Webinar Details

  • Pub Code: WG317-11WEB
  • Originally held on July 17, 2013

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‘Getting Together at Federal Expense’ — A Guide for Grantees and Subgrantees

July 17, 2013 Webinar - Listen On-Demand or Get a CD!

Learn about properly charging: travel costs; meeting expenses, including meals and incidentals; professional activity costs; training and education charges; membership fees; employee morale, health and welfare costs; and participant support stipends and subsistence.

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The On-Demand recording will be available immediately upon purchase* as a link within a PDF file of the accompanying written materials. CDs and printed materials are shipped via USPS.

A Guide for Grantees and Subgrantees on Careful Charging of Travel, Meeting, Conferences, Training and Participant Support Expenses

Perhaps you thought it might finally be safe to reconsider gathering your staff for an extended strategic planning meeting at an off-site location and to pay a portion of the meeting expenses with federal grant funds. After all, it’s been a year since the news about wasteful spending by the U.S. General Services Administration on a conference in Las Vegas went viral.

Congressional watchdogs and the media then weighed in on those types of expenses incurred not just by federal agencies but by federal grantees and contractors, too. The dustup eventually died down — that is, until a few weeks ago. It was then that a congressional committee probing IRS’s handling of applicants for tax-exempt status uncovered data showing that the tax collectors spent more than $50 million on conferences. Some of the money went for things that might look silly … even to GSA!

It’s pretty clear that scrutiny of “getting together at federal expense” is going to continue for quite a while, and it isn’t going to be confined to the federal government itself. The “$16 blueberry muffin” has taken its place alongside the “$600 hammer” in the lore about waste of federal taxpayer funds.

The federal cost principles imposed on the various sectors of the grant recipient community make allowable a number of expenses involving legitimate gatherings of staff, beneficiaries, and other grant and subgrant stakeholders. But the problem is that expenses that are charged to these cost categories have more than occasionally been ones where waste, abuse and unreasonableness surface.

Some auditors have even been known to refer to the multiple cost categories that include these charges as the “fun and games” sections. So, with fresh “horror stories,” like the one at IRS, there’s little question that these types of expenses are going to be on the radar screens of your independent auditors as well as any federal auditors who might arrive on your door step.

It makes sense to take a careful look at the various cost categories involved, and to examine the nuances of the federal policies so that your organization can fashion a solid strategy on whether and how to charge for these costs, and how to avoid any appearance that someone is having fun at federal expense. This webinar will provide the guidance for you to do that.

You’ll learn about properly charging

  • Travel costs
  • Meeting expenses, including meals and incidentals
  • Professional activity costs
  • Training and education charges
  • Membership fees
  • Employee morale, health and welfare costs
  • Participant support stipends and subsistence

And, you’ll learn about differentiating these costs from unallowable charges for entertainment and for goods and services for personal use.

Level: Basic
Prerequisites: Some knowledge of federal grants management is helpful but not necessary
Advanced preparation: None

Hand-out Materials

Attendees will receive presentation slides as well as access to background documents.

Course Instructor

BOB LLOYD is a respected authority on policies and practices affecting the award, administration and oversight of federal grants, contracts and subawards. Mr. Lloyd has more than 40 years of experience in federal award implementation. Prior to starting his management consulting practice in Washington, D.C., in 1982, he served as the executive director of the Grants Management Advisory Service and held staff positions in two large federally funded organizations. Since then, he has been a consultant, trainer or advisor to award and audit units in 16 federal award-making departments and agencies, and to recipient and subrecipient organizations and their professional advisors located in all 50 states, the District of Columbia, several U.S. territories and 18 foreign countries. He is the principal author of several reference works on federal grants management and audits, and currently serves as contributing editor to Federal Grants News and Federal Auditing News, published jointly by Atlantic Information Services and NACUBO. He also is a Charter Life Member of the National Grants Management Association and served on its Board of Directors for five years.

Who Should Attend?

  • Grant and subgrant administrators
  • Sponsored programs staff
  • Finance managers
  • Human resources professionals
  • Program managers
  • Principal investigators
  • Internal auditors
  • External auditors

Allowable Charges

The costs of webinars sponsored by Federal Fund Management Advisor are allowable charges to your federal grants and subgrants. Each of the sets of federal cost principles issued by OMB for federal awards administered by state, local, and tribal governments, colleges and universities, and nonprofit organizations explicitly states that the costs of training for employee development and vocational effectiveness are allowable. For your records, the specific citations are:

  • OMB Circular A-21 (2 CFR 220), Appendix A, Paragraph J.51—Colleges and Universities
  • OMB Circular A-87 (2 CFR 225), Appendix B, Paragraph 42—State, Local and Tribal Governments
  • OMB Circular A-122 (2 CFR 230), Appendix C, Paragraph 49(a)—Nonprofit Organizations

Shipping Information

CDs (and accompanying written materials) are shipped via UPS. Please give us your street address when you order (UPS does not deliver to PO boxes). You should receive your order within two weeks.* Shipping and handling cost is $12.

The On-Demand Recording will be delivered as a link within a PDF file of the accompanying written materials. Shipping will NOT be charged for this item.

  • If you order the On-Demand Recording before the conference date (by itself or in combination with the live Webinar), you will be sent an email with the PDF file attached once the recording is available.*
  • After the On-Demand Recording is available*, if you order on this website through our secure shopping cart, you will receive an email, immediately after submitting your order, with a link directing you to download the PDF file. If you order through our customer service department (by phone, mail, fax or email), you will be sent an email with the PDF file attached.

Rush Orders: Please call us at 800-521-4323 to place a rush order.* We will overnight your order for an additional charge of $30, or you can give us your FedEx or UPS account number and we will charge the shipping to your account. Rush orders placed after 3:00pm EST will not be shipped out until the next business day.

*On-Demand recordings will be available within a week of the conference and CDs will be available within two weeks.

For more information regarding refunds, complaints, and/or program cancellations, please contact AIS’s Customer Service team.

‘Getting Together at Federal Expense’ — A Guide for Grantees and Subgrantees

Place your order through our secure shopping cart