Acquisition Guide ————————————————————————————
——————————————————————— Chapter 31.2 (November 2009)
1
ALLOWABLE FOOD AND BEVERAGE COSTS AT
DEPARTMENT OF ENERGY (DOE) AND CONTRACTOR
SPONSORED CONFERENCES
Overview
This guide chapter discusses how Contracting Officers should help ensure only allowable
food and beverage costs are charged to contracts (both management and operating
contracts and other than management and operating contracts) that involve DOE and
contractor sponsored conferences. The chapter reminds Contracting Officers of the
requirements of DOE Order 110.3A, Conference Management, related Federal and
Departmental regulations, Departmental procurement policy, and governing contract
terms and conditions. Finally, the chapter points out contractual and administrative
requirements and the attendant responsibilities of Contracting Officers.
DOE Order 110.3A, Conference Management
DOE Order 110.3A establishes requirements and responsibilities for managing
conferences sponsored or co-sponsored by DOE. It covers a wide range of topics,
including who must approve a conference, how to pick a conference site, how many DOE
and DOE contractor employees should attend, and how to minimize costs. Regarding
allowable food and beverage costs, the Order states, among other things, that DOE will
reimburse such costs only if they are: (1) incurred where the principle purpose of the
conference is to disseminate trade, business, professional, or technical information, or to
stimulate production per contract requirements; (2) not for entertainment or alcoholic
beverages; (3) incidental to the conference; (4) incurred when attendance at the location
where meals are provided or refreshments are served is important for the attendee’s full
participation in the conference; and (5) part of a formal conference that also includes
substantial functions occurring separately from where the food is served.
Guiding Principles
9 Effective oversight systems ar