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APPENDIX 7. SUPPORT OF CONFERENCES
(PHS GPS 9505)
The following highlights policies applicable to grants in support
of domestic and international conferences.
Conference--A symposium, seminar, workshop, or any
other organized and formal meeting lasting 1 or more days where
persons assemble to exchange information and views or explore
or clarify a defined subject, problem, or area of knowledge within
the areas of PHS program interests, whether or not a published
report results from the meeting.
International Conference--A meeting so designated
by its sponsor or one to which open invitations are issued on
an equal basis to potential participants in two or more countries
(not counting the United States or Canada). The meeting may be
held in any country, including the United States.
Domestic Conference--A meeting held in the United
States or Canada primarily for U.S. or U.S.-Canadian participation
but does not exclude those with invited foreign speakers.
Eligible Grantee--A U.S. institution eligible to
receive grants from PHS agencies, including scientific or professional
societies. In the case of an international conference, the U.S.
representative organization of an established international scientific
or professional society is the eligible grantee. In exceptional
cases, when there is no U.S. representative organization, grants
to support a specific aspect of an international conference may
be awarded directly to a foreign institution or international
organization provided that grants to foreign institutions or international
organizations are not prohibited under the governing legislation
and that approval of the PHS agency head or his designee is obtained
in each case. An individual is not eligible to receive a grant
in support of a conference.
Block Travel Grant--An award of travel funds to
a sponsoring organization which will, using an approved mechanism,
select the individuals whose travel will be supported.
USE OF FUNDS
Grant funds may be awarded to provide general support of domestic
or international conferences held in the United States or Canada.
Funds may also be awarded to provide block travel support for
individuals selected by the grantee to attend the meeting. Training
grants may not be awarded for block travel support.
Grant funds may not be used to provide general support for international
conferences held outside the United States or Canada. Grant funds
may be awarded to support only specific aspects of an international
conference held outside the United States or Canada. An example
of a specific aspect would be a selected symposium, panel, or
workshop, including the cost of planning and the cost of travel
of U.S. participants in that particular segment of the conference.
Any PHS foreign travel restrictions that are in effect at the
time of the award will be followed such as--
- Limitations or restrictions on countries to which travel will
- Budgetary or other limitations on availability of funds for
GUIDELINES FOR APPLYING FOR SUPPORT
Prospective applicants are encouraged to inquire in advance of
application concerning possible interest on the part of any PHS
awarding component in supporting a particular conference. If interest
is expressed by any PHS component, the application should be submitted
in accordance with instructions for that application.
When completing the application, the following items should be
specifically mentioned within the appropriate format:
Title should include the term "conference," "symposium,"
"workshop," or other similar designation to assist in
the designation of the request.
Location of conference.
Inclusive dates of conference.
Conference format and projected agenda, including list of
principal areas or topics to be addressed.
Physical facilities required for the conduct of the meeting,
such as simultaneous translation facilities.
Justification of the conference, including the problems it
intends to clarify and the developments it may stimulate.
Brief biographical sketches of individuals responsible for
planning the conference.
Information about all related conferences held on this subject
during the last 3 years (if known).
Details of proposed per diem/subsistence rates and transportation
ALLOWABILITY OF COSTS
The following are examples of the most frequently encountered
costs which may and may not be charged to the grant. For international
conferences, these costs are subject to the limitations under
"Use of Funds" above. Some of these costs may require
PHS prior approval. (See also 45 CFR Part 74, Subpart Q, Cost
- Salaries--In accordance with the policy of the grantee
organization, grant funds may be used to provide salaries, in
whole or in part, of professional personnel, clerical assistants,
editorial assistants, and other nonprofessional staff, but only
in proportion to the time or effort spent directly related to
the conference. However, see below concerning payments to Federal
- Consultant Services--Grant funds may be used to pay
consultant fees, including travel and supporting costs (per diem,
or where applicable, subsistence).
- Equipment--Grant funds may be used for the rental of
necessary equipment. Funds may not be used for the purchase of
- Proposed per diem or subsistence allowances must be reasonable
and will be limited to the days of attendance at the conference
plus the actual travel time required to reach the conference location
by the most direct route available. Where meals and/or lodgings
are furnished without charge or at a nominal cost (e.g., as part
of the registration fee), the proposed per diem or subsistence
allowance will take this into consideration.
- Transportation costs for attendees and participants at the
conference may not exceed economy class fares. In all cases, U.S.
flag carriers will be used where possible.
- Grant funds may not be used to pay per diem or expenses other
than local mileage for local participants in the conference.
- Supplies--Grant funds may be used for the purchase
of supplies for the conference provided the supplies are received
and used during the project period.
- Conference Services--Grant funds may be used for necessary
recording of proceedings, simultaneous translation, etc., and
- Publication Costs--When grant funds are awarded to
pay for either the entire or the partial cost of publication of
proceedings or a book or pamphlet, these costs are considered
to cover special plates, charts, diagrams, printing, distribution,
mailing, postage, and general handling, unless otherwise specified
at the time the grant is awarded.
- Registration Fees--Registration fees when paid by the
grantee to other organizations on behalf of attendees may be paid
from grant funds provided such fees cover only those allowable
costs properly chargeable to the grant.
- Entertainment and Personal Expenses--Costs of amusement,
diversion, social activities, ceremonials, and related incidental
costs, such as bar charges and personal telephone calls of participants
or guests, are unallowable. (Also see "Meals" below.)
- Federal Employees--Grant funds may not be used to cover
the cost of travel or any payment to a full-time Federal employee
with a permanent appointment except when that employee is engaged
in one of the following activities:
- Working under a grant to a Federal institution
- Performing allowable reimbursable services specified in section
7 of this policy statement
- Attending a PHS grant-supported conference (1) during nonduty
hours, (2) while in a preexisting long-term leave-without-pay
status which continues beyond the conference, or (3) on detail
to a State or local government, educational institution, or other
nonprofit organization, provided such payments are made in accordance
with established institutional policy and the parties concerned
have taken care to ensure that there is no actual or apparent
conflict of interest or other violation of HHS Standards of Conduct.
- Honoraria--Honoraria or other payments given for the
purpose of conferring distinction on or to symbolize respect,
esteem, or administration may not be paid from grant funds. However,
speakers fees for services rendered are allowable.
- Alterations and Renovations--Grant funds may not be
used to support alterations and renovations of any kind.
- Meals--When certain meals are an integral and necessary
part of a conference (i.e., working meal where business is transacted),
grant funds may be used for such meals, as qualified under "Travel,"
- Indirect Costs--Indirect costs will not be allowed
on grants in support of conferences except in the most unusual
circumstances and then only after negotiation in advance of the
award between the applicant organization and the PHS awarding
PUBLICATIONS AND COPYRIGHT
If the grantee organization wishes to publish material for which
support has been provided in whole or in part with PHS funds,
the material may be distributed free of charge. Where the grantee
organization would prefer to charge for the material, the proceeds
of these sales must be treated in accordance with 45 CFR Part
74, Subpart F.
Unless otherwise specified by the awarding component, six copies
of any publication resulting from the meeting should be sent to
the awarding component that provided support for the meeting.
Unless otherwise provided for in the conditions of the award,
the recipient organization is free to arrange for copyright of
any publication resulting from work supported by PHS. Any such
copyrighted publication, however, shall be subject to nonexclusive,
irrevocable, royalty-free license to the Government to reproduce,
translate, publish, and dispose of the material and to authorize
others to use the work for government purposes. In addition, communications
in primary scientific journals publishing initial reports of original
research supported in whole or in part by PHS may be copyrighted
by the journal, with the understanding that individuals are authorized
to make, or have made by any means available to them, without
regard to the copyright of the journal, and without royalty, a
single copy of the article for their own use.
In addition to any interim report that may be required during
the project period, grantees are responsible for submitting the
following reports to the awarding component upon completion or
termination of a grant in support of a conference:
- Final Financial Status (Expenditure) Report--An expenditure
report is required from the grantee within 90 days after the completion
or termination of the grant. Records of expenditures must be maintained
in accordance with the provisions of 45 CFR Part 74, Subpart D.
- Final Progress Report--A report summarizing the results
of the meeting must be prepared and not more than three copies
(as required by the awarding component) submitted to the awarding
component within 90 days after the completion or termination of
the grant. The report should include grant number; title of the
conference; name of principal investigator, program director,
or coordinator; name of organization that conducted the conference;
and a list of individuals who participated in the formally planned
sessions of the meeting. With the approval of the awarding component,
copies of proceedings or publications resulting from the conference
may be substituted for the final performance report provided that
they contain the information requested above.