The Office of Government Ethics has sent a reminder to agency regarding reporting requirements for conferences held through the remainder of this fiscal year. The language was part of a budget measure enacted in March to keep agencies funded through September 30.
For a conference that costs more than $20,000, the law requires that, within 15 days of the date of the conference, the agency head notify the inspector general, or senior ethics official for any agency without an inspector general, of the date, location, and number of employees attending such conference. In addition, the agency head must submit an annual report to the inspector general, or senior ethics official for any agency without an inspector general, regarding the costs and contracting procedures related to each conference that costs more than $100,000.
The annual report must include: a description of the conference’s purpose; the number of participants attending the conference; a detailed statement of the costs, including the cost of food, beverages, audio-visual services, and travel expenses to and from the conference; a discussion of the methodology used to determine which costs relate to the conference; and a description of the contracting procedures used, including whether contracts were awarded on a competitive basis and a discussion of any cost comparison conducted by the departmental component or office in evaluating potential contractors for the conference.
OGE noted that the law further requires that travel and conference activities must comply with OMB memo M–12–12, of May 11, 2012.
An OGE publication, "A Collection of Federal Resources Relating to Conferences," has been updated and is available at: http://www.oge.gov/Program-Management/Program-Management-Resources/Ethics-Community/Ethics-Community/.
