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                              Exhibit 3: Conference Expenses and Reporting Requirements
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Exhibit 3: Conference Expenses and Reporting Requirements








  
  
    

  
      





**A.       Conference Expenses.** The following outlines the expenses to be included and used to determine the total estimated cost of each conference based on the respective types of conference requests and to the extent the OPDIV’s/STAFFDIV’s funds will be used for such expenses (Policy Section 1.2.B):

OPDIV/STAFFDIV Hosted, Sponsored, or Co-Sponsored Conferences

Contractor costs (e.g. for planning, supporting, administering, aiding in logistics, documenting, etc.)
	Amount of the grant or an agreement associated with the conference
	Venue Costs (hire of rooms)
	Audiovisual costs
	Speaker Fees
	Printing Costs
	Promotional Marketing
	Training Materials
	Exhibit Costs
	Any food or beverage costs (see the January 3, 2012 policy on the Use of Appropriated Funds for Food)
	Federal Employee travel and per diem expenses
	Non-Federal Attendee travel and per diem expenses
	Registration Fees
	Other costs (ground transportation, shipping, supplies, etc.)OPDIV/STAFFDIV Attended Conferences (those hosted by another OPDIV, STAFFDIV, Federal Agency, or non-federal organization)

Any miscellaneous costs to be funded for the conference (exhibit fees, ground transportation, shipping, printing, supplies, etc.)
	Federal Employee travel and per diem expenses
	Non-Federal Attendee travel and per diem expenses
	Registration fees**B.       M-12-12 Annual Report Requirements.**  In developing the M-12-12 annual report (Policy Section 1.4.A), the following information must be included for each conference included in the report:

the name or title of the conference
	the location of the conference to include:
	Venue name
		City
		State, or Country if international
	the date(s) of the conference
	the purpose of the conference to include a brief explanation how the conference advanced the mission of the agency
	the total conference expenses incurred by the OPDIV/STAFFDIV for the conference
	the total number of attendees
	the total number individuals whose travel expenses or other conference expenses were paid by the agency
	if applicable, a description of the exceptional circumstances – as approved by the OPDIV Head or Secretary (for the STAFFDIVs) – that necessitated exceeding $500,000**C.       Annual OIG Report Requirements.**  In developing the annual report to the OIG (Policy Section 1.4.A), the following information must be included for each conference included in the report:

the name or title of the conference
	the location of the conference to include:
	Venue name
		City
		State, or Country if international
	the date(s) of the conference
	the purpose of the conference to include a brief explanation how the conference advanced the mission of the agency
	the total conference expenses incurred by the OPDIV/STAFFDIV for the conference
	a breakout of the costs for:
	contractor support
		any audio-visual services
		any food or beverages (which should be $0, see the January 3, 2012 policy on the Use of Appropriated Funds for Food)
		federal attendee travel, per diem, and registration
		non-federal attendee travel, per diem, and registrationthe total number of attendees
	a discussion of the methodology used to determine which costs relate to the conference
	a description of the contracting procedures used including discussions of:
	whether contracts were awarded on a competitive basis
		any cost comparison conducted by the OPDIV or STAFFDIV in evaluating potential contractors for the conferenceRegarding the contracting and cost comparison procedures, the following are the standard descriptions to be used in the reports:

Contracting Procedures:

Competed under Federal Supply Schedule Ordering Procedures of FAR 8.405
	Competed under Simplified Acquisition Procedures of FAR Part 13
	Full and Open Competition under FAR Part 15
	Fair Opportunity under Multiple Award Contract, including previously competed strategic sources, under FAR 16.505(b)(1)
	Full and Open Competition after exclusion of sources (Small Business Set Aside) under FAR 19.5
	Other than Full and Open Competition based on Circumstances under FAR 6.302
	Solicited from a single source using Federal Supply Schedule Ordering Procedures under FAR 8.405-6
	Solicited from a single source using simplified acquisitions under FAR 13.106-1(b) or 13.501
	Exception to Fair Opportunity under FAR 16.505(b)(2)
	8(a) Directed Source under FAR 19.8
	Exercise of Option under FAR 17.207
	N/A - Conference was supported by a Grant, Cooperative Agreement, Interagency Agreement, or Co-sponsorship Agreement
	N/A – Contractor support was not usedCost Comparison Method:

Single Offer – Cost/price analysis performed in accordance with FAR 13 or FAR 15 as applicable
	Note – use this description if selecting 1 through 6 from the selection above and only one offer was received, or if selecting choices 7 through 10 above.
	Best Value Comparison – Multiple offers compared on combination of cost/price and technical factors, award based on best value continuum
	Note – use this description if selecting choices 1 through 6 above and a best value source selection approach was used.
	Low Price Technically Acceptable (LPTA) Comparison – Multiple offers compared on combination of either cost or price and technical factors, award made to the technically acceptable offer at the lowest price
	Note – use this description if selecting choices1 through 6 above and a LPTA source selection approach was used
	Determination that Option Exercise is the most advantageous method of fulfilling the Government's needs
	Note – use this description if selecting choice 11 from the above listing
	N/A – Conference was supported by a Grant, Cooperative Agreement, Interagency Agreement, or Co-sponsorship Agreement
	Note – use this description if selecting choice 12 from the above listing
	N/A – Conference was not supported by a contractor
	Note – use this description if selecting choice 13 from the above listing**D.        Recurring OIG Report Requirements.**  The following template must be used to submit the recurring reports on conferences hosted in excess of $20,000 (Policy Section 1.4.B).

See the template (XLSX)
                        Related Information        





HHS Policy on Promoting Efficient Spending (January 23, 2015): Use of Appropriated Funds for Conferences and Meetings, Food, Promotional Items, and Printing and Publications

Attachment 1: HHS Policy on Use of Appropriated Funds for Conferences and Meeting Space

	Exhibit 1: Conference Spending Provisions of the HHS Appropriations Act
		Exhibit 2: List of Meetings and Events that are Not Conferences
		Exhibit 3: Report on Conferences Held by HHS OPDIVs and STAFFDIVs in Excess of $20,000
	Attachment A: HHS Conference Request and Approval Form - PDF
	Attachment B: HHS Conference Request for Waiver Form - PDF
	Attachment C: HHS Conference Attendance Request and Approval - PDF

                    
  


Content created by Division of Acquisition Content last reviewed January 26, 2015 Back to top
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