October 14, 2004

FINANCIAL ADMINISTRATION MEMORANDUM NO. 2004 – 0011 (II.G.4.)

To: 		Director of Acquisition and Property Management 
		Director, National Business Center 
		Bureau Assistant Directors for Administration
		Bureau Finance Officers

From: 		Karen D. Baker, Acting Director, /s/
		Office of Financial Management

Subject: Clarification on Approval Needed for Internal Meetings

The purpose of this Financial Administration Memorandum (FAM) is to provide 
updated guidance regarding internal meetings. The updated guidance is provided 
in question and answer format, as follows:

1. Can internal meetings be exempted from the formal conference planning 
requirements?

Yes, Program Assistant Secretaries may exempt internal meetings from the formal 
conference planning process. An exemption may be granted no more frequently than 
annually.

2. What types of meetings qualify for exemption from the conference planning 
requirements?

Internal meetings aimed at operational planning, reviewing results, or 
discussing issues. The meetings must meet all of the following criteria for an 
exemption:

(1) The focus is on internal Departmental matters;
(2) There are few (if any) outside attendees;
(3) The requirements for conference-type facilities are minimal; and 
(4) The meeting does not require foreign travel.

Examples of these meetings include overseeing program activities, reviewing 
program results, conducting on-site reviews, determining "lessons learned", 
providing technical assistance, developing plans, etc.

3. If an internal meeting has been exempted from the formal conference planning 
requirements, must the participants use trip-by-trip travel authorizations? 

No, travel for this purpose may be performed under an “open” or “limited open” 
travel authorization provided the bureau permits the use of “blanket-type” 
authorizations.

4. If an internal meeting has been exempted from the formal conference planning 
requirement, may the conference lodging allowance (CLA) be approved and/or may 
light refreshments be provided? 

No, not under the provisions of Chapter 301, Appendix E of the Federal Travel 
Regulation (FTR). That authority does not extend to internal meetings exempted 
from the conference planning requirements.

For information on conferences under Chapter 301, Appendix E of the FTR, please 
refer to FAM 2001-011. FTR Chapter 301, Appendix E defines a conference as:

A meeting, retreat, seminar, symposium, or event that involves attendee travel. 
The term “conference” also applies to training activities that are considered to 
be conferences under 5 CFR 410.404. 

This FAM and related documents are posted on Interior's website and linked to 
the FTR. The website is: http://www.doi.gov/pfm/travel.html. Should you have 
questions or require additional information regarding this matter, please 
contact Bill Webber on (202) 208-5684.


Prior Financial Administration Memorandums on this subject:

FAM #2001-011 (II.G.1.) dated July 25, 2001 - Active
FAM #2001-012 (II.G.1.) dated July 25, 2001 - Cancelled

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