FOREST SERVICE MANUAL NATIONAL HEADQUARTERS (WO) WASHINGTON, DC
1360
Page 1 of 10
FOREST SERVICE MANUAL
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSM 1300 – MANAGEMENT
CHAPTER 1360 – MEETINGS MANAGEMENT
Amendment No.: 1300-2011-2
Effective Date: December 1, 2011
Duration: This amendment is effective until superseded or removed.
Approved: DONNA M. CARMICAL
Chief Financial Officer
Date Approved: 10/07/2011
Posting Instructions: Amendments are numbered consecutively by title and calendar year.
Post by document; remove the entire document and replace it with this amendment. Retain this transmittal as the first page(s) of this document. The last amendment to this title was
1300-2011-1 to FSM 1360.
New Document 1360 10 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
1360
(Amendment 1300-2011-1, 02/11/2011)
11 Pages
Digest:
1360.45 - Changes caption from “Deputy Chiefs, the Chief Financial Officer, Regional Foresters,
Station Directors, Area Director, IITF Director, Director FPL, Director of Communications, Law
Enforcement and Investigations, District Rangers, Job Corps Center Director, and Forest
Supervisor” to “Deputy Chiefs, the Chief Financial Officer, Regional Foresters, Station
Directors, Area Director, IITF Director, Director FPL, and Director of Communications”.
1360.46 - Removes caption and direction and recodes to section 1360.47. Establishes caption and sets forth direction for responsibilities for “Washington Office Directors, District Rangers,
Job Corps Center Director, and Forest Supervisor”.
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360
Page 2 of 10
Digest--Continued:
1360.47 - Establishes code and recodes to this section, caption and directions previously set out in 1360.46.
1361.1 - Removes obsolete direction and Exhibit.
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360
Page 3 of 10
Table of Contents
1360.43 - Albuquerque Service Center (ASC-B&F), Director, Budget and Finance ............. 6
1360.45 - Deputy Chiefs, the Chief Financial Officer, Regional Foresters, Station Directors,
Area Director, IITF Director, Director FPL, and Director of Communications ......... 7
1360.46 - Washington Office Directors, District Rangers, Job Corps Center Director, and
1361.3 - Approving Standard Form 182 - Authorization, Agreement and Certification of
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360
Page 4 of 10
1360.1 - Authority
1. U.S. Department of Agriculture Departmental Manual, DM-2300-001, dated June 15,
2010, sets forth the responsibility of the Under Secretary for Natural Resources and
Environment (NRE) to approve conferences and training requests exceeding $40,000 in total cost, but less than $75,000. United States Department of Agriculture (USDA) Chief
Financial Officer (OCFO) approves events that exceed a total cost of $75,000, but less than $100,000. USDA, Assistant Secretary for Administration approves all conferences requests with a total cost of more than $100,000.
2. The Food, Conservation, and Energy Act of 2008 (Pub. L. 110-246, also known as the
Farm Bill), requires that not later than September 30 th
of each year, the Secretary for
Agriculture shall prepare a report on conferences, with total costs greater than $10,000, sponsored or held by the Department of Agriculture or attended by employees of the
Department of Agriculture.
3. The Government Employees Training Act (Pub. L. 85-507, 72 Stat. 327, 5 U.S.C.
4110 and 5946), authorizes Forest Service employees to attend meetings concerning
Forest Service functions and activities, or contributing to improved conduct, supervision, or management of Forest Service programs.
4. The Rehabilitation Act of 1973 (Pub. L. 93-112; 87 Stat. 394; 29 U.S.C. 794), as amended, prohibits discrimination against persons with disabilities in any program activity receiving or benefiting from Federal financial assistance.
5. Federal Travel Regulations (FTR), Part 301.74, Conference Planning, contain Federal policy and procedures for planning a conference.
6. Forest Service Manual 1200, chapter 1230, Delegation of Authority and
Responsibility, identifies delegated authority to perform duties and exercise functions vested in the position.
1360.2 - Objective
To meet all mandated requirements, and bring consistency to the planning, approval, and reporting of all agency conference and training events.
1360.3 - Policy
Event coordinators will plan, prepare, and submit all of the required information in a decision memorandum package for approval. The formal chain of command will be utilized to review and approve the event to adhere to the agencies normal approval process. Each decision
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360
Page 5 of 10 memorandum package must be submitted for approval at least 90 days in advance of the event planned. Final obligations or expenditures must not occur prior to event being approved. This must be done for every event planned according to the dollar threshold below:
1. Events with total cost of less than $10,000 must be approved by the appropriate
Washington Office directors, district rangers, Job Corps Center Director, or forest supervisor.
2. Events with total cost of $10,000, but less than $40,000, must be approved by the responsible deputy chief, regional forester, station director, Area Director, IITF Director,
Director FPL, Director of Communications, Director of Legislative Affairs, Director of
International Programs, Director of Law Enforcement and Investigations, and/or the
Chief Financial Officer (CFO).
3. Events with a total cost of $40,000 and above must have the packages initially approved within the Forest Service, utilizing the formal chain of command, by the appropriate deputy chief, regional forester, station director, Area Director, IITF Director,
Director FPL, Director of Communications, Director of Legislative Affairs, Director of
International Programs, and/or Director of Law Enforcement and Investigations. The event package must be submitted electronically to the meetings management mailbox meetings_mgmt@fs.fed.us
for review by the CFO and the Chief, before forwarding to the
Department for approval.
The Under Secretary of NRE approves events with total cost between $40,000 and $75,000. The
USDA Office of the Chief Financial Officer (OCFO) approves events costing between $75,000 and $100,000 and the USDA Assistant Secretary for Administration approves events costing over $100,000.
1360.4 - Responsibility
1360.41 - Chief
It is the responsibility of the Chief to initially approve and submit:
1. Proposals of agency conference and training events with total costs between $40,000 to $75,000, to the Under Secretary, Natural Resources and Environment (NRE) for final approval.
2. Proposals of agency conference and training events, with total costs between $75,000 to $100,000, through NRE to the USDA, Office of the OCFO for final approval.
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360
Page 6 of 10
3. Proposals of agency events with total costs exceeding $100,000, through NRE to the
USDA Assistant Secretary for Administration.
The Chief has delegated approval if the events are $40,000 or less in section 1360.3.
1360.42 - Chief Financial Officer
It is the responsibility of the CFO to provide oversight of the financial management concerning the Agency’s meeting management procedures.
1360.43 - Albuquerque Service Center (ASC-B&F), Director, Budget and Finance
The Director of ASC-B&F is responsible for submitting quarterly conference/training data within one month of quarter’s end to the USDA-OCFO with a copy to the Forest Service CFO.
Due dates for the quarterly submissions are outlined below:
QUARTER
First
Second
Third
Fourth
PERIOD
October 1st – December 31 st
January 1 st – March 31 st
April 1
July 1 st st – June 30 th
– September 30 th
REPORT DUE DATE
January 31 st
April 30 th
July 31 st
October 31 st
1360.44 - Director of Financial Policy
The Director of Financial Policy is responsible for:
1. Reviewing the submission of agency proposals for conference and training events with total costs $40,000 and over. The review will ensure compliance and completeness as well as assist in coordinating the submission.
2. Coordinating any external requests from Congress, Office of Inspector General (OIG), or others, for Forest Service meetings data.
3. Submitting the Forest Service’s Annual Conference and training plan to the Forest
Service CFO, no later than November 1.
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360
Page 7 of 10
1360.45 - Deputy Chiefs, the Chief Financial Officer, Regional Foresters, Station
Directors, Area Director, IITF Director, Director FPL, and Director of
Communications
The deputy chiefs, the Chief Financial Officer, regional foresters, station directors, Area
Director, IITF Director, Director FPL, and Director of Communications are responsible for:
1. Reviewing event packages for completeness and approving the decision memorandum, which includes the location cost comparison information for all events, based on approval process outlined in section 1360.3.
2. Submitting approved form FS-6500-270, Forest Service Conference and Training
Event Request and decision memorandum for events with the total cost of $40,000 and over. The decision memorandum template and form may be found on the CFO, Financial
Policy staff, Intranet Portal Web page or at templates. The complete package must be submitted to meetings_mgmt@fs.fed.us at least 90 days prior to the beginning of the event.
3. Approving attendance for employees to any Forest Service sponsored events.
4. Monitoring compliance with the policies on meetings and travel (FSM 1360 and
FSH 6509.33) and establishing such controls over attendance at Forest Service or non-
Forest Service sponsored meetings as deemed necessary.
5. Ensuring units give preference to facilities which consume less energy and managing resources in an environmentally positive way.
6. Ensuring any meeting in which travel is necessary are evaluated for cost effective against the use of electronic mediums, such as video conferencing, webinars, and telephone conferences.
7. Performing reviews of conference and training events to ensure the intent of
Congressional and Department direction is being met.
1360.46 - Washington Office Directors, District Rangers, Job Corps Center
Director, and Forest Supervisor
The Washington Office directors, district ranger, Job Corps Center Director, and the forest supervisor are responsible for approving events under $10,000.
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360.47 - Employees
The employee is responsible for:
1360
Page 8 of 10
1. Entering the conference and training information in GovTrip. See section 1361.2 for additional information.
2. Completing all conference and training requests in AgLearn.
1360.5 - Definitions
Conference. A conference is defined as a meeting that: a. Is held for consultation, education, awareness or discussion; b. Includes participants from at least one agency of the Department of Agriculture
(USDA); c. Is held in whole or in part at a facility outside of an agency of USDA; d. Involves costs associated with travel and lodging for some participants; and e. Does not include any training program that is continuing education or a curriculumbased educational program, provided that such training program is held independent of a conference of a non-governmental organization.
Events. For purposes of this direction refers to conferences, meetings, and training.
1361 - MEETING PLANNING PROCESS
The appropriate deputy chief, regional forester, station director, Area Director, IITF Director,
Director FPL, Director of Communications, Director of Legislative Affairs, Director of
International Programs, and/or Director of Law Enforcement and Investigations must review for completeness and approve the decision memorandum package which includes the location cost comparison information for all events regardless of cost.
The appropriate deputy chief, regional forester, station director, Area Director, IITF Director,
Director FPL, Director of Communications, Director of Legislative Affairs, Director of
International Programs, and/or Director of Law Enforcement and Investigations, must review and sign all meeting requests having a total cost that exceeds $40,000. The costs used in determining whether the $40,000 approval threshold is met are: TDY transportation expense, per diem, local travel, speaker fees, printing, registration, and rental fees. The appropriate deputy chief, regional forester, station director, Area Director, IITF Director, Director FPL, Director of
Communications, Director of Legislative Affairs, Director of International Programs, and/or
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360
Page 9 of 10
Director of Law Enforcement and Investigations must also concur that the meeting is necessary, appropriate, and the information in the decision memorandum and the form FS-6500-270, Forest
Service Conference and Training Event Request, is accurate, prior to forwarding to meetings_mgmt@fs.fed.us for events $40,000 and over. The justification must be submitted at least 90 days prior to an event. Once the form FS-6500-270 and the decision memorandum is received in the meetings_mgmt@fs.fed.us mailbox, the CFO staff reviews those destined for
USDA approval for completeness and forwards the request through the Chief’s office to the
Department for approval. Approvals must be granted before any final commitments or obligations are made to attend or hold a conference.
The planners for meetings, conferences, and training are encouraged to select event sites based on cost effectiveness and program needs. The meeting location should be appropriate, justified, and near where most attendees are stationed. However, Forest Service policy does not prohibit and/or discourage meetings and conferences in any locality because it is a resort location.
Many destination sites present opportunities for less expensive hotel rooms and meeting rooms.
Agency officials are to be mindful of public appearances that certain destinations may create
(regardless of cost) when they are held at resort areas, casinos, spas, or popular vacation spots.
1361.1 - Proposals for Events
The decision memorandum package must be completed and approved by the appropriate deputy chief, regional forester, station director, Area Director, IITF Director, Director FPL, Director of
Communications, Director of Legislative Affairs, Director of International Programs, and/or
Director of Law Enforcement and Investigations, and submitted to meetings_mgmt@fs.fed.us
90 days before the start date of the meeting. The decision memorandum template and form
FS-6500-270, may be found on the CFO, Financial Policy staff, Intranet Portal Web page or at templates. Before meetings and travel take place, final approval must be granted by the appropriate office.
1361.2 - Entering Conference Information into GovTrip
The following information must be entered into the GovTrip “TRIP DETAILS” section at the time the travel authorization and/or travel voucher is completed.
1. Line 1: Full name of the event – no abbreviations or acronyms. For example:
Western SAF Conference, should read Western Society of American Foresters
Conference.
2. Line 2: City and State of where the event is held – this may be different than the actual TDY location.
3. Line 3: Fees paid – such as registration fees paid by the Agency for your attendance.
WO AMENDMENT 1300-2011-2
EFFECTIVE DATE: 12/01/2011
DURATION: This amendment is effective until superseded or removed.
FSM 1300 - MANAGEMENT
CHAPTER 1360 - MEETINGS MANAGEMENT
1360
Page 10 of 10
1361.3 - Approving Standard Form 182 - Authorization, Agreement and
Certification of Training
Use the following guidelines for approving training request:
1. If a SF-182 is submitted where there is no travel or lodging type costs and the training is occurring at a home unit or USDA facility, Forest Service is not required to report under the Farm Bill “conference reporting” requirements and meetings management policy does not apply. Human Resources, FSH 6109.13, chapter 20, Employee
Development Program, dictate the policy and delegations for SF-182 approvals.
2. If a SF-182 is submitted where the meeting place is not in a USDA facility and travel and lodging costs are incurred, the Farm Bill requirements and meetings management policy applies. In these cases, if the training cost is $40,000 or less, the Chief has delegated the approval. If training costs are greater than $40,000, it requires preliminary approval by the Chief and must be sent to the Department for final approval.
