For
the purposes of this policy, the terms "meeting" and
"conference" are used interchangeably.
This
policy excludes official NRCS training (National Employee Development Center)
and IN NRCS program related meetings (certification training), or mandated
attendance at meetings.
All
requests to attend meetings must be made to the supervisor and include a
written justification, including the benefits to the employee. Individual approval for attendance at all
meetings is at the discretion of the supervisor.
All
meeting and conference requests are considered based on fund availability,
benefits to NRCS, and efficiency in attaining objectives. As an example,
supervisors and approving officials must consider the cost and education benefits
in granting approvals for conferences.
To
provide the greatest benefit to the agency, it is highly encouraged that
employees share what they have learned at meetings and conferences with other employees
at staff meetings.
State
level coordination of meeting announcements and approvals is necessary (1) when
meeting requests must be submitted to the national office for approval (2) to
ensure all employees have equal opportunity to attend the meeting and (3) to
determine the appropriate attendance level.
Professional
development activities are considered work related but not work required. The agency
encourages attendance at professional development meetings and may provide
financial support for employees to attend one per year, unless directed
to attend. Professional society meetings can provide training, networking, and
leadership building opportunities. As stated in 360 GM Part 410.50, while
attendance is encouraged by the agency to establish and maintain effective
contacts with others and to enhance career development, networking is an
individual responsibility of the employee and must not interfere with the
performance of official duties.
(Example:
Annual NRCS Professional Employee Association Training Conferences; National
SEPM meetings; National SWCS or American Society of Agricultural and Biological
Engineers meeting; and National NRCS Volunteer meeting).
This
policy excludes meetings in which employees are directed to attend by their
supervisor (e.g. District Conservation meeting).
The
following are guidelines for three levels of agency support commensurate with meeting
importance and requirements.
1)
Official time and use of government vehicle. Travel (per diem) and
conference fees not included. Supervisor approval needed. (Example: annual
Federal Women's Program Conference, SWCS Chapter Meetings, SWCS Regional
Meetings and Workshops - Does not include SWCD council meetings).
·
Purpose
of attendance: Meeting related to present duties/responsibilities or
documented NRCS career goals.
Approval:
·
Request
to the supervisor with benefits to the employee. To aid
in making a decision, the supervisor may request additional information (e.g.
description of benefits or agenda).
·
Supervisor
may require a brief report after the meeting.
·
Can
attend more than one a year, dependent upon workload priorities.
2)
Official time, use of government vehicle, and travel (per diem) and conference
fees. Supervisor approval needed. (Examples: Northern Indiana Grazing
Conference.)
·
Purpose
of attendance: to receive training, to represent
the agency,
or to present information. The meeting must be directly connected with present
duties. If the main purpose of attending the meeting is training, then training
objectives must be documented in an employee's training plan through AgLearn. Other
purposes may also be to make a presentation that contributes knowledge gained
through work with NRCS or to serve as a representative of the agency.
Approval:
·
Request
to the supervisor with agenda, description of benefits to job duties, program
benefits or documented career goals, and approximate travel costs.
·
A
brief report to the supervisor may be required after the meeting.
3) Official
time, travel expenses (per diem and transportation), and conference fees for
national or regional meetings/conferences. Recommendation will be
made by supervisor and approved by the appropriate Leadership Team member and
approved by the STC.
(Examples: Annual NRCS Professional Employee Association Training Conferences;
National SEPM meetings; National SWCS or American Society of Agricultural and
Biological Engineers meeting; and National NRCS Volunteer meeting).
·
Purpose
of attendance: Meeting must have a connection with the present job or career
goals, and have broad benefits to agency objectives. Attendee will be
considered under the following criteria:
o
Training,
as documented in employee's training plan through AgLearn. The cost efficiency
of attaining training through the conference vs. other means will be considered.
o
Holding
positions of statewide program responsibility (e.g. SEPM meetings)
o
Receiving
a significant award or recognition
o
Presenting
a topical paper
o
Serving
as a National Officer
o
Serving
as session chairperson, field trip leader, or organization officer
Approval;
·
Request
must be made to the supervisor with agenda, description of benefits, employee
participation in meeting, and approximate costs
·
Attendance
history will be evaluated. Employees who have not previously attended the
meeting will be given preference
·
Report
of findings or benefits from the meeting may be provided by the supervisor and
others as directed by the supervisor. Fund availability will ultimately dictate
the number of employees approved to attend.
Conference/registration
fees can be paid or reimbursed by NRCS when required for attendance. Travel credit cards may NOT
be used for payments of a registration fee. The
Field Office Assistants (FOA’s), State Office Assistants (SOA’s) and the Contracting
Officer are Government Purchase Cardholders and if credit cards are accepted
they can pay the registration fee with their purchase card. In order for the Purchase Cardholder to pay
for registration in advance of the event, a SF-182 must be completed and given
to the Purchase Cardholder to make that charge to their card along with the
completed registration form. If credit cards are not accepted
the employee may pay with personal funds and once a receipt is obtained request
reimbursement on a SF1164, Claim for Reimbursements for Expenditures on
Official Business.