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<![endif]-->DOE has imposed new DOE conference approval requirements in an effort to
minimize travel costs.<span style="mso-spacerun:yes"> </span>JLab must now submit
event/conference travel information to DOE to obtain their authorization <u>prior
to JLab incurring any associated costs on contract funds.</u> <span style="mso-spacerun:yes"> </span>The criteria being used by the DOE to develop
conference plans for their approval include the following conditions:
<ul style="margin-top:0in" type="disc"><li class="MsoNormal" style="line-height:normal;mso-list:l2 level1 lfo2">Events
where JLab will be hosting a conference of 30 or more individuals at which
one half will be on travel status, or;</li><li class="MsoNormal" style="line-height:normal;mso-list:l2 level1 lfo2">Events
where JLab will be sending 15 or more individuals to a conference, or; </li><li class="MsoNormal" style="line-height:normal;mso-list:l2 level1 lfo2">Events
where net expenditures are expected to exceed $100,000 or more,</li><ul style="margin-top:0in" type="circle"><li class="MsoNormal" style="line-height:normal;mso-list:l2 level2 lfo2">This
includes those events within the DOE where the various Labs’
participation in the aggregate may exceed this threshold;</li></ul><li class="MsoNormal" style="line-height:normal;mso-list:l2 level1 lfo2">The
Secretary of Energy must approve the Department’s net expenditure of more
than $500,000 on a single conference via a waiver if appropriate
conditions are satisfied, and the Deputy Secretary of Energy approves the
Department’s net expenditure of more than $100,000 and less than $500,000,
if appropriate conditions are satisfied;</li><ul style="margin-top:0in" type="circle"><li class="MsoNormal" style="line-height:normal;mso-list:l2 level2 lfo2">This
includes those events within the DOE where the various Labs’
participation in the aggregate may exceed these thresholds.</li></ul></ul>
<p class="MsoNormal">As a reminder, a conference is a meeting, retreat, seminar,
symposium, or event that involves attendee travel.<span style="mso-spacerun:yes"> </span>A conference is generally organized for the
purpose of facilitating a discussion or exchange of views on matters related to
the mission of DOE.<span style="mso-spacerun:yes"> </span>It also includes
certain training activities that have specific objectives identified to improve
knowledge, skills, or abilities of the attendees.<span style="mso-spacerun:yes"> </span>Operational meetings such as peer reviews,
program reviews, and construction project reviews are, generally speaking, not considered
a conference because they are aimed at evaluation of discrete program projects
or initiatives of DOE.<span style="mso-spacerun:yes"> </span>Another example
of an “operational” function is DOE program officials meeting with DOE
contractors concerning particular work under a contract.<span style="color:
#1F497D"><span style="mso-spacerun:yes"> </span></span></p>
<p class="MsoNormal"> </p>
<p class="MsoNormal"> </p>
<p class="MsoNormal">DOE is aware that the time required for this additional
approval process may impact costs due to the delay in making travel
arrangements.<span style="mso-spacerun:yes"> </span>The Travel Services Department
is implementing steps to help mitigate this delay. Travel Services will now: </p>
<ul style="margin-top:0in" type="disc"><li class="MsoNormal" style="line-height:normal;mso-list:l0 level1 lfo3">Review
all travel authorizations awaiting approval twice daily for disposition. </li><li class="MsoNormal" style="line-height:normal;mso-list:l0 level1 lfo3">Electronically
review and approve, hold, or return all pending travel authorizations in
order to manage the information needed for the new DOE approval
requirements.<span style="mso-spacerun:yes"> </span></li><li class="MsoNormal" style="line-height:normal;mso-list:l0 level1 lfo3">Send to
Travelers and Travel Coordinators a timely e-mail notification, once the
necessary approvals are obtained, to allow Travelers or Travel
Coordinators the opportunity to complete travel arrangements.</li></ul>
<p class="MsoNormal" style="margin-left:13.5pt"><br>
<u>Foreign Travel:</u><br>
<br>
Our procedures allow for travel arrangements, to a <u>non-sensitive</u>
country, to be made once a Travel Authorization (TA) is processed and
approved<b style="mso-bidi-font-weight:normal"><i style="mso-bidi-font-style:
normal">, provided conference approval is not required as discussed above</i></b>.
When travel is to a <u>sensitive</u> country, travel arrangements cannot be
completed until the Traveler and Travel Coordinator are notified by Travel
Services Department that foreign travel approval (and conference attendance
approval, if applicable,) has been received. <span style="mso-spacerun:yes"> </span>Additionally, International Services will
notify the traveler and the Travel Coordinator that the required visa to enter
a foreign country has been received.<span style="mso-spacerun:yes"> </span>A
copy of the visa will be attached to the Travel Authorization by Travel
Services Department.<br>
<br>
As always, foreign travel must be approved and a country clearance must be
requested and granted before a JLab traveler can depart on official foreign
travel. <span style="mso-spacerun:yes"> </span>The travelers will receive an
email notification from the Travel Services Department once the following
applicable approvals have been received:</p>
<p class="MsoListParagraphCxSpFirst" style="margin-left:.75in;mso-add-space:auto;
text-indent:-.25in;mso-list:l1 level1 lfo1"><span style="mso-bidi-font-family:Calibri"><span style="mso-list:Ignore">1)<span style="font:7.0pt "Times New Roman""> </span></span></span>Department
of State – country clearance</p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space:
auto;text-indent:-.25in;mso-list:l1 level1 lfo1"><span style="mso-bidi-font-family:Calibri"><span style="mso-list:Ignore">2)<span style="font:7.0pt "Times New Roman""> </span></span></span>Department
of Energy – foreign travel approval for business purpose</p>
<p class="MsoListParagraphCxSpMiddle" style="margin-left:.75in;mso-add-space:
auto;text-indent:-.25in;mso-list:l1 level1 lfo1"><span style="mso-bidi-font-family:Calibri"><span style="mso-list:Ignore">3)<span style="font:7.0pt "Times New Roman""> </span></span></span>Office
of Science – conference attendance authorization,<span style="mso-spacerun:yes"> </span>when required</p>
<p class="MsoListParagraphCxSpLast" style="margin-left:.75in;mso-add-space:auto;
text-indent:-.25in;mso-list:l1 level1 lfo1"><span style="mso-bidi-font-family:Calibri"><span style="mso-list:Ignore">4)<span style="font:7.0pt "Times New Roman""> </span></span></span>JSA
Visa and Immigration Office – Visa has been received, when required.</p>
<p class="MsoNormal" style="margin-left:.5in"> </p>
<br><div><span name="x"></span>-----------------------<br>Joshua Cameron<br>Administrative Assistant<br>(757)269-7628<br><br>Jefferson Lab<br>12000 Jefferson Avenue<br>Newport News, VA 23606<span name="x"></span><br></div><br></div></body></html>