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5. Conference Services Updates Jan Hennessey September 11, 2014

6. 6  Audit Corrective Actions  Conference Reporting Tool Update  Actuals Reporting  Exemptions to Conference Reporting  Conference Planning for FY15+  Invitational travel  FY2015 per diem rates  Open Forum Agenda 8/17/2015 | 6

7. 7 OBJECTIVE “The objective of this audit was to (1)assess LBNL’s DOE Conference Reporting compliance based on Deputy Secretary Poneman’s memorandum issued December 6, 2012 to Laboratory Directors and (2) follow up on management corrective actions related to the FY2012 Meals Audit covering conferences.” SUMMARY CONCLUSIONS “In general, LBNL’s DOE Conference Reporting policies, guidance and procedures were in compliance with DOE’s December 6, 2012 memorandum and accompanying guidance on conference related activities and spending. However, we identified several areas warranting management attention.” Recent Audits: FY 2013 Conference Reporting 8/17/2015 | 7

8. 8 Conference Audit FY 2013 8/17/2015 | 8 AUDIT RESULTS | FY2013 CONFERENCE REPORTING AUDIT AREAS OF CONCERN Procedures and ToolsCommunicationsTraining CORRECTIVE ACTIONS Procedures Timely communications to Division POCs Reporting of Hosted Events in iPortal DOE Actuals Reporting Tools Event Database to track Exempt Hosted Events Recommendation on Conference Reporting Tool Communications Plan Develop a detailed communications plan to ensure Effective Stakeholder engagement Stakeholder understanding of reporting requirements. Lab Employees’ awareness of reporting requirements and responsibilities Training Plan Develop a detailed training plan to ensure Stakeholder understanding of reporting processes and procedures IMPACTED STAKEHOLDERS Conference Services Division POCs DOE Actuals Reporting Travel Conference Accounting Division RAs Conference Services Division POCs and other direct Stakeholders Division RAs Conference Services Division POCs Travel Arrangers Division RAs

9. 9  Two New Policies Hosted Events Attendance at conferences  Enhancement to Event Approval Database New “Step 4” tab to capture actual costs and explanation of significant variance.  New Event Budget Template (in Development) To plan hosted events from the bottom up, including appropriate burdens.  Interim Conference Reporting Tool (in Evaluation) Working on prototype interim tool to help with conference reporting data management.  New Procedures (in Development) New procedures are being developed to improve our processes and compliance Post-Audit Improvements 8/17/2015 | 9

10. 10 DOE Conference Reporting Interim Tool - Updates 8/17/2015 | 10  Migrating divisions to Google Sheets o 95% complete – need to migrate Facilities and HR  Continued interim tool prototype refinement  Audit Corrective action o Recommendation on interim strategy due by 10/31/2014  Depending on decision regarding interim tool solution, goal would be to refine and rollout in early 2015

11. 11 DOE Requirement  We are required to report actuals for all DOE-hosted Conferences over $100k every year (a small list). Process Gaps  The 2013 audit found some gaps in our data collection methodology. Audit Recommendation  “Collaborate with divisions’ resource analysts to confirm that the actual net costs are accurate prior to submitting to DOE.” Improvement  We are working on a new procedure to improve our actuals data collection.  We are proposing a role for Divisions in validating their actual conference costs. DOE Conference Reporting – Actuals Reporting 8/17/2015 | 11

12. 12 LBNL Requirement  Divisions are required to report actual costs of hosted events for closeout. Audit Recommendation  “Designate divisions’ budget/resource analyst to be responsible for reviewing and approving the final conference total net cost report after events are closed.” Improvement  We are proposing a role for divisions in budget validation and actuals verification for events that generate revenue or have large budgets. Event Budget Template (in development) Divisional review and sign-off on the budget will help divisions avoid actual cost overruns. Event Database Enhancement – “Step 4” for Actual Costs Will allow documentation of actual versus budgeted costs. Divisional role in actuals verification will assure accuracy of reported data. Hosted Events – Actuals Reporting 8/17/2015 | 12

13. 13  Update to Exemptions guidance Report all meetings requiring exemption determination except PI meetings for DOE projects/programs User Facility meetings (as defined by DOE) Programmatic/peer reviews for DOE projects/programs Formal classroom trainings held at Federal facilities  If you are unclear, consult with Conference Services.  Posted to website under DOE Conference Reporting Exemptions to Conference Reporting 8/17/2015 | 13

14. 14  FYI: There are conferences reported well into 2017 right now.  Our only defense in DOE Conference Reporting is offense!  Plan and report as far ahead as possible, especially for large conferences. Report anyone who might attend. Encourage your division to estimate total numbers well in advance for large conferences. There is no limit to how far ahead we can enter. We love placeholders – based on history. Report even if you don’t know the registration fees or the venue. As long as we have a conference name, general location, description and dates, we can enter. Remember to report hosted events which fit the criteria of a “conference” in both the Event Approval Database and to us for entry into iPortal. Conference Planning for FY15 and beyond 8/17/2015 | 14

15. 15  We have received clarification from DOE about invitational travel for reportable conferences. Our contract has language which allows the use of DOE funds for invitational travel. (c) Notwithstanding the provisions of FAR cost principle 31.205-44 (e), stipends and payments made to reimburse travel or other expenses of researchers and students who are not employed under this contract but are participating in research, educational or training activities under this contract to the extent such costs are incurred in connection with fellowship, international agreements, or other research, educational or training programs approved by the Contracting Officer.  Invitational travel for reportable conferences must be reported to us for entry into iPortal under attendee details. Invitational Travel 8/17/2015 | 15

16. 16 FY15 Per Diem Rates 8/17/2015 | 16

17. 17 OPEN FOR DISCUSSION! 8/17/2015 | 17