Approval Process for Meetings

Meeting events with estimated costs of $20,000 and above are approved according to the TD 12-70 process. The approval must be obtained before making any non-refundable financial commitments on behalf of the IRS or obligating the IRS to host, cohost or sponsor a meeting event.

When planning a meeting event, business units must:

Clearly identify the primary objective of the event and how it meets the IRS mission. First consideration must be given to whether the event is suitable for teleconferencing, video-conferencing, or other virtual delivery options. Alternative delivery methods will help meet sustainable goals, as well as reduce overall event costs.

Minimize all costs including, but not limited to:

Administrative costs.

Attendee travel and time costs, including both indirect costs, such as the employees’ time at the event and in route travel time, as well as direct costs, such as travel expenses paid directly or reimbursed by the IRS to travelers. Travel expenses include transportation, lodging, meals and incidental expenses, taxes and parking.

Facility costs, such as room rentals, A/V expenses, computer/internet fees and copying fees. There may be charges for support or equipment, even at a government facility. Maximize the use of government facilities. The use of resorts or resort-type facilities is highly discouraged.

Obtain all required approvals, including those related to the procurement of off-site facilities and the purchase of light refreshments or food.

Maintain all appropriate documentation related to the selection of the facility, costs, justifications, and approvals.

Comply with the IRS green procurement policies, consistent with its goals to promote the sustainable use of resources and reduce negative impact on the environment.

Avoid the appearance of conflicts of interest, abuse, or wasteful spending.

Business units should follow their individual internal approval process to ensure meeting requests are properly approved. Meeting requests with estimated costs of $20,000 and above must be entered in the STETS through the designated business unit TD 12-70 or meetings point of contact.

Meetings that are approved at the senior manager, first level executive or business unit head of office level, without cross-business unit participation, are immediately cleared to proceed. The business unit’s point of contact should not enter meetings with estimated costs of $19,999 and below into the STETS.