CONTENTS 1.0 MEETING BUDGET UNALLOWABLE MEETING EXPENSES... 1

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1 CONTENTS 1.0 MEETING BUDGET ALLOWABLE MEETING EXPENSES UNALLOWABLE MEETING EXPENSES PLANNING AND LOGISTICS VENUE CATERING LODGING TRAVEL AUDIOVISUAL MEETING MATERIALS... 3 i Published 9/24/15

2 This plicy prvides guidance fr staff f the American Physical Sciety (APS) when rganizing meetings and cnferences (meetings) that will be paid fr, all r in part, by federal grants. This plicy interprets the Cde f Federal Regulatins, i which requires staff t exercise discretin and judgment in ensuring that cnference csts are apprpriate, necessary and managed in a manner that minimizes csts t the Federal award. 1.0 MEETING BUDGET Prgram staff with budgetary authrity will develp detailed budgets fr APS-hsted meetings t limit spending t the amunt apprved in the grant budget. 1.1 ALLOWABLE MEETING EXPENSES Allwable meeting expenses include but are nt limited t: Facility rental. Speaker fees. Meals and refreshments (must be wrking meals with a written agenda). Lcal transprtatin. Participant supprt csts including ldging and travel. 1.2 UNALLOWABLE MEETING EXPENSES There are a number f csts that are cnsidered unallwable and cannt be charged against federal grants. They include but are nt limited t: Alchlic beverages. Fd and beverage expenses that may be perceived as extravagant (gurmet snacks and desserts, fr example). Swag and giveaways. Travel and ther expenses fr dependents. Csts f entertainment. Meals that d nt have a written agenda. Unallwable travel expenses, as described in the APS Grant Travel & Expense Reprt. Cntact the APS Accunting Manager with any questins regarding allwability f meeting expenses, r cnsult the American Physical Sciety Federal Grant Prcedures. 2.0 PLANNING AND LOGISTICS Prgram staff shuld wrk with the Meetings department, when apprpriate, fr assistance with lgistics including (but nt limited t) identifying meeting lcatins and negtiating cntracts; crdinating catering, rm setup, AV and signage; and serving as a pint f cntact with the cnference venue. Planning shuld begin at least 18 mnths prir t meeting r cnference and shuld begin as far in advance as pssible t minimize csts. 1 Published 9/24/15

3 3.0 VENUE When pssible, staff shuld cnsider the feasibility f hsting meetings nsite at the American Center fr Physics t minimize spending f grant funds. If it is determined that the success f a particular meeting will be greater at an alternate site, Meetings staff will btain bids frm multiple venues (in accrdance with the APS prcurement plicy) such as htels, cnference centers, and academic institutins t identify the mst cst-effective ptin that will cntribute t the verall success f the meeting. The fllwing shuld be cnsidered when selecting a venue: Reasnable access fr attendees. Prximity t airprt hubs and public transprtatin. Central lcatin fr target audience t help ensure maximum participatin. Prximity f venue t ldging if meeting will be held a lcatin ther than a htel. Cst f ldging fr attendees. Catering expenses. Other meeting csts including rm rental, AV, service charges and taxes. Travel expenses fr APS staff and invited participants. 4.0 CATERING Staff must make every effrt t ensure all meal csts charged t federal grants are allwable and reasnable. When fd and beverages will be prvided by the venue, APS staff shuld infrm the events manager at the venue f APS budget restrictins and request a custm menu aligned with the budget. Basic fd and beverage items shuld be selected as necessary fr the sustenance f meeting attendees. Meal expenses per participant shuld be guided by GSA per diem rates. Staff may cnsider funding surces ther than federal grants fr catering expenses that exceed GSA per diem rates. Alternative fd and beverage items may be prvided t accmmdate participants with dietary restrictins. Any fd r menu ptins that may be perceived as extravagant (gurmet snacks and desserts, fr example) shuld be avided. Direct any questins regarding allwed fd and beverage expenses t the APS Accunting Manager. Meals paid fr with grant funds must be wrking meals with a written agenda. Meals fr netwrking purpses nly r withut a wrking agenda may be charged t an APS accunt nt cnnected with grant funds. Alchlic beverages are unallwable expenses fr grant funds. Alchlic beverages may be charged t an internal APS accunt with permissin f the department directr. 5.0 LODGING Every effrt shuld be made t negtiate sleeping rm rates in accrdance with GSA per diem rates, which vary accrding t zip cde. If the success f an event depends critically n hlding it at a venue where the GSA per diem rate fr ldging cannt be met, then every effrt shuld be made t minimize the rm rate and a written explanatin kept n file t dcument the ratinale. Cnsult the APS Grant Travel & Expense Reprt fr allwable and unallwable expenses assciated with ldging. 2 Published 9/24/15

4 6.0 TRAVEL Fr travel arrangements and reimbursement, refer t the Grant Travel & Expense Reprt and the Travel & Expense Reimbursement plicy. 7.0 AUDIOVISUAL Every effrt shuld be made t minimize audivisual expenses while meeting prgram bjectives. Where practical, APS LCD prjectrs r prjectrs brrwed frm anther rganizatin shuld be used t minimize expense. Internet access shuld nt be prvided t participants unless necessary fr achieving prgram gals. 8.0 MEETING MATERIALS Care shuld be taken t minimize publicatin/printing expenses and ther materials and preparatin csts as utlined in the APS prcurement plicy. i Cnferences. A cnference is defined as a meeting, retreat, seminar, sympsium, wrkshp r event whse primary purpse is the disseminatin f technical infrmatin beynd the nn-federal entity and is necessary and reasnable fr successful perfrmance under the Federal award. Allwable cnference csts paid by the nn-federal entity as a spnsr r hst f the cnference may include rental f facilities, speakers' fees, csts f meals and refreshments, lcal transprtatin, and ther items incidental t such cnferences unless further restricted by the terms and cnditins f the Federal award. As needed, the csts f identifying, but nt prviding, lcally available dependent-care resurces are allwable. Cnference hsts/spnsrs must exercise discretin and judgment in ensuring that cnference csts are apprpriate, necessary and managed in a manner that minimizes csts t the Federal award. The Federal awarding agency may authrize exceptins where apprpriate fr prgrams including Indian tribes, children, and the elderly. See als Entertainment csts, Participant supprt csts, Travel csts, and Trustees. US Gvernment Printing Office (2015). General Prvisins fr Selected Items f Cst. In Electrnic Cde f Federal Regulatins. Retrieved frm - sg _1419.sg16 3 Published 9/24/15

5 APPENDIX L American Physical Sciety INVOICE PROCESSING & PAYMENT FOR SUB-AWARDS & CONTRACTS POLICY AND PROCEDURES September 22, 2015