[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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