Events Approval

Criteria and Approval Process – Please refer to:https://organization.ds.irsnet.gov/sites/HCOLEADSSSTM/SitePages/Home.aspxhttps://organization.ds.irsnet.gov/sites/HCOLEADSSSTM/SitePages/Home.aspx for the most current information about obtaining approvals for all IRS meetings, training events and conference attendance. On this site you will find policy and guidance documents, flow charts and additional resources.

If multiple offices are involved with an event, the office that has the lead or is paying more of the costs is responsible for gathering all cost information, submitting the approval request, and maintaining required event documentation for management review.

Identifying an event as a conference or training – A conference may be considered training if it qualifies under Title 5, Section 410.404 of the Code of Federal Regulations (Government Employees Training Act) and meets all of the following criteria:

The announced purpose is educational or instructional;

More than half of the time is scheduled for an organized exchange of information between presenters and audience;

The content of the event is relevant to improving individual/organizational performance;

Developmental benefits will be derived by attendance.

Event Cost Estimating and Planning – When planning an event, the office needs to clearly identify the primary objective of the event and how the identified objective meets the IRS mission. First consideration must be given to whether the event is suitable for teleconferencing, video conferencing, or delivery via e-training methods. Alternative delivery methods will help meet sustainability goals, as well as reduce overall event costs. Office planning goals need to include the following, but are not limited to:

Event Cost Estimates- All Treasury Directive (TD) 12-70 business unit contacts and training event planners are required to use the Servicewide Travel Estimator (STE) for events with total estimated or reimbursed costs of $20,000 and above. The STE automates and standardizes the training and event travel cost estimate process as required by the Treasury Department. This standardization will reduce errors and time spent to prepare cost estimates;

Administrative costs, including indirect costs such as planning time;

Attendee travel and time costs, including both indirect costs, such as the employees’ time at the event and en route travel time, as well as direct costs, such as travel expenses paid directly or reimbursed by IRS to travelers;

Travel expenses include transportation, lodging, meals and incidentals, taxes, and parking; and

Facility costs, such as room rentals, audiovisual expenses, computer/internet fees, copying fees, and light refreshment expenses, charges for support or equipment, even at a government facility.

Professional event planners- In general, no third party event planners (free or at a cost) may be used. The office must adhere to CFO policy regarding the use of any third-party (non-IRS) event planners which currently requires Treasury Assistant Secretary for Management (ASM) approval for use (see July 29, 2013 Interim Guidance Memorandum, Reissued Interim Guidance on the Approval Process for Event-Related Spending). If the office is approved to contract for event planner services, Procurement policies and regulations must also be met. As a general rule, offices must make maximum use of the services provided by CDS.

Speaker fees- A business unit must exercise extreme care and prudence when contracting for paid, outside, professional speakers. The costs need to be reasonable and the services of a speaker essential in order for the conference to achieve its desired goals. There must be no appearance of conflict of interest or bias when selecting a paid, outside, professional speaker.

Government-owned or government-provided conference facilities- As a general rule, offices will give preference to government facilities and use non-government facilities only when government space is not available or does not meet event needs. Planners need to avoid the use of resort or resort type facilities.