[Casa] Foreign virtual travel (e.g. PERLE meeting)

[Todd Satogata]

Hi folks,

Per the discussion at the CASA coffee today, I looked through the
documents related to travel. There was an update on business
travel during MEDCON4 sent out on 13 Dec that is attached; this
document does not address virtual travel except for conferences,
and references the Travel Manual.

The lab Travel Manual is available at

https://www.jlab.org/sites/default/files/travel/files/JSA%20Travel%20Manual.pdf

Section 1.6.3 on "Foreign Entity Sponsored or Organized Virtual Events"
specifically says that DOE approval is required prior to accepting
an invititation or incurring costs IF the event "Contains a formal
registration requirement; AND is sponsored or organized by one or
more foreign entities." Since the PERLE collaboration meeting
does not require registration, DOE approvals (and corresponding
lead times) are not required.

Page 10 of the manual has a useful table about travel authorizations.
Since no formal registration is required, the PERLE meeting is likely
best considered a programmatic meeting, and only requires a TA if
there is a cost associated with the meeting: "routine technical exchanges
with foreign collaborators where there is no public meeting announcement
or registration are considered programmatic."

                                                 -Todd

======================================================================
Todd Satogata
Director, Center for Advanced Studies of Accelerators
Jefferson Lab
12000 Jefferson Avenue
Newport News, VA 23606
Cell: (631) 807-0674
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