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OJP Topics

Policy and Guidance for Conference Approval, Planning, and Reporting

Change History

Chg # Date Topic Description/Comments
1 2008 Post Event Reporting Conference Planner contractors were notified of the requirement to provide a detailed cost report for conferences exceeding $20,000 within 45 days after the end of an event.
1 2008 Post Event Reporting Cooperative Agreement recipients were notified of the requirement to provide a detailed cost report for conferences exceeding $20,000 within 45 days after the end of an event.
2 2009 Food/Beverage Limits The 2009 OJP Financial Guide included a discussion of the limitations on costs for food and beverages provided during conferences.
3 2011 Food/Beverage Limits The 2011 OJP Financial Guide clarified the rules regarding provision of food and beverages during a conference. The Food and Beverage Section of the 2011 OJP Financial Guide was superseded by the Food and Beverages Policy and Laurie Robinson's October 21, 2011 memorandum.
4 September 2011 Food/Beverage The Food and Beverages Policy was issued and incorporated into the 2011 OJP Financial Guide providing detailed instructions on the provision of food and beverages during a conference. In general, food and beverage is not allowed; however, if prior approval is received for provision of food and beverage, the guidelines in the Food and Beverages Policy apply.
5 October 21, 2011 Food/Beverage and Conference Approval A memorandum from Laurie Robinson was issued discussing the new prior approval requirement for all conferences and stating that food and beverages will, in general, not be allowed.
6 October 5, 2012 Conference Cost Categories; Event Planning Guidance Meeting rooms and audio-visual, logistical and programmatic conference planner threshold limits were clarified.
7 October 5, 2012 Post Event Reporting The conference webpage was updated to be consistent with the current special condition which requires reporting 45-days after an event.
8 October 5, 2012 Prior Approval Revised the time frame for submitting an event for approval to OJP to be dependent on the conference cost and whether any cost thresholds are exceeded. Established a new timeframe for conferences costing over $100,000 or exceeding any one cost threshold. If any cost thresholds are exceeded, additional justification is required.
9 October 5, 2012 Definitions Added two definitions to clarify the terms "Total costs" (direct and indirect) and "Per attendee" (federal and non-federal).