Importance: High
-----Original
Message-----
From: Papier, Joel (NIH/OD)
Sent: Tuesday, January 14, 2003 12:48 PM
To: List ICTRAVELPOC-L
Cc: Stith, Kenneth (NIH/OD); Koitz, Barry (NIH/OD); Howard,
Florence (NIH/OD); 'Mbharlow@aol.com'
Subject: Transmittal No. 70 - NIH Travel Policy on Largely Attended Events
Importance: High
All,
Recently,
OS/HHS requested the NIH to provide an overview of NIH travel policy. This
request was transmitted around the same time a group of Congressional
representatives were voicing concerns about overall HHS attendance at
conferences. As a result, the NIH has
agreed to enhance its Trans-IC oversight of travel in line w/ certain
events. In order to better achieve this
objective, we have identified a list of conferences, meetings, etc. that will
be termed as "Largely Attended Events", (i.e., 30 or more NIH
attendees) that have either already taken place or are scheduled to take place
during the remainder of FY 2003. This
list includes dates and locations and is contained in the Attachment below
entitled "Largely Attended Events".
In addition, we have provided a second Attachment below that contains a
Sample Format Travel Plan. Thus, we
request that you please carefully read the following instructions: (NOTE: This new process is crucial to the
NIH's ability to continue approving travel to these types of conferences)
1) On the
attachment that contains the list of "Largely Attended Events", for
those events which have already taken place this fiscal year, under the column
heading "Number of Attendees", simply insert the number of attendees
for your IC next to each applicable event.
The events that have already taken place have been emboldened. Please be certain to indicate your IC at
the top of the page. Each IC is to
email the completed table to Ken Stith's Administrative Assistant, Rachel
Nestor by not later than
2) For
each upcoming trip identified as a Largely Attended Event, each IC must
complete the information displayed on the attachment entitled "Sample
Format Travel Plan. Please be
certain to indicate your IC at the top of the page.
3) Each
IC's Travel Plan is to be emailed to Rachel Nestor, not later than 20 calendar
days prior to the trip start date for Domestic Travel; and not later than 40
calendar days prior to the trip start date for Foreign travel.
EXAMPLE:
If the Annual
Meeting on Experimental Biology is scheduled to take place on April 11 in San
Diego, CA, each IC (if you are sending any number of persons) is required to
complete the Travel Plan for this particular event and email the plan to Rachel
by not later than March 22.
4) Once
the travel attendance information is received in this office, it will be
consolidated and forwarded to Building 1 officials for review.
5) For
Domestic travel - Between 20 calendar days prior to the trip start date and 10
calendar days prior to the trip start date, you may email additional attendee
information to Rachel. If you do so,
using the Sample Format Travel Plan, indicate below the "Location"
that this is e.g., "Amendment 1" to the original plan. This supplemental information will be
forwarded to Building 1 officials. Any
information received by this office, inside of 10 calendar days prior to the
trip start date, will be forwarded to Building 1 officials however, such late
receipt may impact a person's ability to attend that particular event.
6) For Foreign
travel - Between 40 calendar days prior to the trip start date and 30 calendar
days prior to the trip start date, you may email additional attendee
information to Rachel. If you do so,
using the Sample Format Travel Plan, indicate below the "Location"
that this is "Amendment 1" to the original plan. This supplemental information will be
forwarded to Building 1 officials. Any
information received by this office, inside of 30 calendar days prior to the
trip start date, will be forwarded to Building 1 officials however, such late
receipt may impact a person's ability to attend that particular event. Please keep in mind that all Notifications
for Foreign Travel and corresponding cable clearances are to be processed w/in
that 30 day window.
7) If you
identify an event that does not currently appear on the list of "Largely
Attended Events" and you anticipate that 30 or more persons from your IC
will be attending this event, please notify me immediately and cc Ken Stith.
8)
Information on the "Role" of an attendee can include the following:
Presenting,
speaking, delivering a paper; recruitment of scientists; scientific or
administrative interchange of information; to keep current on developments in
the person's discipline; information technology developments; manning a booth,
etc.
Should
you or your staff have any questions, I can be contacted on 301-496-4379. Rachel Nestor can be contacted on
301-402-8831.
Joel
