Dear Cooperative Agreement Recipient:

The Office of Justice Programs (OJP) revised its “Policy and Guidance for Conference Approval, Planning, and Reporting” webpage on Friday, October 5, 2012 in order to provide the most recent and comprehensive guidance related to conference costs.  The Conference Webpage can be accessed via the following link:  http://www.ojp.gov/funding/confcost.htm

Following is an outline of changes to the guidance:     

• Conference Cost Categories and Event Planning Guidance Sections:  Threshold limits were clarified for meeting rooms, audio-visual, and logistical and programmatic conference planners.
• Post Event Reporting:  The conference webpage was updated to reflect the special condition included in award documents which requires reporting within 45 days after an event.
• Prior Approval:  The time frame for submitting an event for OJP approval is now dependent on the conference cost and whether any cost thresholds are exceeded.  The revision established a new timeframe for submitting conferences costing over $100,000 or exceeding any one cost threshold as follows:  

  Requests must be submitted to OJP 120 calendar days in advance of the earliest of the following: 

  •  
    • Start date of the conference;
    • Deadline for signing conference-related contract, or
    • Obligation of funds for conference costs (except for minimal costs required to assemble and submit the approval request).

   

• Definitions:  Definitions were added to clarify the terms "Total costs" (direct and indirect) and "Per attendee" (federal and non-federal).

  An outline of these changes can also be viewed on-line at the Conference Webpage, Change History Section link: http://www.ojp.gov/funding/ccchanges.htm

  E-Mail Notification of Changes:  The Conference Webpage provides a subscription service that allows the reader to receive e-mail updates automatically when changes are made to content.  Simply click on the following link on the Conference Webpage Home Page to subscribe:

  Email Notification (Click to Subscribe)

  If you have any questions regarding these revisions, please contact OJP’s Office of the Chief Financial Officer, Customer Service Center at 1-800-458-0786.

  Leigh Benda

  Chief Financial Officer