R 211429Z FEB 13

ALCOAST 069/13
COMDTNOTE 7210
SUBJ: Updated Guidance on Conference Hosting and Attendance
A. DHS Financial Management and Policy Manual (FMPM) Section 7.10.1
and 7.10.2
B. Coast Guard Conference Guide
1. Federal government conference hosting and attendance continues to
garner intense scrutiny within the Administration and by the American
public. It is also an increasing concern within the Coast Guard as we
seek to find more cost effective ways to conduct business as well as
meet Coast Guard-wide travel ceilings imposed beginning in FY13. DHS
recently promulgated supplemental conference controls, Ref (a), and
the Coast Guard has incorporated this supplemental guidance into Ref
(b). These references can be found on the Coast Guards conference
portal at
https://cgportal2.uscg.mil/communities/interim-conference-requests/Si
tePages/Home.aspx.
2. All conference planners and attendees are encouraged to carefully
read Ref (a) and (b) and follow all applicable procedures. Below is
an outline of major changes to Ref (b).
   A. The definition of conference now includes training. Note that
formal military and government-run civilian training (Recruit
training, A and C schools, FLETC, etc) required for specific
occupational specialties is exempt from the conference approval
process (see Appendix E to Ref (b) for a full list of exempt
training), however, general training or professional development that
is provided at a conference, including training that meets the
definition of training under 5 CFR 410.404, is to be considered a
conference-like activity and submitted for approval per Ref (b).
   B. The previous definition of conference did not encompass
conference-like activities if the conference costs were for
travel/per diem only, i.e., no conference fees, meeting room fees,
audio/visual rental, etc. This created inconsistencies in the
requesting and reporting of conferences. For example, one nationally
organized conference required the use of a rented meeting room,
thereby meeting the definition of a conference and requiring
conference approval.  Another conference involved only travel/per
diem costs, thereby avoiding the conference approval process. The new
definition of conference now requires conference approval for all
conference-like activity that requires employee travel. This is not
meant to include mission related travel, exercises, planning
meetings, inspections, audits, etc, required to coordinate and
conduct operational activities or comply with statutes and
regulations.
   C. Local area meetings or conference attendance that require
rental
of meeting space or conference fee but do not involve employee
travel/per diem no longer require conference approval by COMDT (CG-8)
as long as expenses do not exceed 500 dollars per person.
   D. DHS has delegated to COMDT (CG-8) the authority to approve
conference hosting not exceeding 3 days, where estimated total costs
do not exceed 25 thousand dollars and non-travel related costs do not
exceed 10 thousand dollars. Conference hosting exceeding these
thresholds will continue to require DHS S-2 approval (via VCG).
   E. DHS now requires conference attendees (non-Coast Guard hosted)
to complete an online Conference Attendance Tool no less than 60 days
in advance. COMDT (CG-8) will complete the Conference Attendance Tool
on behalf of all Coast Guard conference attendees. If Coast Guard
attendance at a conference exceeds 100 thousand dollars in estimated
total costs, then the conference request will be forwarded to DHS via
VCG for S-2 approval.
   F. DHS has implemented several new contracting, venue, and
reporting processes. Closely review Ref (b), Sec. 8.1  8.5, for these
new procedures.
3. For questions or additional guidance contact Mr. John Wcislo at
202-372-3653, email john.a.wcislo(at)uscg.mil, or CAPT Scott Craig at
202-372-3477, email richard.s.craig(at)uscg.mil.
4. Mr. M. J. Rajk, Acting Assistant Commandant for Resources and
Chief Financial Officer, sends.
5. Internet release authorized.