Conferences

Conference Approval Made Easy

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As put out by BUMED, here are the steps you need to take for the new/updated/easier conference approval process:

  1. Check the Conference Approval Website (you need to pick your e-mail certificate on your CAC card) for the most current ‘Requiring BUMED Approval’ List.
  2. If the conference IS NOT on the list, commands are authorized to approve travel. The member only needs to route a TAD request as per local command policy.
  3. If the conference IS on the list, members are required to work through their Specialty Leader or Quota Manager to be approved per the BUMED Conference Approval Process (similar to before).

The new process is supposed to be much easier for everyone. The intent is to make it easy for anyone to attend a conference costing < $100K, while still maintaining cognizance of conferences > $100K (without recreating an administrative burden).

NOTE – This is a summary of the new conference approval policy. Please refer to guidance posted on the Conference Approval Website (you need to pick your e-mail certificate on your CAC card) for directive guidance.

Updated BUMED Conference Approval Process

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BLUF: The new Conference Approval Guidance is published on the conference approval website (CAC protected – you need to pick the e-mail certificate to logon).  With the exception of conferences >$100K and those listed as “requiring approval” on the BUMED website, approval authority for conference attendance is delegated to your Regional Commander or MTF Commanding Officer via local policy.  In other words, for most conferences except the really large ones you’ll just route a travel request via DTS like any other trip.

The new memo/guidance is here:

Updated Navy Medicine Conference Guidance – 21 APR 2017

The text from the website is here:

NAVY MEDICINE CONFERENCE INFORMATION AND POLICY

DoD has adopted a very expansive definition of “conference.” Conference is defined as “a meeting, retreat, seminar, symposium, or event that involves attendee travel.” Events within the local duty station that do not require attendee travel (i.e. local conferences) may also qualify as conferences for the purposes of this guidance, if they involve: a commercial venue, multiple agencies and/or non-government participation, formal registration, have scheduled speakers, discussion panels, include ceremonies, and/or feature social events.

**The Navy Medicine Conference Information page is the source for all updates regarding conference policies, instructions, and guidance**

Conference Attendance

Navy Medicine (BSO-18) personnel desiring to attend a conference must review the list of Conferences Requiring BUMED Approval, prior to initiating a travel request. If the conference is on the list, the attendee is required to contact their Specialty Leader and/or the conference submission point of contact to request a quota. If the conference is not on the BUMED Approval Required Conference List, please review guidance under Approved Conferences for requests under $100,000.

*Note: If a conference is not on the list, but you expect it to exceed $100K, please contact the BUMED Conference Approval office.* (usn.ncr.bumedfchva.mbx.bumed-conference-approval@mail.mil)

Non BSO-18 personnel (i.e., Walter Reed National Military Medical Center, Fort Belvoir Community Hospital, etc.) are not subject to the requirements of the Navy Medicine conference approval process and should seek funding through their designated funding authority. However, if receiving funding from a BSO-18 entity (i.e., Navy Medicine Professional Development Center), personnel are subject to the requirements of this policy.

Conference Request Deadlines

  • Non-DoD Hosted Conferences:
    • For conferences with a total cost less than $100,000, approval is delegated to the attendee’s Echelon III Commander or Echelon IV Commanding Officer. Personnel should follow local travel policy guidelines and/or procedures.
    • For conferences with a total cost of $100,000-$500,000, Chief, BUMED is the final approval authority. All requests must be submitted to the BUMED Conference Approval Office no later than (90) days prior to the conference start date.
    • For conferences with a total cost greater than $500,000, SECNAV is the final approval authority. All requests must be submitted to the BUMED Conference Approval Office no later than (180) days prior to the conference start date.
  • DoD/DON Hosted Conferences:
    • All requests to host a conference must be submitted to BUMED (180) days prior to the proposed conference start date. Chief, BUMED is the approval authority for hosted conferences under $500,000. SECNAV is the approval authority for hosted conferences over $500,000.

Approved Conferences

  • For requests under $100,000:
    • Approval authority is delegated to the attendee’s Echelon III Commander or Echelon IV Commanding Officer.
    • Approvals should be managed like a TDY/TAD and include approved travel orders. Requests must be reviewed by the servicing legal office for concurrence. Include the updated Navy Medicine Travel Mission Criticality Attestation form (available in the Policy & Guidelines section of this page), signed by the traveler and designated approval authority.
  • For requests $100,000-$500,000:
    • Once a conference has received BUMED approval, the approved attendee roster is the only list of personnel authorized to attend a conference. In order to initiate orders, personnel are required to submit the approved attendee roster, the BUMED approval letter, and the updated Navy Medicine Travel Mission Criticality Attestation form to their travel coordinator.
  • For requests over $500,000:
    • Once a conference has received SECNAV approval, the approved attendee roster is the only list of personnel authorized to attend a conference. In order to initiate orders, personnel are required to submit the approved attendee roster, the SECNAV approval letter, and the Navy Medicine Travel Mission Criticality Attestation form to their travel coordinator.

Approved requests are funded by the command of each requesting attendee or by the command requesting to host a conference. All costs must be paid from an activity’s existing budget authority.

**NOTE: Final approval for attendance is subject to command authorization based on funding availability and mission criticality.**