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Conference Services Updates

Jan Hennessey

September 11, 2014

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Audit Corrective Actions Conference Reporting Tool Update Actuals Reporting Exemptions to Conference Reporting Conference Planning for FY15+ Invitational travel FY2015 per diem rates Open Forum

Agenda04/19/23 | 6

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OBJECTIVE

“The objective of this audit was to (1)assess LBNL’s DOE Conference Reporting compliance based on Deputy Secretary Poneman’s memorandum issued December 6, 2012 to Laboratory Directors and(2) follow up on management corrective actions related to the FY2012 Meals Audit covering conferences.”

SUMMARY CONCLUSIONS

“In general, LBNL’s DOE Conference Reporting policies, guidance and procedures were in compliance with DOE’s December 6, 2012 memorandum and accompanying guidance on conference related activities and spending. However, we identified several areas warranting management attention.”

Recent Audits: FY 2013 Conference Reporting04/19/23 | 7

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Conference Audit FY 201304/19/23 | 8

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Two New Policies Hosted EventsAttendance at conferences

Enhancement to Event Approval Database New “Step 4” tab to capture actual costs and explanation of significant variance.

New Event Budget Template (in Development)To plan hosted events from the bottom up, including appropriate burdens.

Interim Conference Reporting Tool (in Evaluation)Working on prototype interim tool to help with conference reporting data management.

New Procedures (in Development) New procedures are being developed to improve our processes and compliance

Post-Audit Improvements04/19/23 | 9

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DOE Conference Reporting Interim Tool - Updates

04/19/23 | 10

Migrating divisions to Google Sheets o 95% complete – need to migrate Facilities and HR

Continued interim tool prototype refinement

Audit Corrective actiono Recommendation on interim strategy due by

10/31/2014

Depending on decision regarding interim tool solution, goal would be to refine and rollout in early 2015

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DOE RequirementWe are required to report actuals for all DOE-hosted Conferences over $100k every year (a small list).

Process GapsThe 2013 audit found some gaps in our data collection methodology.

Audit Recommendation“Collaborate with divisions’ resource analysts to confirm that the actual net costs are accurate prior to submitting to DOE.”

Improvement We are working on a new procedure to improve our actuals data collection.

We are proposing a role for Divisions in validating their actual conference costs.

DOE Conference Reporting – Actuals Reporting

04/19/23 | 11

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LBNL Requirement Divisions are required to report actual costs of hosted events for closeout.

Audit Recommendation“Designate divisions’ budget/resource analyst to be responsible for reviewing and approving the final conference total net cost report after events are closed.”

ImprovementWe are proposing a role for divisions in budget validation and actuals verification for events that generate revenue or have large budgets.

Event Budget Template (in development)Divisional review and sign-off on the budget will help divisions avoid actual cost overruns.

Event Database Enhancement – “Step 4” for Actual CostsWill allow documentation of actual versus budgeted costs. Divisional role in actuals verification will assure accuracy of reported data.

Hosted Events – Actuals Reporting04/19/23 | 12

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Update to Exemptions guidanceReport all meetings requiring exemption determination except

• PI meetings for DOE projects/programs • User Facility meetings (as defined by DOE)• Programmatic/peer reviews for DOE projects/programs• Formal classroom trainings held at Federal facilities

If you are unclear, consult with Conference Services. Posted to website under DOE Conference Reporting

Exemptions to Conference Reporting04/19/23 | 13

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FYI: There are conferences reported well into 2017 right now. Our only defense in DOE Conference Reporting is offense! Plan and report as far ahead as possible, especially for large conferences.

Report anyone who might attend.Encourage your division to estimate total numbers well in advance for large conferences. There is no limit to how far ahead we can enter.We love placeholders – based on history.Report even if you don’t know the registration fees or the venue. As long as we have a conference name, general location, description and dates, we can enter.Remember to report hosted events which fit the criteria of a “conference” in both the Event Approval Database and to us for entry into iPortal.

Conference Planning for FY15 and beyond

04/19/23 | 14

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We have received clarification from DOE about invitational travel for reportable conferences. Our contract has language which allows the use of DOE funds for invitational travel.

(c) Notwithstanding the provisions of FAR cost principle 31.205-44 (e), stipends and payments made to reimburse travel or other expenses of researchers and students who are not employed under this contract but are participating in research, educational or training activities under this contract to the extent such costs are incurred in connection with fellowship, international agreements, or other research, educational or training programs approved by the Contracting Officer.

Invitational travel for reportable conferences must be reported to us for entry into iPortal under attendee details.

Invitational Travel04/19/23 | 15

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FY15 Per Diem Rates04/19/23 | 16

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OPEN FOR DISCUSSION!

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