LOA Disclaimer: LOA is not responsible for information contained within. Information has been compiled and provided as reference. Members traveling on government orders must adhere with DoD and AF or service policy. It is the responsibility of the individual to ensure the most current information is obtained and followed. If you have questions please contact your supervisor, unit resource advisor, approving official, or unit commander. LOA CIO, 5 May 2012
Ways to attend
1. On Leave
2. Permissive TDY
4. Use IMPAC Card to pay for Conference Registration Fees using Training Funds. (See your Resource Advisor for more info)
Information Needed for TDY Orders: (The following statements should be put on your TDY Orders)
TDY Purpose: "2012 Logistics Officer Association National Symposium"
TDY Location: "Washington, D.C.”
Pier Diem Rate for FY2013 will be posted at (when available) at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm
Meals: "Government Meals Are Not Available nor directed."
Quarters: "Use of government quarters will adversely affect the mission or performance of duties."
Lodging Allowance: "IAW JFTR, Vol 1, Chapter 2, Part G, Section U2550, reimbursement of conference lodging allowance of up to $282.50 per day is authorized (Per diem ($226) + 25% ($56.50)= $282.50) when approved by your approving official. The M&IE portion ($66) of the per diem allowance remains unchanged."
Registration before 4 Sep 2012 (Subject to Change)
Registration Fee: "Registration fee of $575/660 is reimbursable, including 2 lunches, 1 dinner (banquet), and 0 nights lodging are approved according to JFTR Vol1, U2555-E, U4165-2B, and AFI 65-103, para 2.2, Item 16n"
Registration Fee: "Registration fee of $625/725 is reimbursable, including 2 lunches, 1 dinner (banquet), and 0 nights lodging are approved according to JFTR Vol1, U2555-E, U4165-2B and AFI 65-103, para 2.2, Item 16n" Non-LOA Member Conference Fee: $900
*H. Advance Payment of Discounted Symposium or Training Registration Fee (adapted from FTR § 301–74.25)
1. General. It is a general practice for conference planners to offer discounted ”early bird” registration fees, which are available in the months prior to the beginning of the conference/symposium. To take advantage of such specials, travelers should be given oral or written authorization to register early, charge the registration fee to their IBA, and claim reimbursement for the discounted registration fee as soon as a written order to attend the conference has been generated. When the authorization to register early is oral, the written order must reference the oral authorization for the early registration.
Max Per Diem: $297
Info needed for filing TDY Voucher:
There are several options for symposium fee reimbursement prior to the conference, including filing a DD Form 1164, getting FY12 orders cut then amending them, or even getting orders with both FY12 funds AND FY13 funds on them. Contact your Resource Advisor for more information.
Per AFI 65-103 para 2.2 contains the specifics on the paragraph that should be on the orders.
n. Registration/Conference [Symposium] Fee. If a fee is required to attend federally or non-federally sponsored meetings, include: "Registration fee is approved on _________ (date) in the amount of $_______ which: (a) covers cost of ___meals and ___ nights lodging at $_______ per night, (b) covers no meals or lodging.(Authority: JTR, C4708 (Civilian), JFTR, U4535 (Military). See AFI 65-601, Volume 1, paragraph 4.42 for more information on registration fees. Note: If conference fees include meals, per diem rates are adjusted downward to PPD or incidentals, whichever applies.
DD Form 1351-2, Travel Voucher
Some bases will require you to complete your orders in the Defense Travel System (DTS)
Excerpts from the JFTR regarding conference lodging:
1. Conference: A meeting, retreat, seminar, symposium or event that involves attendee travel. Also applies to training activities that are conferences under 5 CFR 410.404. NOTE: This does not include regularly scheduled courses of instruction conducted at a Government or commercial training facility.
2. Conference costs: All costs paid by the Government for a conference, whether paid directly or reimbursed by DOD Agencies. Examples include:
a. Attendee's travel costs (i.e., travel to and from the conference, ground transportation, lodging, meals and incidental costs),
b. Attendee's time costs (i.e., the cost of attendee’s time spent at the conference and traveling to and from the conference),
c. Meeting room and audiovisual costs,
d. Registration fees,
e. Speaker fees,
f. Conference-related administrative fees, and
g. Similar costs.
3. Conference lodging allowance: the lodging allowance that is up to 25 percent above (rounded up to the next higher dollar) the established geographical lodging portion of the per diem rate. The M&IE portion of the per diem allowance remains unchanged.
M. Conference Lodging Allowance. The Conference Lodging Allowance is a pre-determined allowance of up to 125 percent of the applicable locality lodging per diem rate (rounded to the next highest dollar) and:
1. Is not an actual expense allowance,
2. May not be used if the lodging rate exceeds the established lodging allowance by more than 25 per cent, and
3. May not be used concurrently with the actual expense method of reimbursement.
N. Conference Lodging Allowance Approval Authority
*1. Government Sponsored Conference. Only a designated senior official of the sponsoring agency may determine that a conference lodging allowance is necessary, and authorize the conference lodging allowance rate. All agencies must use that rate in reimbursing their attendees’ lodging expenses.
2. Non-government Sponsored Conference. The AO may authorize a member to be reimbursed for lodging expenses incurred up to the conference lodging allowance rate.
NOTE: If the Conference Lodging Allowance is inadequate, see JFTR,Chapter, 4, Part C, for actual expense reimbursement authorization procedures.
New Guidance From SAF/FMP
Advance Registration Fees
Fees required to be paid 30 days or more in advance should be paid with the Government Purchase Card (GPC) Fees to be paid less than 30 days in advance must be paid with the members Government Travel Card (GTC) or Controlled Spend Account (CSA) as soon as a travel order is issued. When paying advance registration fees with GPC, members must up-load the receipt of payment (regardless of amount) into DTS settlement voucher, make a note stating conference fee was paid with GPC, and make any necessary adjustments to meal rates.
Registration Fee Paid at Point of TDY
If fees can be paid after arriving at the TDY location, they should be paid with the travelers GTC or CSA.
If paid with GPC, refunds will be processed to the cardholders account If symposium fee is non-refundable, no further action is necessary in part of the Traveler.
If paid with the GTC or CSA, refunds will be processed to the traveler.
If conference fee is non-refundable, the traveler will process a voucher to include paid conference fee-the voucher payment will make the traveler whole.
If the traveler files a voucher to a claim conference fee and subsequently receives a refund, they owe that money back to the government-contact FSO for repayment instructions GPC approving official should communicate with the DTS approving official to ensure actions have been taken to identify conference fees paid with GPC and any subsequent meal adjustments have been made in DTS.
In order to mitigate risks, do not use the SF 1164 for conference registration fees.
Training Courses Requiring a Tuition Fee
A SF 182 will be prepared and approved for ALL training courses-these fees should be paid with the GPC whenever possible.
This new guidance can be found posted on SAF/FM CoP (https://afkm.wpafb.af.mil/fma) in the GPC folder