Memorandum: HHS Policy on Promoting Efficient Spending: Use of Appropriated Funds for Conferences and Meetings, Food, Promotional Items, and Printing and Publications

June 7, 2012

On January 3, 2012, I issued a memorandum with the Department of Health and Human Services’ (HHS’) Policies on Promoting Efficient Spending: Use of Appropriated Funds for Conferences and Meetings, Food, Promotional Items, and Printing and Publications (http://dhhs.gov/asfr/ogapa/acquisition/effspendpol_memo.html).  These policies support the Executive Order on Promoting Efficient Spending (EO 13589); the Executive Order on Delivering an Efficient, Effective, and Accountable Government (EO 13576); and the Office of Management and Budget (OMB) Memorandum on Eliminating Excess Conference Spending and Promoting Efficiency in Government (M-35-11). The policies also promote the Department’s commitment to comply with appropriations law and to make sure that our dollars are being spent efficiently and wisely.

The purpose of this memorandum is to update the policy on the Use of Appropriated Funds for Conferences and Meetings (Attachment 1) to implement enhanced controls, as required by OMB Memorandum on Promoting Efficient Spending to Support Agency Operations (M-12-12), by:

1. Updating the definition of conference
2. Requiring OPDIV/STAFFDIV Head approval (which cannot be delegated) of all conferences where the total expenses by HHS will be from $25,000 to $100,000
3. Requiring Deputy Secretary approval of all conferences where the total expenses by HHS will be in excess of $100,000 following OPDIV/STAFFDIV Head review and approval (which cannot be delegated)
4. Limiting conferences where the total expenses by HHS will be in excess of $500,000 to those which receive a waiver from the Secretary
5. Revising the annual reporting requirements

These policy revisions are effective immediately and apply to all new obligations and all funds appropriated by Congress (whether from an annual appropriation, multi-year appropriation, appropriated user fee, mandatory appropriation, gift funds, or reimbursements from such appropriations, etc.). 

The January 3, 2012 policies on the Use of Appropriated Funds for Food, Promotional Items, and Printing and Publications remain in full force and effect and are available at: http://dhhs.gov/asfr/ogapa/acquisition/acquisitionpolicies.html#OtherAcquisitionGuidance.

Please share this transmittal memorandum and the attached policies with all appropriate officials within your OPDIV or STAFFDIV.

Questions regarding this policy may be addressed to Nancy Gunderson, Deputy Assistant Secretary for the Office of Grants and Acquisition Policy and Accountability (OGAPA), at Nancy.Gunderson@hhs.gov

Attachments

Also see:

• HHS Policy on Promoting Efficient Spending (June 7, 2012): Use of Appropriated Funds for Conferences and Meetings, Food, Promotional Items, and Printing and Publications
  • Attachment 1: HHS Policy on Use of Appropriated Funds for Conferences and Meeting Space
    • Attachment A: HHS Conference Request and Approval Form
    • Attachment B: HHS Conference Request for Waiver Form
    • Attachment C: HHS Conference
  • HHS Policy on Promoting Efficient Spending (January 3, 2012)
    • Attachment 2: HHS Policy on Use of Appropriated Funds for Food
    • Attachment 3: HHS Policy on Use of Appropriated Funds for Promotional Items
    • Attachment 4: HHS Policy on Printing and Publications