[Lcls-ii] Conference Travel Policy

[George Neil]

The Project is adopting a policy for travel to conferences. Generally 
speaking you need to be a speaker to get approval to go on project 
funds.   There will also be limits on total project personnel at 
specific conferences (a flowdown from DOE rules).
What is stated now is:

*Conference Travel for LCLS-II*

We do not yet have a formal approval process in place but Project 
Management is working to create a process and implement it soon.

Yes, conference travel may be charged to the LCLS II project fundsas 
long as there is appropriate justification. Justification may include 
conference attendance to maintain an employee's core competencies, for 
the enrichment applicable to an employees' work on the Project and to 
present LCLS II related material.

All conference travel will need to be approved by the STL and System 
Manager.The System Manager will also request approval from the Deputy 
Project Technical Director(Dave Schultz) who will compile a list of all 
PL conference attendees.For now, I think it would be best for the STL to 
request this approval through email. The email should include the 
conference information, attendee, reason for the attendee's nomination, 
estimated costs, and request for project authorization to use project funds.

The conference travel will also need to be budgeted by each PL under 
their Management WBS and will be approved by the project as part of the 
normal budget process.



I will post this in a Policy folder under LCLS-II on the M drive for 
future reference.

George

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