18 fam 400
department programs and applications
18 fam 401
conference registration policy
18 FAM 401.1
CONFERENCE TRACKING AND APPROVAL SYSTEM (CTAS)
(CT:PPP-29; 03-18-2024)
(Office of Origin: S/CPR/ME)
18 FAM 401.1-1 INTRODUCTION
(CT:PPP-22; 12-18-2020)
a. The Federal Government has a responsibility to act as a careful steward of taxpayer dollars, ensuring that Federal funds are used for purposes that are appropriate, cost effective, and necessary to fulfill the core mission of the Executive departments and agencies. Beginning in 2012, the Office of Management and Budget (OMB) implemented policies and practices related to agency conference sponsorship, hosting, and attendance to ensure that Federal funds are used appropriately. In addition, Congress has regularly included in annual appropriations acts oversight requirements related to conferences for which appropriated funds were used to pay expenses related to those conferences. These requirements mean that Department employees responsible for organizing conferences, and those who attend, must take additional steps to ensure the Department continues to meet statutory and other reporting requirements.
b. The Department of State fulfills its reporting responsibilities through the Conference Tracking and Approval System (CTAS), a database in which conference organizers provide conference information, justification, estimated expenses in several categories, and, after the conference concludes, actual expenses in the same categories.
c. CTAS is instituted and overseen by the Front Office of M Bureau. The Office of the Chief of Protocol Major Events Division (S/CPR/ME) manages its daily operation.
18 FAM 401.1-2 AUTHORITIES
(CT:PPP-22; 12-18-2020)
Authorities include:
(1) OMB Memorandum M-12-12 and OMB Memorandum M-17-08 require the Department to report on conferences for which the Department expends more than $100,000 of its own funds in a given fiscal year. M-12-12 and M-17-08 requires the Department to report on five data elements for any conference “sponsored by” the Department by January 31 of each year via a “dedicated place on [our] official website.”
(2) Annual Appropriations Act provisions, as applicable.
18 FAM 401.1-3 CONFERENCE REGISTRATION POLICY AND OBJECTIVE
18 FAM 401.1-3(A) Policy
(CT:PPP-22; 12-18-2020)
a. The Department of State houses conference registration responsibilities in the Conference Tracking and Approval System (CTAS).
b. M is the authority which ensures conference registration policies are carried out in the Department.
c. CTAS provides a single system for review and approval, obviating the need for a separate approval memo process, and allows the Department to meet both the reporting requirements established by OMB and Congress, and capture internal management information.
18 FAM 401.1-3(B) Objective
(CT:PPP-22; 12-18-2020)
Conference organizers and attendees must maintain awareness of event registration and approval requirements in the Department to ensure good stewardship of public funds and meet legal reporting obligations.
(1) The Department’s conference registration program provides conference organizers with the means to provide estimates and document actual conference expenditures. The program’s purpose is to allow conference organizers to carry out their responsibilities in accordance with OMB mandates and public law.
(2) The Department achieves its objective for reporting through CTAS, a single comprehensive site, which provides:
(a) A place to register conference details, description and a justification statement, persons to contact, approving parties, attachments, and both estimated and actual budget expenses;
(b) Detailed guidance throughout the pages of the site to aid conference registrants;
(c) A spreadsheet describing which conferences must register;
(d) A process flow chart;
(e) An “About CTAS” backgrounder with a link to the public law;
(f) A list of CTAS FAQs;
(g) A sample S waiver;
(h) A unique project code upon approval of each conference, provided to conference organizers (who must then provide it to conference participants), and to Comptroller and Global Financial Services (CGFS);
(i) Status updates on a CTAS SharePoint dashboard, reflecting the progress of administrative and M review, and when actual expenses are due.
18 FAM 401.1-3(C) Definitions
(CT:PPP-22; 12-18-2020)
(State Only)
Conference: Although there are many common uses of the word conference, for purposes of 18 FAM 200, a conference is defined as it is in the Federal Travel Regulation and OMB Memorandum M-17-08 as “[a] meeting, retreat, seminar, symposium, or event, usually involving some kind of travel and other expenses, which is primarily for the benefit of State employees.”
The following are specifically defined by the Department as a conference and must be registered:
(1) An event where attendance is optional (i.e., not required by a treaty or agreement);
(2) An event where attendees are not limited to a particular country or international body (e.g., UNGA, China-U.S. Strategic Economic Dialogue);
(3) An event where there is no specific output (e.g., a formal agreement or training certificate).
Conference Participant: A Department of State-funded conference participant is any individual whose travel, hotel, or per diem (or any combination of the three) are being funded by the Department of State. A participant does not have to be an employee of the Department of State, but can include locally employed staff, contractor staff, or persons affiliated with other agencies, if that person’s participation causes the Department to incur costs for accommodation, provided meals, snacks, security, or other venue expenses. A paid speaker, funded with Department funds, would thus be counted as a participant. Please do not include as participants any guests who are invited to a single element of the conference, such as to a reception, and who is not receiving accommodation, travel expenses, or per diem.
In CTAS, for each event, conference organizers will provide the number of overseas-based Department-funded participants and the number of US-based Department-funded participants in separate categories.
S Waiver: An information memo from the hosting office or bureau, signed by the Secretary of State (S), approving a Department conference estimated to cost $450,000 or more. Pursuant to OMB directive, agencies are prohibited from incurring net expenses greater than $500,000 on a single conference, including conferences that are sponsored or hosted by the agency (or by other Federal or non-Federal entities). However, S may provide a waiver from this policy if he or she determines that exceptional circumstances exist whereby spending in excess of $500,000 on a single conference is the most cost-effective option to achieve a compelling purpose. The grounds for any such waiver must be documented in writing. Organizers of Department conferences meeting this threshold must therefore obtain this approval by clearing a signed information memo from the Secretary. The M Special Assistants guide this process. The signed waiver is posted on the Department’s public-facing website.
18 FAM 401.1-3(D) Scope
(CT:PPP-26; 06-05-2023)
a. The Conference Tracking and Approval System (CTAS), located at https://usdos.sharepoint.com/sites/M/CTAS, is the program for all conference organizers to register their events for review and approval. CTAS provides a single system which saves time and effort in meeting reporting requirements, responding to congressional mandates, and securing M approval when necessary.
b. Types of conferences and registration guidance:
|
Types of Conferences |
Description |
Example Conferences |
Required to Register, Receive Project Code through CTAS? |
Required to Receive M Approval through CTAS? |
|
Department Internal Conferences |
Department-organized conferences for the development of primarily Department or USG employees |
EAP Public Affairs Officers Conference, Eurasian Energy Officers Conference, WHA ICASS Budget Workshop, Mission Germany Conference |
Yes regardless of size (project code issued by CTAS admin if est. at less than $95,000 or fewer than 50 participants) |
Yes, if estimates at more than $95,000 or if 50+ participants |
|
Professional Certification |
Department-organized conferences to maintain licenses / professional certification |
Bureau of Medical Services (MED) 2013 Continuing Medical Education (CME)
|
No – do not need to register |
No – do not need to register |
|
Diplomatic Function Conference |
Department-organized conferences using program funds for the purpose of diplomatic goals |
U.S.-Russia Business Council, Women in Policing Conference, US-Africa Business Convention |
Yes regardless of size (project code issued by CTAS admin if est. at less than $95,000 or fewer than 50 participants) |
Yes, if estimates at more than $95,000 or if 50+ participants |
|
Obligatory Meetings for International Organizations |
Participation in an official meeting related to a treaty, ministerial, and/or other obligation |
e.g., UNGA, OSCE, APEC, etc. |
No – do not need to register |
No – do not need to register |
|
Foreign Assistance-Funded Conferences |
Department-organized conferences using foreign assistance “F” funds for the purpose of diplomatic goals, including providing training and other assistance for foreign countries and international organizations |
US-Indonesia Interfaith Summit, PEPFAR, Lower Mekong Infectious Diseases Conference |
Yes, regardless of size |
No – answer ‘yes’ when asked if conference is foreign assistance -funded on CTAS worksheet |
|
External Conference |
Participation in other external conferences sponsored by an outside organization |
Canadian Fisheries Council, Blacks in Government Annual Conference, Association of Government Accountants Annual Conference |
Yes, if more than 25 Department of State sponsored participants will incur expenses (across all bureaus) |
Yes, if more than 50 Department of State sponsored participants will incur expenses (across all bureaus) |
|
Training with an FSI or DS course code |
Any workshop, course, conference, or training with an FSI course number |
PC108 Consular Leadership Development Course, PA238 Advanced Management Workshop, PK332 Office Management Specialists Training Symposium |
No – do not need to register |
No – do not need to register |
|
INR-organized conferences |
INR-organized conferences where the release of the topic does not jeopardize national security |
Regional Policy Symposium |
Yes regardless of size (project code issued by CTAS admin if est. at less than $95,000 or fewer than 50 participants) |
Yes, if estimates at more than $95,000 or if 50+ participants |
|
INR-organized conferences (national security) |
INR-organized conferences where the release of the conference topic violates OMB conference guidance on national security |
|
No – do not need to register |
No – do not need to register |
18 FAM 401.1-3(E) Registration Exemptions
(CT:PPP-22; 12-18-2020)
a. The Department has enumerated some specific cases for exclusion from conference designation. Specifically, these are not conferences and do not need to be registered:
(1) Training event with qualifies for an FSI or DS course code;
(2) Professional Certification such as Continuing Medical Education (CME);
(3) Any foreign assistance-funded training activities (e.g. INL Police Training);
(4) Study trips to the United States;
(5) Any event which is a required, regularly-scheduled, or ad hoc meeting of an international or multilateral organization to which the United States is a signatory. Examples are the United Nations General Assembly (UNGA), Asia Pacific Economic Cooperation (APEC) meetings;
(6) INR-sponsored conferences with sensitive topics, not approved for release to the public, for security reasons;
(7) INR-sponsored conferences with less than 5 participants and/or $5000;
(8) External conferences sponsored by another organization with fewer than 25 Department of State participants or travelers and less than $100,000 in expenses across all bureaus;
(9) USAID-hosted events.
b. Once a conference request is registered on the CTAS website and approved, conference organizers receive a unique project code which must be shared with each conference attendee and referenced on all spending transactions (travel, procurement, training, etc.) related to the event. It is incumbent upon all conference organizers to ensure compliance with this policy and for all conference attendees to utilize the specific code in their transactions. At the close of each conference, CTAS generates automatic reminders to the conference organizer to report actual expenses. Organizer reports must be submitted to CTAS by day 60 following the conference.
18 FAM 401.1-3(F) Applicability
(CT:PPP-22; 12-18-2020)
(State Only)
Conference registration responsibilities apply to all Department of State personnel worldwide.
18 FAM 401.1-4 RESPONSIBILITIES
18 FAM 401.1-4(A) Program Offices and Operating Offices
(CT:PPP-22; 12-18-2020)
Conference organizers in program offices and operating offices must register all conferences not specifically exempted in 18 FAM 401.1-3(E).
18 FAM 401.1-4(B) Posts
(CT:PPP-22; 12-18-2020)
Conference organizers at posts abroad are responsible for the same actions as described in 18 FAM 401.1-4(A).
18 FAM 401.1-4(C) Bureau of Management (M) Front Office
(CT:PPP-22; 12-18-2020)
The Bureau of Management (M) Front Office ensures that conference registration policies are adhered to by Department bureaus, offices, and posts.
18 FAM 401.1-5 PROCESS
(CT:PPP-29; 03-18-2024)
(State Only)
a. Prior to Registering in the CTAS Database
Decisions to hold a conference are made at the bureau, office, or post level. Once approval is confirmed and budgetary estimates are in place, a conference organizer will gather the following information prior to registering a conference in CTAS:
(1) Conference organizer or main point of contact (POC) information;
(2) Back-up point of contact (POC) information;
(3) Upper-level approval contact information (must be an Office Director, Assistant Secretary, or Chief of Mission);
(4) Conference name (limit 60 characters);
(5) Conference location details;
(6) Conference start and ending dates;
(7) Conference description and mission justification statement;
(8) Number of US-based participants (see definition in 18 FAM 401.1-3(C), Definitions);
(9) Number of overseas-based participants (see definition in 18 FAM 401.1-3(C), Definitions);
(10) Total travel cost estimates for airfare, hotel, M&IE, separately for all US-based and all overseas-based participants;
(11) Estimated venue expenses, to include venue rental, food and beverage, IT costs, security costs, materials costs, and other venue costs.
b. How to Register a Conference in CTAS
Once the organizer has gathered the data needed to enter a conference into the CTAS site, CTAS users simply press the green icon on the CTAS homepage, “Submit Your Conference,” to launch a registration worksheet. Instructions throughout the site will guide registrants through each of the steps, providing guidance and tool tips along the way. It is important to note that the worksheet is seven pages long and will not save as a draft until page seven.
If a conference’s estimated grand total, entered for all participants attending Department-wide, is greater than $95,000 or includes at least 50 participants, M will review the conference and issue a project code. If the grand total of estimated expenses, entered for all participants attending Department-wide, adds up to less than $95,000 and fewer than 50 participants, then CTAS administrators will issue a project code, usually within two weeks of registration. (An additional M review will add more time to the process.)
c. Foreign assistance (F) -funded Conferences
If a conference if funded entirely by foreign assistance (F) funds, except for F-funded training activities as specifically exempted in 18 FAM 401.1-2 (E), organizers must still register the conference. Project codes are issued by CTAS administrators. Actual cost reporting is required.
d. Virtual Conferences
Unless virtual conferences accrue travel and/or venue expenses and meet the requirements for registration detailed in 18 FAM 401.1-2 (D), they do not need to be registered in CTAS.
e. Responsibilities After Registering a Conference
Conference organizers will provide the conference’s project code to all Department-funded participants.. Conference organizers will also note the project code for all venue expenses. At the close of the conference, conference organizers will gather all actual travel- and venue-related expenses from all participants and vendors and report them in CTAS. Conference organizers will receive reminders every 30 days to report actual costs. Conference approvers will also receive a notice that actual expenditures for the conference are due and must be reported in CTAS. Estimated costs filed in the CTAS registration must be updated with actual expenses no later than 60 days following the event.
f. Use of Project Codes
Once a conference registration is approved in CTAS, conference organizers receive a unique project code which must be used on all spending transactions (travel, procurement, training, etc.) related to that event. The CTAS-generated project codes are entered in the data element of the fiscal strip for all transactions and fund accounts, except for specific Overseas Contingency Operations (OCO) accounts that are already required to use other project codes as part of the budget hierarchy structure. It is incumbent upon all conference organizers to ensure compliance with this policy.
g. Questions
Conference organizers may reach CTAS administrators at CTASHelp@state.gov.
18 FAM 401.1-6 REPORTING
(CT:PPP-22; 12-18-2020)
(State Only)
CTAS reports State Department conference actual expenditures annually to the Office of Management and Budget (OMB) (as described in 18 FAM 401.1-2, Authorities) and to the Department’s Office of Inspector General (OIG) in separate reports. Data registered and reported by conference organizers is provided to the OMB and OIG in these reports at the end of each fiscal year.