-----Original Message-----

From: Papier, Joel (NIH/OD)

Sent: Monday, July 14, 2003 12:09 PM

To: List ICTRAVELPOC-L

Cc: Stith, Kenneth (NIH/OD); Koitz, Barry (NIH/OD); Nestor, Rachel (NIH/OD); Howard, Florence (NIH/OD)

Subject: Transmittal NO. 102 - International Travel Plan

Importance: High

All,

In line w/ the recently approved HHS Chapter 6 "International Travel", the NIH is required to provide the HHS/OGHA w/ an international travel plan for each event where we anticipate total NIH attendance in excess of 20 persons. The plan is to be prepared for FY 2004 conferences/meetings etc. Towards this objective, this office, w/ the help of one of the IC's, has already identified the locations for most of the scheduled events that currently appear on our Largely Attended Events (LAE) listing. So, at this time, we are requesting that you provide us w/ the sites for the following remaining events:

1) Blacks in Government Annual Conference

2) Interscience Conf. on Antimicrobial Agents and Chemotherapy

3) Society for Developmental Biology

4) Conference of Retroviruses and Opportunistic Infections

5) National Alliance for the Mentally Ill

6) American Society for Bone and Mineral Research

7) International Brain Research Organization Congress on Neuroscience

NOTE: Please let us know if this is related to the Annual Society for Neuroscience Meeting which is taking place in New Orleans, LA

8) Commissioned Officers Association Annual Meeting

9) College on Problems of Drug Dependence

10) Annual Symposium on Career Opportunities in Biomed. Science

11) AHA Fall Conference (Council for High Blood Pressure Research)

12) AHA Scientific Sessions

13 Annual Meeting for Federal Employed Women

14) Congress of Epidemiology

15) Annual Meeting of Society for Clinical Trials

ACTION ITEM 1: Please research these above events and get back to us w/ the applicable site ASAP.

ACTION ITEM 2: In addition, we need to be aware of any Gordon, FASEB, or Keystone conferences/meetings that are scheduled to take place at an international site during FY 2004. We've already been informed of one, a Keystone Conference in Calgary, Canada. It is important for us to know if there are any others since these are not on our current list of LAE's yet, OGHA will be monitoring and reviewing all international trips entered in the Notification of Foreign Travel system.

Once we have identified all of those LAEs that are taking place at international locations, we will then request projected attendance information from each of your respective IC's. (This is not an Action item at this time). OGHA understands that these numbers will only be estimates. However, w/ OGHA's increased emphasis on reducing travel costs in this arena, we strongly encourage you to canvas your programs in order to come up w/ a solid representative attendance number. We will be able to increase these estimates up to 30 days prior to the event, subject to OGHA approval. Changes to the plan that occur inside of the 30 day time frame may receive more scrutiny from the NIH Corporate Travel Management Committee and will have to be properly justified before they are forwarded to OGHA.

In addition, when we transmit the next Action Item request for FY 2004 attendance information, there may be some additional reporting requirements. We are waiting to hear from OGHA staff in this regard.

Should you or your staff have any questions w/ regard to this request, I can be contacted on 301-496-4379.

Joel