NIH has updated its position on the allowability of meals in the October 2010 edition of the NIH GPS: “The cost of meals served at a meeting or conference, for which the primary purpose is the dissemination of technical information, is allowable” under certain conditions.

For the full text please refer to ‘Meals’ :

http://grants.nih.gov/grants/policy/nihgps_2010/nihgps_ch7.htm#selected_cost_items

Mara Sinats

Senior Sponsored Programs Associate

Buck Institute for Age Research

8001 Redwood Boulevard

Novato, CA 94945

Telephone: (415)209-2031

Fax: (415)209-2031

Email:xxxxxx@buckinstitute.org

From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Katie Hudson
Sent: Friday, November 05, 2010 2:08 PM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] local meeting expense

The NIH Grants Policy Manual is more restrictive than A21 on this. Food, in particular (unless as a traveler's expense), can only be charged if it was originally budgeted, justified and approved. I've only seen that sort of cost approved on a P01.

See 'Meals' here: http://grants.nih.gov/grants/policy/nihgps_2003/NIHGPS_Part6.htm#_Toc54600125

-Katie

On 11/5/2010 12:13 PM, xxxxxx@ADEA.ORG wrote:

I’m not sure why not. Per A21, J.32, Meetings and Conferences, “Costs of meetings and conferences, the primary purpose of which is the dissemination of technical information, are allowable. This includes costs of meals, transportation, rental of facilities, speakers' fees, and other items incidental to such meetings or conferences. But see section J.17, Entertainment costs.” It doesn’t sound like your meeting would fall under Entertainment, so you should be all right unless the specific grant agreement says otherwise.

Maureen B. McMahon

Grants Manager

Center for Educational Policy and Research

American Dental Education Association

The Voice of Dental Education

1400 K Street NW, Suite 1100, Washington, DC 20005

Voice 202-289-7201 ext. 137

Fax 202-289-7204

xxxxxx@adea.org

www.adea.org

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From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Pamela K Mott
Sent: Friday, November 05, 2010 3:07 PM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] local meeting expense

Our university’s policy is that such meetings cannot be paid by grant funds.

Pamela K. Mott, M.A.
Director, Research Services
Department Physical Medicine and Rehabilitation
University of Alabama at Birmingham
1717 6th Ave South, SRC 529
Birmingham, AL 35233
Phone: (205) 934-3334
Fax: (205) 975-4691
email: xxxxxx@uab.edu

From: Research Administration List [mailto:xxxxxx@hrinet.org] On Behalf Of Lingle, Gary
Sent: Friday, November 05, 2010 9:36 AM
To: xxxxxx@hrinet.org
Subject: [RESADM-L] local meeting expense

I wonder if someone could provide a bit of clarity on this subject. Can an R01 support expenses associated with a meeting of the collaborating investigators. Expenses might include conference room rental, meals or refreshments (no alcohol),and AV rental?

Gary Lingle

Methodist. Leading Medicine.

Recognized by U.S.News & World Report as one of America's "Best Hospitals" in 13 specialties. Named to FORTUNE magazine's "100 Best Companies to Work For" list five years in a row Designated as a Magnet hospital for excellence in nursing Visit us at methodisthealth.com Follow us at twitter.com/MethodistHosp and www.facebook.com/MethodistHospital

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Katie Hudson
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Extramural Funds Accounting - Molecular and Cell Biology
University of California, Berkeley
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Phone/voice: 510.642.7299 Fax: 510.642.9937

E-mail: xxxxxx@berkeley.edu