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Research Education Development (RED)
Total Awards
$1928M
Federal Awards
$1125M
Non-Federal Awards
$803M
Research Expenditures
8th (FY22)
Updated: June 29th, 2023
An important consideration for meetings and conferences hosted by UW-Madison is the source of funds being used to pay for the event. If sponsored project funds are being considered to support a meeting or conference that UW-Madison is hosting, faculty and staff must remember that agencies may restrict use of their funds to pay for meeting or conference-related expenses.
When the Uniform Guidance was implemented on 12/26/2014, it contained updated guidance on conferences. The updated guidance specifies that a conference's "primary purpose is the dissemination of technical information beyond the non-Federal entity and is necessary and reasonable for successful performance under the Federal award." (emphasis added) ("Non-Federal entity" refers to UW-Madison.) Several agencies also have updated their guidance documents to clarify limitations placed on meeting or conference expenses. A handful of examples are listed in the table below. Please contact the RSP accountant for your award with any questions.
Agency/Guidance Document (Date) | Relevant Term |
Dept. of Education (This guidance is from an individual award document, not from terms & conditions published online.) |
Some excerpts on conferences and meetings from a Dept. of Education award document include:
|
Dept. of Energy/Special Terms and Conditions for Use in Most Grants and Cooperative Agreements
(February 2015) |
CONFERENCE SPENDING (FEBRUARY 2015)
|
EPA/EPA General Terms and Conditions (12/26/2014) |
#20. Light Refreshments and/or Meals:
|
NIH/NIH Grants Policy Statement (3/31/2015) |
7.9.1 Selected Items of Cost, Meals:
|
NSF/NSF Grant Proposal Guide (12/26/2014) |
II.C.2.g.xii(b) Meals and Coffee Breaks:
|
Office of Naval Research/Office of Naval Research Terms and Conditions February 2015 |
#25. Food and Beverage:
|
USDA/NIFA/National Institute of Food and Agriculture General Terms and Conditions, Grants and Cooperative Agreements, Effective December 26, 2014 |
IX. ALLOWABLE COSTS/Meals:
|
UW-Madison's policies and procedures related to meetings and conferences are available on the Division of Business Services' website.