Conference/Group Travel Preapproval and Cost Validation

1. Conference/Group Travel Preapproval and Cost Validation NOAA Financial Policy and Compliance Division

2. Outline • Background • Purpose • Preapprovals • Validations

3. Background • Conference and Group Travel Policy Memorandum 12-02 issued on June 25,2012 provides guidance to Line and Staff Offices on conferences and establishes conference approval levels and reporting requirements. • Web address: http://www.corporateservices.noaa.gov/~finance/documents/PM12-02draftconferencegrouptravelpolicy_000.pdf

4. Preapproval Request

5. Purpose • To provide guidance on preparing and submitting Conference/Group Travel requests for approval

6. Process • Conference/Group Travel requests over 20k are submitted to NOAA Finance and Budget Offices for Approval • Once reviewed by NOAA Finance and Budget Offices, it is forwarded to the appropriate approving officials based on the total dollar amount as stated in Policy Memorandum 12-02. • Please submit request to: conferences_grouptravel@noaa.gov and add conference to Conference Track Sheet.

7. Deadlines • NOAA CFO approval needed: 30 days prior to the start of the conference. • NOAA DUS approval needed: 45 days prior to the start of the conference. • DOC approval needed: 60 days prior to the start of the conference.

8. NOAA Group Travel Request • Make sure the Number of Attendees is correct • Make sure all Totals match attachment 2, 3 and 4. • List the Travelers and their Travel Origin • Clarify if there are meals provided or not, and be specific which meals on which days. • Please use the Traveler’s given first and last name. The name on the spreadsheet must match the full name on Travel Manager.

9. Attachment 1: Conf Planning Checklist • Be sure to answer every question on the list • N/A is acceptable for Conference Planning and Spending questions that do not apply, but requestors should make sure they’ve checked yes for all policy related questions that do apply. • For “Employee(s) Meals and Incidentals Expense (M&IE) are adjusted for meals provided to the employees.”: • Yes, if meals are provided • N/A if they are not.

10. Attachment 2: Conf Summary Worksheet • Information provided on this sheet should match all other attachments. • If there are other costs, “Explanation for other costs” should be filled included under “Description.

11. Attachment 3: Conf Detail • Double Check All Numbers • Fill out Lodging Costs Per Diem rate with the applicable lodging per diem for the destination. • Fill out M & IE Per Diem rate with the applicable M & IE per diem for the destination.

12. Attachment 4: Conf Traveler Estimates • Use New spreadsheet template. • Verify that M & IE has been computed correctly. Travelers get ¾ of M & IE for days in travel status. • Appropriately deduct any meals provided from the M & IE for each traveler. • Note: Travel Authorizations may be prepared to determine travel estimates, but should not be approved until conference is approved.

13. Actual Cost Validations

14. Purpose • To clarify the documentation requested for the validation of actual expenses which occurs after authorized conference/group travel has occurred

15. Process • Line and Staff Offices with conferences costing over 20K are required to submit their reports to the NOAA Finance and Budget Office to allow the conference data to be reviewed. • Updated actual cost information will be requested one week after the conference end date

16. Deadlines • Due date for the information is two weeks after our request • Conferences occurring in the last month of the quarter have a tighter deadline for submission of requested information

17. Requested Documentation • Attachment 2/NOAA Quarterly Conference Costs • Attachment 4: NOAA Conference Travelers and Travel Actual Costs • Invoices and Contracts for any costs that are not detailed on Attachment 4

18. Attachment 2/NOAA Quarterly Conference Costs • Update the spreadsheet to include all actual costs for the conference, including the correct number of travelers, travel expenditure and any contracted or invoiced costs • For any costs that are not detailed on Attachment 4, we need invoices and contracts to verify the expenses

19. Attachment 4: NOAA Conference Travelers and Travel Actual Costs • This attachment should include actual costs incurred for each traveler • Actual costs spreadsheet should match the travel vouchers prepared by the traveler. Travelers should comment on their voucher to explain any travel to other locations, extra days of travel or leave used during the travel.