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Does the event meet the following five criteria:
Does the event meet the following five criteria:
is a meeting, retreat, seminar, symposium, training (5 CFR 410.404) or event that involved federally funded attendee travel (non-local); AND
(2) is sponsored/co-sponsored by anyone; AND(3) the Agency will expend funds, including travel; AND(4) brings together a group of government employees; AND(5) includes two or more conference indicators: i) brochure ii) published/distributed agenda iii) marketed internally or externally iv) registration required v) widely gatheredIf the above criteria is met, then it does qualify as a conference.is a meeting, retreat, seminar, symposium, training (5 CFR 410.404) or event that involved federally funded attendee travel (non-local); AND
Contractors are managed per the terms of their contract and are not included in conference or group travel.
Contractors are managed per the terms of their contract and are not included in conference or group travel.
FAQ'S
FAQ'S
I WANT TO ATTEND A CONFERENCE, HOW DO I SIGN UP? Data calls are sent out to all NMFS travel preparers for all upcoming conferences. The calls are sent from nmfs.group.travel a noaa.gov. If you would like to see a list of conferences that are open for sign-up please use the Master tracker and click the sign-up sheet link for the particualr conference.
I TRIED TO SIGN UP FOR A CONFERENCE BUT THE SIGN-UP SHEET IS IN VIEW-ONLY MODE. Once a data call has closed, the sign-up sheet will be locked and additional names may not be added so be sure to sign-up by the published respond by dates.
WHEN CAN I REGISTER FOR A CONFERENCE? Conference registrations may be paid for once the conference has been approved. Please refer to the Master Tracker to see whether or not a conference has been approved. Items in red have been approved and items in black are pending approval. NMFS travel preparers will also be notified via e-mail when a conference is approved. Please contact nmfs.group.travel if you would like to be added to the e-mail distribution list.
I MISSED THE SIGN-UP FOR A CONFERENCE, MAY I STILL ATTEND? If you missed the respond by date, your name will be added to a conference wait list.
HOW DO I PAY FOR MY CONFERENCE REGISTRATION? Conferences must be paid for with a travel or purchase card. Travel cards must be used when meals are provided with registration.
HOW ARE CONFERENCES APPROVED? Conferences under 50K with less than 15 domestic or 8 foreign travelers may be approved at the FMC/OMI level. Conferences under 200K are approved at the DAA level and conferences over 200K are approved at the NOAA level. Conferences over 500k are approved at the DOC level. Once a conference is approved, it will be updated in the Master Tracker.
CAN CONTRACTORS ATTEND A CONFERENCE? Contractors are managed per the terms of their contract and are not included in group or conference travel.
I WOULD LIKE TO SUBMIT AN ABSTRACT FOR A CONFERENCE BUT I NEED TO REGISTER FIRST, MAY I REGISTER IN ORDER TO SUBMIT AN ABSTRACT? No, under no circumstance may you register for a conference until it has been approved by the appropriate approving officials.
IS THERE A DISTINCTION BETWEEN CONFERNCE TRAVEL & GROUP TRAVEL? Yes, a group travel request form is used when there are more than 15 domestic or 8 foreign travelers to an event. A complete conference packet may include a group travel request if the number of travelers exceed 15 domestic or 8 foreign attendees.
IS A GROUP TRAVEL REQUEST REQUIRED FOR LOCAL ATTENDEES? That depends. If local attendees are attending a conference that includes a registration fee, they must be included on the group travel request form. If the local attendee is attending an internal meeting or training session, they do not need to be included on the Group travel request form.
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