New conference travel reporting and spending requirements

As you may be aware, DOE recently issued updated conference reporting and spending requirements for both domestic and foreign travel. DOE must approve conference attendance before costs related to the event can be incurred.

If you submit a request for conference-related travel, the Travel Office will communicate DOE approvals to you via email.

We are currently reviewing our existing database to enable you to identify and view conferences submitted to DOE for their approval. Once implemented, we will announce this information through Fermilab Today.

Here is the bottom line:

  • Submit your conference attendance request as far in advance as possible (a minimum of 30 days prior to the conference start date), thereby allowing the Travel Office to facilitate DOE approval.
  • If you have submitted a request, you will be notified as soon as the Travel Office receives approval.
  • Do not incur any travel-related costs—including conference registration, airfare or hotels—prior to being notified by the Travel Office of DOE approval.

Feel free to contact the Travel Office at travel@fnal.gov if you have any questions.