Can the government pay for food for conferences

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GETA authorizes Federal agencies to pay for attendance at certain meetings or legitimate, reasonable conference costs, including meals and refreshments, at Government-sponsored meetings and conferences that are not routine and involve topical matters of general interest that might appeal to Federal and non-Federal …


Can your agency use appropriated funds for meals and light refreshments?

The document states that in general, an agency may not use appropriated funds to purchase items considered personal expenses like food, without specific authority.


Can food be charged to a federal grant?

As noted above, Federal grant funds cannot be used to pay for food and beverages unless doing so is reasonable and necessary.


What can appropriated funds be used for?

As a rule, appropriated funds may only be used for authorized purposes; therefore, appropriated funds may be used to purchase trinkets only if there is specific statutory authority to do so or if it is a necessary expense of the agency.


Is food allowed on an NIH grant?

Meals. Direct charges for meals/food and beverages are unallowable charges to an NIH grant where the primary purpose is to support a scientific meeting/conference.


Are office supplies allowed on federal grants?

When items normally considered office supplies are purchased for technical or scientific use on a project, charges may be allowable as direct costs if appropriately justified. Office supplies paid from a sponsored project must be consumed within the life of the project.


Can government agencies sponsor events?

HHS may co- sponsor an event that has a social component (such as a modest reception), as long as the event has a primarily educational or informational purpose that is related to a mission of the Department.


WHAT CAN 3010 funds be used for?

Summary: In limited scenarios, AF 3010 funding can be used for the development of modification “kits” for trainers. However, with a few exceptions, AF 3010 funding should be used for the purchase and installation of modification “kits” for trainers.


What are the rules of appropriation law?

When a creditor has two debts due to him from the same debtor on distinct accounts, the general law as to the appropriation of payments made by the debtor is that the debtor is entitled to apply the payments to such account as he thinks fit; solvitur in modum solventis.


General


Exceptions

  • The four exceptions to the general policy are as follows: 1. Training Events: OPDIVs and STAFFDIVs are authorized to pay for government employees’ attendance at a non-HHS government or non-government conference (that constitutes an authorized employee training program) that includes food, if the registration fee includes the cost of food and the co…

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Additional Exceptions and Clarifications

  1. Grants and Cooperative Agreements:  When a grantee conducts a conference as an ancillary effort under its grantor cooperative agreement, food-related costs may be considered allowable as prescribed…
  2. Gift Funds.  Some OPDIVs and STAFFDIVs have been granted statutory authority to accept, retain, and use gifts.  In that event, such OPDIV or STAFFDIV may use all or a portion of the gif…
  1. Grants and Cooperative Agreements:  When a grantee conducts a conference as an ancillary effort under its grantor cooperative agreement, food-related costs may be considered allowable as prescribed…
  2. Gift Funds.  Some OPDIVs and STAFFDIVs have been granted statutory authority to accept, retain, and use gifts.  In that event, such OPDIV or STAFFDIV may use all or a portion of the gift to purchas…
  3. Use of Conference Fees.  Agencies must have statutory authority to charge a fee for one of its programs or activities.  In addition, even if an agency has authority to charge a fee, it may not reta…


Conference Services and Meeting Space

  • Given the policy set forth above, and unless one of the exceptions applies, HHS’ solicitations, funding opportunity announcements, contracts (such as events management and logistical support contracts), purchase orders, grants, and agreements for conferences or meeting space must specifically prohibit the inclusion of food and meals and state that food and meals are not …

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Record Retention

  • The contracting officer, grants management officer, and/or purchase card holder must retain the approved memorandum in the associated administrative file (e.g. contract file, etc.). OPDIVs and STAFFDIVs are also encouraged to maintain a central file of all approved memorandums for reporting or other purposes

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Implementation Requirements

  • OPDIVs and STAFFDIVs shall implement internal policies and practices to: (1) ensure consistency across their organizations regarding the documentation and approval of requests to purchase food, and (2) meet the record retention requirements addressed above.

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Additional Information

  • This policy may be supplemented as appropriate through questions and answers published on the OGAPA website (http://www.hhs.gov/asfr/ogapa/index.html) and may result in changes to the HHS Acquisition Regulation, Awarding Agency Grants Administration Manual, and Grants Policy Statement. Questions regarding this policy may be addressed to Andrea Brandon, Deputy Assist…

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