Chicago Association for Research and Education in Science
Support for Meetings and Conferences

Meetings, conferences, workshops, seminars, grand rounds, town halls, symposia, and other similar meetings are accepted features of conducting research and education. Additionally, certain events, such as retreats and board meetings as well as fundraising and public relations, may be necessary for the conduct of business. Incidental to the business purpose of such meetings, it may be appropriate to serve meals or refreshments.

Various regulations* influence whether expenditures related to such events are appropriate for CARES support. Consequently, in order for support to be considered, by direct payment or reimbursement, CARES has established the following policy.

1.         In order to be eligible for CARES support, a meeting must have a documented research, education or CARES business purpose. CARES will not support “entertainment” expenses such as social activities, parties, ceremonial occasions or those that provide amusement.

• For a research related meeting: A request for CARES support must include an explicit statement about the research rationale for the event; that is, its research related purpose and how it will further VA research. Accompanying documentation should include the program, agenda or topic of discussion and a roster of attendees. When appropriate, the request should tie the meeting to an approved research project.
• For an educational program not related to research: The education activity itself must be approved by the VAMC Education Committee. Documentation should include an explicit statement of the purpose and how the program will further the VAMC’s and/or VA’s education and training mission, the agenda, program or topic of discussion, and a roster of attendees.
• For other CARES business events: A request must include an explicit statement of how the meeting will further the CARES’s ability to facilitate research and education. Appropriate events include, but are not limited to retreats, board and investigator meetings as well as fundraising, and public relations. Documentation should include the purpose, agenda, program or topic of discussion and a roster of attendees.

2.         The types of meetings that may be eligible for CARES support are too numerous to list and the characteristics of appropriate meetings may vary. However, factors that CARES will consider when evaluating a meeting for support include:

• Whether at least one speaker makes a research presentation or presents educational instruction.
• Whether there is a non-VAMC speaker and/or non-VAMC personnel are among the expected attendees.
• The frequency of similar meetings that may involve the same personnel. Irregularly scheduled meetings and/or those that occur no more than monthly may be eligible for support; weekly meetings generally will not.
• Whether support is requested for regular staff meetings. Generally, lunch and/or dinner expenses for a meeting with only VA staff cannot be reimbursed.
• Whether the meeting involves at least one individual who is being recruited to conduct research or education at the VAMC.
• Whether the meeting lasts more than two hours or extends through a normal mealtime.
• Alcoholic beverage expenses will not be covered.

Regardless of the type of meeting, the documentation required in #1 above is a prerequisite for CARES support.

3.         Requests for CARES support will be reviewed and approved by the individual designated by the board, generally the executive director or the executive director’s designee. CARES will provide direct payment or reimbursement for reasonable meeting costs based on submission of original receipts. In the event of disagreement, the request will be referred to a designated member of the board of directors or to the full board as appropriate.

4.         CARES encourages meeting organizers to obtain pre-approval of CARES support for meetings. Such approval is not mandatory, but events lacking pre-approval may be denied support or may receive only partial support.

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*VA Non-Profit Corporation (NPC) administration is influenced by a variety of sources including:

• IRC section 501(c) (3), which holds NPCs accountable by the IRS regulations governing expenditures.
• OMB Circular A-122, which governs whether certain costs are allowable for reimbursement under federal grants to nonprofits.
• Federal conflict of interest regulations by statute
• 38 USC 7361-7368, which authorizes NPCs to facilitate research and education at VA affiliated medical centers.

In developing policy related to Support for Meetings and Conferences the following documents have also been referenced:

• DVA memo dated December 15, 2003, from Deputy Undersecretary for Health (10A). Subject: Non-Profit Corporation Expenditures.
• DVA memo dated January 16, 2004, from Assistant Inspector General for Investigations (51). Subject: Use of Nonprofit Research Corporations Funds…
• DVA, Office of General Counsel, communication dated June 18, 1993. Subject: Acceptance of Gifts from VA Research Corporations.