Grant funds may be awarded to provide general support of domestic or international conferences held in the United States or Canada. 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.
This section highlights allowable and unallowable costs under conference grants. No costs other than those specified in Exhibit 10 as allowable, including any qualifications on their allowability, are permitted under conference grants. Exhibit 11 addresses areas for which applicants/recipients frequently seek clarification about allowability.
Grant funds
may be used for |
Under the following Circumstances |
| Conference services |
Necessary recording of proceedings, simultaneous translation, and subsequent transcriptions. |
Consultant services |
Consultant fees, including travel and supporting costs (per diem or, where applicable, subsistence). |
Equipment rental |
Rental of necessary equipment. |
Federal employees |
See “Requirements for Specific Types of Recipients–Grants to Federal Institutions and Payments to (or on Behalf of) Federal Employees under Grants.” |
| Meals |
When certain meals are an integral and necessary part of a conference (i.e., a working meal where business is transacted), grant funds may be used for such meals, as qualified under “Travel” in this exhibit. |
Publication costs |
When grant funds are awarded to pay for either the entire or partial cost of publication of proceedings or a book or pamphlet, costs of special plates, charts, diagrams, printing, distribution, mailing, postage, and general handling, unless otherwise specified in the NoA. |
Registration fees |
Registration fees paid by the recipient to other organizations on behalf of attendees provided such fees cover only those allowable costs properly chargeable to the grant. |
| Salaries |
In accordance with the policy of the recipient, all or part of the salaries of professional personnel, clerical assistants, editorial assistants, and other non-professional staff in proportion to the time or effort directly related to the conference. |
| Speakers’ fees |
Speakers’ fees for services rendered. |
| Supplies |
Purchase of supplies for the conference if the supplies are received and used during the project period. |
Travel |
Travel of staff, speakers, participants, and attendees, if identified in the application and approved at the time of award. Travel expenses for employees of the recipient are governed by the recipient’s travel policies, consistently applied regardless of the source of funds. Any U.S. 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 be supported or budgetary or
- other limitations on availability of funds for foreign travel
Proposed per diem or subsistence allowances must be reasonable and limited to the days of attendance at the conference plus the actual travel time to reach the conference location by the most direct route. Local mileage costs only may be paid for local participants. 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 must take this into consideration. Transportation costs for attendees and participants at the conference may not exceed coach class fares. In all cases, U.S. flag carriers will be used where possible. |
| Exhibit 11 |
Selected Unallowable Costs under Conference Grants |
| Item |
Description |
| A&R |
Not allowable under any circumstances. |
| Entertainment and personal expenses |
Costs of amusement, diversion, social activities, ceremonials, and related incidental costs, such as bar charges, tips, personal telephone calls, and laundry charges of participants or guests, are unallowable. However, meals may be allowable as provided under “Meals” in Exhibit 10. |
| Equipment purchase |
Not allowable under any circumstances. |
Honoraria |
Honoraria or other payments given for the purpose of conferring distinction or to symbolize respect, esteem, or admiration may not be paid from grant funds. |
Indirect costs |
Not allowable under any circumstances. |
| Local participants’ expenses |
With the exception of local mileage as indicated under “Travel” in Exhibit 10, grant funds may not be used to pay per diem or expenses for local participants in the conference. |
| Membership dues |
Not allowable under any circumstances. |
| Research patient care |
Not allowable under any circumstances. |
