in the sample letter. The NIH has the authority to
accept payment for travel, subsistence, and related travel expenses for
its employees under 31 U.S.C.1353, which allows an employee, on behalf
of the NIH, to accept gifts of travel expenses in conjunction with
attendance/presentation at meetings or similar functions relating to
their official duties.

Your letter needs to state that travel expense will be paid by non-U.S.
Federal sources, i.e., the , is a (profit/non-profit) organization and
there are **[no Federal funds involved]{.underline}**.

Two reimbursement methods are acceptable: 1) **[In-Kind]{.underline}**
(non-cash method) -- sponsor makes trip arrangements and provides
services directly to the traveler. For instances, Sponsor will purchase
airline ticket and provide hotel accommodations and meals. There will be
no monetary reimbursement in accordance with the Federal guidelines.

**or** 2) **[In-Cash]{.underline}** Reimbursement to the NIH (**check in
U.S. dollars payable to the HHS/NIH**) -- sponsor provides advance
funding or reimburses travel expenses at completion of the trip. A
combination may be used. However, if the traveler is being reimbursed
after the completion of the trip, we will enter estimates. NOTE: NIH
employees are [not]{.underline} permitted to retain cash.

Attached is a sample letter. Please use your Institutional Letterhead.
Please insert appropriate information such as Conference/Meeting Name,
Location, and Title of talk to be presented, etc.

Thank you.

**SAMPLE LETTER -- YOU MUST USE YOUR INSTITUTIONAL LETTERHEAD**

Jane Doe, MD

\_\_\_\_\_\_\_\_\_ Group, Division of Cancer Prevention / NCI

Executive Plaza North, Room \_\_\_\_\_\_\_\_

6130 Executive Blvd., MSC \_\_\_\_\_\_\_\_\_\_

# Bethesda, MD 20892 

Dear Dr. Doe:

Thank you for agreeing to participate in the [(Conference / Meeting
Name)]{.underline} to be held in

[(City, State, Country)]{.underline} on [(Dates)]{.underline} . Your
travel expense will be paid by non-U.S. Federal sources, i.e., the ,

is a (profit/non-profit) organization and there are no Federal funds
involved.

The breakdown is as follows for all of the expenses that you are
supplying.

**IN-CASH IN-KIND**

(Reimbursed to NIH)

Airfare:

Other Type of Transportation:

Lodging:

Meals:

Registration Fee:

Miscellaneous Expenses (please specify):

#  

Sincerely,

Name, Title, etc.

## PLEASE FAX TO: (301) 

### ATTN: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_(Name of APA or Secretary)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Group, DCP/NCI

Executive Plaza North, Room \_\_\_\_\_\_\_\_\_

6130 Executive Blvd., MSC\_\_\_\_\_\_\_\_\_\_\_

### Bethesda, MD 20892

Phone #:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

E-Mail
Address:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**SAMPLE LETTER -- WITH INSTITUTIONAL LETTERHEAD**

March 15, 2001

Jane Doe, MD

\_\_\_\_\_\_\_\_\_ Group, Division of Cancer Prevention / NCI

Executive Plaza North, Room \_\_\_\_\_\_\_\_

6130 Executive Blvd., MSC \_\_\_\_\_\_\_\_\_\_

# Bethesda, MD 20892 

Dear Dr. Doe:

Thank you for agreeing to give a Lecture on the Principles of 348's
Course and a Department Seminar on November 1, 2001 -- November 4, 2001.
Your travel expense will be paid by the non-U.S. Federal sources, i.e.,
the University of Miami, a non-profit organization and there are no
Federal funds involved.

We will purchase your airline ticket and provide your hotel
accommodations and meals. There will be no monetary reimbursement to you
in accordance with the Federal guidelines.

The breakdown is as follows.

Reimbursed to

NIH IN-KIND

[X]{.underline} Airfare: [X]{.underline}

[X]{.underline} Other Type of Transportation: [X]{.underline}

[X]{.underline} Lodging: [X]{.underline}

[X]{.underline} Meals: [X]{.underline}

[N/A]{.underline} Registration Fee: [N/A]{.underline}

#  

> Sincerely,