Title: _PROJECT OFFICER'S TECHNICAL QUESTIONNAIRE
Author: OTIS
Last saved by: jgagne
Company: NIAID

February 7, 2005 (js)

(Delete this and everything above it when using the form. Do not fill out online. See Using forms and letters.)

PROJECT OFFICER CHECKLIST FOR THE USE OF APPROPRIATED FUNDS 
FOR LIGHT REFRESHMENTS AND MEALS UNDER A CONTRACT
It is the intent of the NIH to maximize the use of resources for research. Therefore, expenditure of funds for entertainment will be limited to those activities clearly in support of the goals and objectives of NIH and as authorized by NIH Manual Chapter 1160-1, Entertainment. Documentation of the correct usage of funds for entertainment is necessary. Entertainment activities must comply with all legal and policy requirements, and be designed to encourage each employee of NIH to observe high standards of ethical conduct. Entertainment expenditures must be authorized in advance using NIH form 2408-1, Request for Use of Appropriated Funds/Gift Funds for Light Refreshments/Meals and Other Entertainment Expenses, as provided in paragraph (G) of the NIH Manual Chapter 1160-1.  

Please note that in those cases where all conditions have been met to authorize the provision of meals, the travel per diem for those federal and/or non-federal individuals coming from outside the local area must be reduced to account for the meals provided using the appropriated funds.  

Contractor:  _____________________________________________________                                                   
RFP/Contract No: ________________________________________________                                                     
Date:  ________________________  
The Project Officer must complete only the section of this form relating to the type of Activity identified on the NIH 2408-1 form.

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Activity No:
(1) NIH Sponsored Training or Conference Training under the Government Employees Training Act (GETA)

a.      This event is required to be conducted under the terms of the contract.

b.      The event will be held at one of these locations:
•	On campus; other local NIH facility; other local government facility
•	Non-government local facility
•	Facility outside the local area (“local” means within a 50-mile radius from both the employee’s residence and permanent duty station to a temporary duty site)

c.      The training is a planned, prepared, and coordinated program, course, curriculum,    or subject in scientific, professional, technical, fiscal, administrative, or other field that will improve individual and organizational performance and assist in    achieving the agency’s mission and performance goals.

d.        If the training is a conference, all of the following conditions must be met:
•	The announced purpose of the conference is educational or instructional;
•	More than half of the time is scheduled for a planned, organized exchange of information between presenters and audience;
•	The content of the conference is germane to improving individual and/or organizational performance; and
•	Development benefits will be derived through the employee’s attendance.
e.      In general, under the above activities, only LR will be authorized; however, if meals are to be provided to federal employees at a “training” event, both of the following two conditions must be met:
•	The provision of meals is necessary to achieve the objectives of the training program in that partaking of the meal is necessary for the continued flow of the training.  
•	Meals are linked to the training event in that a portion of the training is conducted during the meal session.  

f.      The non-Federal attendees, if any, are legitimately performing a direct service. 
(i.e., making a presentation, conducting the training, or advising in an area of expertise).  
[NOTE:  Since the GETA applies only to individuals employed in or under an agency, non-Federal persons must be serving in the above capacity and cannot be collaborating, participating, or simply attending.]

(2)  NIH Sponsored Conference/Meeting (Non-Training) 

a.      This event is required to be conducted under the terms of the contract.

b.      The event will be held at one of these locations:
•	On campus; other local NIH facility; other local government facility
•	Non-government local facility
•	  Facility outside the local area (“local” means within a 50-mile radius from    both the employee’s residence and permanent duty station to a temporary     duty site)
c.        This is a non-routine event that is an administrative or scientific-based conference, workshop, seminar, or symposium.

d.      The event will last for a minimum of 4 hours.
e.      The provision of LR is necessary to the continued flow of the event.  This means that it is logistically difficult for the number of attendees to disperse and take a LR break in a timely manner without disrupting the flow of the event.
f.      Partaking of the LR is necessary for employees to participate fully in the event.
g.      Employees are not able to take the LR elsewhere without missing formal discussions lectures, speeches, etc., concerning the purpose of the event.
h.      The non-Federal attendees, if any, are legitimately performing a direct service; for example, making a presentation, advising in an area of expertise, collaborating, or participating.
i.      In general, under the above activities, only LR will be authorized; however, if meals are being requested, both of the following two conditions must be met:
•	The event is held outside of the local area.
•	The 12-hour per diem rule has been met.  This rule states that a per diem allowance cannot be allowed when the official travel period is 12 or fewer hours.  (See NIH Manual Chapter 1500, Travel Policy and Procedures).

(3)  Co-Sponsored Event (Training and Non-Training Related)

a.      This event is required to be conducted under the terms of the contract.

b.      The conference, seminar, symposium, educational program, public information        campaign, or similar event is related to the mission of the NIH, and jointly               developed and sponsored by NIH and one or more non-Federal entities that share a mutual interest in the subject matter.  This does not include prospective co-sponsors that would provide only funding for an event.

c.      For training events:
1.	The training is a planned, prepared, and coordinated program, course, curriculum, or subject in scientific, professional, technical, fiscal, administrative, or other field that will improve individual and organizational performance and assist in achieving the agency’s mission and performance goals.
2.	In general, under the above activities, only LR may be authorized; however, if meals are to be provided to federal employees at a “training” event, both of the following two conditions must be met:
•	 The provision of meals is necessary to achieve the objectives of the         training program in that partaking of the meal is necessary for the        continued flow of the training. 
•	The meals are linked to the training event in that a portion of the training is conducted during the meal sessions.

3.      The non-Federal attendees, if any, are legitimately performing a direct service. (i.e., making a presentation, conducting the training, or advising in an area of expertise).  

       NOTE:  Since the GETA applies only to individuals employed in or under an           agency, non-Federal persons must be serving in the above capacity and cannot          be collaborating, participating, or simply attending.

d.       For non-training events:
1.	The expenses are for attendance at a non-internal business meeting, conference or seminar with the sole purpose of discussing HHS or NIH special directives or initiatives.
2.	In general, under the above activities, only LR may be authorized; however, if meals are being requested, both of the following two conditions must be met:
•	 The event is held outside the local area.
•	The 12-hour per diem rule has been met.  This rule states that a per diem allowance cannot be allowed when the official travel period is 12 or fewer hours.  (See NIH Manual Chapter 1500, Travel Policy and Procedures).

(4)  NIH EEO/Cultural Awareness Program (Meals, Music, Etc.)  

a.      This event is required to be conducted under the terms of the contract.

b.     The event will be held at one of these locations:
•	On campus; other local NIH facility; other local government facility
•	Non-government local facility
•	Facility outside the local area (“local” means within a 50-mile radius from both the employee’s residence and permanent duty station to a temporary duty site)

c.	In order for the non-Federal guest speaker/presenter to receive a meal, the event must be away from their home or place of business.   
d.	 Federal employees may partake of small samples of ethnic foods served as part of the formal program.  See NIH Manual Chapter 1160-1 for further guidance.

(5)     NIH Special Events (Activity (5) – (8) on form NIH 2408-1)

a.      This event is required to be conducted under the terms of the contract.

b.     The event will be held at one of these locations:
•	On campus; other local NIH facility; other local government facility
•	Non-government local facility
•	Facility outside the local area (“local” means within a 50-mile radius from both the employee’s residence and permanent duty station to a temporary duty site)

c.      The event furthers NIH objectives.
d.       In general, under the above activities, only LR will be authorized; however, if meals are being requested, both of the following two conditions must be met:
•	The event is held outside of the local area.
•	The 12-hour per diem rule has been met.  This rule states that a per diem allowance cannot be allowed when the official travel period is 12 or fewer hours.  (See NIH Manual Chapter 1500, Travel Policy and Procedures)

Signed:

					
	Project Officer			Typed or Printed Name

					
	Date			Phone No.

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