I am still going through mail. Don't know if we were all copied on it? Scott, felt this was important enough to send to those who do travel for others. Making sure you have all seen this. T. Begin forwarded message:

From: Scott Ehling <[email protected]> Date: November 16, 2012 9:19:34 AM CST To: [email protected], La Joyce Bullock <[email protected]>, "JaQuel A. Bullock" <[email protected]>, Janet Werner <[email protected]>, Karen Cobb <[email protected]>, Carolyn Peters <[email protected]>, Darlyn Mishur <[email protected]>, Lynn Valentini <[email protected]>, Katherine Ann Horkey <[email protected]>, [email protected], "Tina J. Stanton-Piersanti" <[email protected]> Subject: Fwd: Informational Memo: Update on Energy Department Conference Attendance Tracking Mandate

FYI

Scott A. Ehling Executive Assistant - Budget and Finance Mathematics and Computer Science Division Argonne National Laboratory 9700 S. Cass Ave. Lemont, IL 60439 Phone: (630) 252-3338 Email: [email protected]

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From: Argonne Newsroom <[email protected]> Subject: Informational Memo: Update on Energy Department Conference Attendance Tracking Mandate Date: November 15, 2012 3:13:01 PM CST To: Marc <[email protected]> Reply-To: Argonne Newsroom <[email protected]>

INFORMATIONAL MEMO

November 15, 2012

TO: All Scientific and Technical Staff FROM: Mark Peters Deputy Director for Programs SUBJECT: Update on Energy Department Conference Attendance Tracking Mandate

Under the U.S. Department of Energy’s new requirements and procedures for conference attendance, all conference attendance that requires travel must be entered into theConference Attendance System at least 60 days in advance of the conference — and preferably earlier. This need for advance notice is in addition to the usual travel authorization process.

The laboratory is required to report conference attendance numbers so the Department of Energy can determine if total DOE spending will exceed $100,000 for any given conference. DOE will also determine whether or not to allow the expense, or request that the lab reduce the expense. Once approval is received from DOE, the laboratory is held to the number of attendees reported. In several instances, we have been asked to reduce the number of attendees. Anyone who registers after the 60-day deadline will likely not receive approval and will need to cancel or find alternate, non-DOE funding sources. Any staff member who has been approved to attend a conference but needs to cancel should inform CEP-Conference Services at ext. 2-5585. This could free up a spot for another employee.

So far, employees have adapted to these new procedures with a minimum of difficulty. However, Conference Services would like to clarify what data are required by the Conference Attendance System.

The box “Purpose/Justification of Conference” is for describing the aims of the conference, not the individual’s purpose for attending. For example: “An international meeting of experts to present and review the latest research and findings,” or “This is a training seminar in new techniques and procedures relevant to the discipline.”

Those planning to attend a conference will also be asked to provide a personal justification for attending. This field is on the far right of the form. An example would be “To present a paper describing our research in this field,” or “The society invited me to participate in a panel discussion on a topic in my area of expertise.”

An extensive list of frequently asked questions (FAQ) is available in DOE’s Conference Guidance document (PDF). Previous memos also contain details of the conference attendance requirements: “Data call for conference-related activities and spending,” July 13, 2012 “Conference Attendance Tracking Requirement by DOE,” August 21, 2012 Your understanding and cooperation in this matter is appreciated. Refer questions to Conference Services at ext. 2-5585.

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