APPENDIX 7. SUPPORT OF CONFERENCES
(PHS GPS 9505)

The following highlights policies applicable to grants in support of domestic and international conferences.

Conference--A symposium, seminar, workshop, or any other organized and formal meeting lasting 1 or more days where persons assemble to exchange information and views or explore or clarify a defined subject, problem, or area of knowledge within the areas of PHS program interests, whether or not a published report results from the meeting.

International Conference--A meeting so designated by its sponsor or one to which open invitations are issued on an equal basis to potential participants in two or more countries (not counting the United States or Canada). The meeting may be held in any country, including the United States.

Domestic Conference--A meeting held in the United States or Canada primarily for U.S. or U.S.-Canadian participation but does not exclude those with invited foreign speakers.

Eligible Grantee--A U.S. institution eligible to receive grants from PHS agencies, including scientific or professional societies. In the case of an international conference, the U.S. representative organization of an established international scientific or professional society is the eligible grantee. In exceptional cases, when there is no U.S. representative organization, grants to support a specific aspect of an international conference may be awarded directly to a foreign institution or international organization provided that grants to foreign institutions or international organizations are not prohibited under the governing legislation and that approval of the PHS agency head or his designee is obtained in each case. An individual is not eligible to receive a grant in support of a conference.

Block Travel Grant--An award of travel funds to a sponsoring organization which will, using an approved mechanism, select the individuals whose travel will be supported.

Grant funds may be awarded to provide general support of domestic or international conferences held in the United States or Canada. Funds may also be awarded to provide block travel support for individuals selected by the grantee to attend the meeting. Training grants may not be awarded for block travel support.

Grant funds may not be used to provide general support for international conferences held outside the United States or Canada. Grant funds may be awarded to support only specific aspects of an international conference held outside the United States or Canada. An example of a specific aspect would be a selected symposium, panel, or workshop, including the cost of planning and the cost of travel of U.S. participants in that particular segment of the conference.

Any PHS foreign travel restrictions that are in effect at the time of the award will be followed such as--

• Limitations or restrictions on countries to which travel will be supported.
  
  
• Budgetary or other limitations on availability of funds for foreign travel.

GUIDELINES FOR APPLYING FOR SUPPORT

Prospective applicants are encouraged to inquire in advance of application concerning possible interest on the part of any PHS awarding component in supporting a particular conference. If interest is expressed by any PHS component, the application should be submitted in accordance with instructions for that application.

When completing the application, the following items should be specifically mentioned within the appropriate format:

• Title should include the term "conference," "symposium," "workshop," or other similar designation to assist in the designation of the request.
  
  
• Location of conference.
  
  
• Expected registration.
  
  
• Inclusive dates of conference.
  
  
• Conference format and projected agenda, including list of principal areas or topics to be addressed.
  
  
• Physical facilities required for the conduct of the meeting, such as simultaneous translation facilities.
  
  
• Justification of the conference, including the problems it intends to clarify and the developments it may stimulate.
  
  
• Brief biographical sketches of individuals responsible for planning the conference.
  
  
• Information about all related conferences held on this subject during the last 3 years (if known).
  
  
• Details of proposed per diem/subsistence rates and transportation costs.

The following are examples of the most frequently encountered costs which may and may not be charged to the grant. For international conferences, these costs are subject to the limitations under "Use of Funds" above. Some of these costs may require PHS prior approval. (See also 45 CFR Part 74, Subpart Q, Cost Principles.)

• Salaries--In accordance with the policy of the grantee organization, grant funds may be used to provide salaries, in whole or in part, of professional personnel, clerical assistants, editorial assistants, and other nonprofessional staff, but only in proportion to the time or effort spent directly related to the conference. However, see below concerning payments to Federal (U.S.) Employees.
  
  
• Consultant Services--Grant funds may be used to pay consultant fees, including travel and supporting costs (per diem, or where applicable, subsistence).
  
  
• Equipment--Grant funds may be used for the rental of necessary equipment. Funds may not be used for the purchase of equipment.
  
  
• Travel
  
  
  • Proposed per diem or subsistence allowances must be reasonable and will be limited to the days of attendance at the conference plus the actual travel time required to reach the conference location by the most direct route available. Where meals and/or lodgings are furnished without charge or at a nominal cost (e.g., as part of the registration fee), the proposed per diem or subsistence allowance will take this into consideration.
    
    
  • Transportation costs for attendees and participants at the conference may not exceed economy class fares. In all cases, U.S. flag carriers will be used where possible.
    
    
  • Grant funds may not be used to pay per diem or expenses other than local mileage for local participants in the conference.
    
    
• Supplies--Grant funds may be used for the purchase of supplies for the conference provided the supplies are received and used during the project period.
  
  
• Conference Services--Grant funds may be used for necessary recording of proceedings, simultaneous translation, etc., and subsequent transcriptions.
  
  
• Publication Costs--When grant funds are awarded to pay for either the entire or the partial cost of publication of proceedings or a book or pamphlet, these costs are considered to cover special plates, charts, diagrams, printing, distribution, mailing, postage, and general handling, unless otherwise specified at the time the grant is awarded.
  
  
• Registration Fees--Registration fees when paid by the grantee to other organizations on behalf of attendees may be paid from grant funds provided such fees cover only those allowable costs properly chargeable to the grant.
  
  
• Entertainment and Personal Expenses--Costs of amusement, diversion, social activities, ceremonials, and related incidental costs, such as bar charges and personal telephone calls of participants or guests, are unallowable. (Also see "Meals" below.)
  
  
• Federal Employees--Grant funds may not be used to cover the cost of travel or any payment to a full-time Federal employee with a permanent appointment except when that employee is engaged in one of the following activities:
  
  
  • Working under a grant to a Federal institution
    
    
  • Performing allowable reimbursable services specified in section 7 of this policy statement
    
    
  • Attending a PHS grant-supported conference (1) during nonduty hours, (2) while in a preexisting long-term leave-without-pay status which continues beyond the conference, or (3) on detail to a State or local government, educational institution, or other nonprofit organization, provided such payments are made in accordance with established institutional policy and the parties concerned have taken care to ensure that there is no actual or apparent conflict of interest or other violation of HHS Standards of Conduct.
    
    
• Honoraria--Honoraria or other payments given for the purpose of conferring distinction on or to symbolize respect, esteem, or administration may not be paid from grant funds. However, speakers fees for services rendered are allowable.
  
  
• Alterations and Renovations--Grant funds may not be used to support alterations and renovations of any kind.
  
  
• Meals--When certain meals are an integral and necessary part of a conference (i.e., working meal where business is transacted), grant funds may be used for such meals, as qualified under "Travel," above.
  
  
• Indirect Costs--Indirect costs will not be allowed on grants in support of conferences except in the most unusual circumstances and then only after negotiation in advance of the award between the applicant organization and the PHS awarding component.

PUBLICATIONS AND COPYRIGHT

If the grantee organization wishes to publish material for which support has been provided in whole or in part with PHS funds, the material may be distributed free of charge. Where the grantee organization would prefer to charge for the material, the proceeds of these sales must be treated in accordance with 45 CFR Part 74, Subpart F.

Unless otherwise specified by the awarding component, six copies of any publication resulting from the meeting should be sent to the awarding component that provided support for the meeting.

Unless otherwise provided for in the conditions of the award, the recipient organization is free to arrange for copyright of any publication resulting from work supported by PHS. Any such copyrighted publication, however, shall be subject to nonexclusive, irrevocable, royalty-free license to the Government to reproduce, translate, publish, and dispose of the material and to authorize others to use the work for government purposes. In addition, communications in primary scientific journals publishing initial reports of original research supported in whole or in part by PHS may be copyrighted by the journal, with the understanding that individuals are authorized to make, or have made by any means available to them, without regard to the copyright of the journal, and without royalty, a single copy of the article for their own use.

In addition to any interim report that may be required during the project period, grantees are responsible for submitting the following reports to the awarding component upon completion or termination of a grant in support of a conference:

• Final Financial Status (Expenditure) Report--An expenditure report is required from the grantee within 90 days after the completion or termination of the grant. Records of expenditures must be maintained in accordance with the provisions of 45 CFR Part 74, Subpart D.
  
  
• Final Progress Report--A report summarizing the results of the meeting must be prepared and not more than three copies (as required by the awarding component) submitted to the awarding component within 90 days after the completion or termination of the grant. The report should include grant number; title of the conference; name of principal investigator, program director, or coordinator; name of organization that conducted the conference; and a list of individuals who participated in the formally planned sessions of the meeting. With the approval of the awarding component, copies of proceedings or publications resulting from the conference may be substituted for the final performance report provided that they contain the information requested above.