Definition of a Conference

1. Definition of a Conference A conference is defined in the Federal Travel Regulation as a “meeting, retreat, seminar, symposium, or event that involves attendee travel.” Conferences include all meetings involving travel, including local travel, which do not meet the conference exclusion criteria. Deputy Secretary of Energy must approve conferences w/net cost > $100K Secretary of Energy must approve conferences w/net cost ≥ $500K

2. Conference Exclusions Meetings necessary to carry out statutory oversight functions related to PPPL operations and/or programs. Examples: investigations, inspections, audits, site visits. Meetings to consider DOE internal agency business matters held in federal or contractor facilities, that are related to the Laboratory’s or the agency’s regular business. Examples: Annual OFES FWP meeting, Project Review meeting, Project Kick-off meeting, etc. Meetings under Bi-Lateral and Multi-lateral international cooperation engagements that do not exhibit indicia of a formal conference. Examples: ITER Project meetings, Max Planck Princeton Center, JET, etc. Formal classroom training held in government facilities which do not exhibit indicia of a formal conference. Includes regular courses of training at the National Training Center, etc. Classroom training available through Federal and commercial sources required as part of a certification program and for the performance of an employee’s position which does not exhibit indicia of a formal conference. Meetings such as Advisory Committee and Federal Advisory Committee meetings, Funding Opportunity Announcements Review Board meetings, peer review meetings, program kick-off and review meetings.

3. Indicia of a Conference Typically involve topical matters of interest to, and the participation of, multiple agencies and/or nongovernmental participants. Indicators of a formal conference often include, but are not limited, to: Registration Registration fees A published substantive agenda Scheduled speakers or discussion panels Meeting conducted in a commercial facility such as a hotel or conference center Note: Events may qualify as a conference without meeting all of the indicators listed above.

4. Foreign Travel-Conference Required Documentation: Travel Approval Form/registration form FTMS form Approvals Required: PPPL Approval – Department Head/Director’s Office ( participation value-added) DOE Approval of FTMS Form DOE Country Clearance DOE Conference Approval - I-Portal event status field is “locked” – comment field states “Approval not needed” (<$100K) -I-Portal event status field reflects “Approved” in comment field (≥$100K) Timelines: FTMS – 30 days non sensitive countries/40 days sensitive countries Conference request submitted to DOE by DOE established lock out date * Lock out dates will be set as far in advance as practicable, and will be based on benchmarks such as date for abstract submittals, early registration dates, and the data by which less expensive travel arrangements can be made. * Lockout dates will never be less than 60 days from the conference start date Conference request submitted to Travel Office two weeks prior to DOE established lock out date Travel Office will issue monthly conference data calls Reporting: Travel Voucher Reporting (10 days after trip) Foreign Trip Report (45 days after trip) Actual attendance and expenses for a DOE sponsored conference >$100K reported into Conference Management Database

5. Foreign Travel-Non-Conference Required Documentation: Travel Approval Form FTMS form Approvals Required: PPPL Approval – Department Head/Director’s Office (participation value-added) DOE Approval of FTMS Form DOE Country Clearance Timelines: FTMS – 30days non sensitive/40 sensitive Reporting: Travel Voucher Reporting (10 days after trip) Foreign Trip Report (45 days after trip)

6. Domestic Travel-Conference Required Documentation: Travel Approval Form/registration form Approvals Required: DOE Conference approval - I-Portal event status field is “locked” – comment field states “Approval not needed”(<100K) - I-Portal event status field reflects “Approved” in comment field (≥100K) Timelines: Conference request submitted to DOE by DOE established lock out date * Lock out dates will be set as far in advance as practicable. Benchmarks such as deadlines for abstract submittals, early registration dates, and to ensure attendees can take advantage of early travel booking discounts * Lockout dates will never be less than 60 days from the conference start date Conference request submitted to Travel Office two weeks prior to DOE established lock out date Travel Office will issue monthly conference data calls Reporting: Travel Voucher Reporting (10 days after trip) Actual attendance and expenses for a DOE sponsored conference >$100K reported into Conference Management Database

7. Domestic Travel-Non-Conference Required Documentation: Travel Approval From Timelines: N/A Reporting: Travel Voucher Reporting (10 days after trip)

8. Timeline - Example 11th International Symposium on Fusion Nuclear Technology Conference Key Dates: Conference Date September 16-20, 2013 Early Registration Deadline May 15, 2013 Abstract Submission Deadline January 15, 2013 DOE Lock out date January 22, 2013 PPPL Submission Request date January 8, 2013