[Federal Register Volume 59, Number 47 (Thursday, March 10, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-5456]
[[Page Unknown]]
[Federal Register: March 10, 1994]
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GENERAL SERVICES ADMINISTRATION
[GSA Bulletin FTR 11]
Federal Travel Regulation; Subsistence Expense Payment Options
for Attendance at a Conference
AGENCY: Federal Supply Service, GSA.
ACTION: Notice of bulletin.
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SUMMARY: The attached bulletin clarifies subsistence expense payment
options available under the Federal Travel Regulation (FTR) (41 CFR
chapters 301-304) to agencies planning, or authorizing attendance at, a
conference. This information will assist agencies in minimizing overall
conference costs in the prevailing seasonal per diem rate environment.
EFFECTIVE DATE: This bulletin is effective January 1, 1994.
FOR FURTHER INFORMATION CONTACT: Larry A. Tucker, General Services
Administration, Transportation Management Division (FBX), Washington,
DC 20406, telephone 703-305-5745.
SUPPLEMENTARY INFORMATION: Areas with seasonal variations in lodging
rates may offer cost effective choices for conferences, especially
during the off-season. Avoiding them because of their resort
connotations without consideration of overall conference costs is not
prudent policy. Moreover, contracts negotiated by Federal agencies
before implementation of new off-season per diem rates on January 1,
1994 (FTR Amendment 34 (58 FR 67950, Dec. 22, 1993)), should not
automatically be terminated. If the total conference cost still is less
than the alternatives, payment of actual subsistence expenses at a rate
up to 150 percent of the applicable maximum per diem rate for the area
may be authorized for attendees. The attached GSA Bulletin FTR 11
clarifies fiscally responsible methods of planning conferences and
handling subsistence expense payments.
Dated: March 3, 1994.
Allan W. Beres,
Assistant Commissioner, Transportation and Property Management.
Attachment
ATTACHMENT
[GSA Bulletin FTR 11]
March 3, 1994
To: Heads of Federal agencies
Subject: Subsistence expense payment options for attendance at a
conference.
1. Purpose. This bulletin informs agencies of subsistence expense
payment options available under the Federal Travel Regulation (FTR) (41
CFR chapters 301-304) to agencies planning, or authorizing attendance
at, a conference. This information will assist agencies in minimizing
overall conference costs in the prevailing seasonal per diem rate
environment.
2. Background. The General Services Administration (GSA) recognizes
that resort areas may offer attractive options for conference business
when overall conference costs are considered, especially during the
off-season. The FTR in Amendment 32 (58 FR 58234, Oct. 29, 1993)
instructs agencies in Sec. 301-16.4(a) to avail themselves of such cost
savings opportunities. GSA issued FTR Amendment 32 to implement that
portion of President Clinton's February 10, 1993, memorandum requiring
Heads of agencies to exercise strict fiscal responsibility when
selecting a conference site. The Office of Management and Budget (OMB)
amplified the President's direction in OMB Bulletin No. 93-11, issued
April 19, 1993, requiring agencies to select conference sites that
minimize conference costs. Additionally, GSA issued FTR Amendment 34
(58 FR 67950, Dec. 22, 1993) implementing seasonal locality per diem
rates effective January 1, 1994. Agencies are responsible for
diligently planning and managing conferences to effectively control
associated subsistence costs.
3. Reimbursement of subsistence expenses for conference attendance.
a. GSA's implementation of seasonal locality per diem rates in FTR
Amendment 34 may have significantly affected conference commitments
agencies entered into prior to the January 1, 1994, effective date of
the new amendment. For conferences scheduled in an area where the per
diem rate was lowered, it appears some agencies assume their only
recourse is to cancel their plans and move the conference to a new
site. While in some cases this may be the prudent choice, the same
careful analysis of overall conference costs required by the FTR in the
initial planning phase should be undertaken before any final decision
is made about changing the conference site.
b. If a formal contract has been signed, its terms should dictate
what happens in the event of a per diem rate change. In those cases
where a fixed rate has been established, the costs of termination (if
any) and the overall cost of shifting the conference to a new site
should be considered before any final decision is made.
c. It may be that payment of an employee's actual subsistence
expenses for conference attendance in a particular locality, in an
amount up to 150 percent of the appropriate maximum per diem rate for
the area, would result in lower overall costs to the Government than
payment of per diem expenses for the employee to attend a conference
scheduled in a locality with a higher per diem rate. If no other
practical alternative is available, it would be prudent management for
the agency to negotiate the best possible deal and, where appropriate,
to authorize or approve payment of actual subsistence expenses in
accordance with FTR Secs. 301-8.3 and 301-16.4.
4. Expiration date. This bulletin expires on March 3, 1995.
5. For further information contact. Larry A. Tucker, General
Services Administration, Transportation Management Division (FBX),
Washington, DC 20406, telephone 703-305-5745.
By delegation of the Commissioner, Federal Supply Service.
Allan W. Beres,
Assistant Commissioner, Transportation and Property Management.
[FR Doc. 94-5456 Filed 3-9-94; 8:45 am]
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