Expenses for meetings, retreats, seminars, symposia, workshops or event, including food and beverages, may be allowable costs on a federal award unless the sponsor expressly states otherwise. But in order for the expense to be allowable, the meeting’s primary purpose must be dissemination of technical information beyond MIT. The meeting must also be necessary and reasonable for successful performance of the federal award.
Standard group meetings in which information is shared among laboratory members do not qualify as allowable costs.
Conference hosts/sponsors must exercise discretion and judgment in ensuring that conference costs are appropriate, necessary and managed in a manner that minimizes costs to the federal award. Documentation requirements for meeting costs are at the VPF site.
Applicable Uniform Guidance section: 200.432