DOJ Sponsored Conference Request and Report Form

1. Overview

The United States Department of Justice (DOJ) sponsors a variety of conferences, workshops, and symposia to promote collaboration, knowledge sharing, and professional development among attorneys, law enforcement personnel, policy makers, and scholars. To ensure proper oversight, each event must be documented through a standardized Conference Request and Report Form. The form serves two distinct purposes: (1) to obtain prior approval before any DOJsponsored conference is organized or attended, and (2) to provide a postevent report that details expenditures, outcomes, and compliance with DOJ policies.

2. Purpose of the Form

The form is designed to:

• Verify that the proposed conference aligns with DOJ mission objectives.
• Confirm that the event complies with federal travel, ethics, and financialmanagement regulations.
• Provide a transparent record of how DOJ funds are used for conferencerelated activities.
• Enable oversight officials to assess the value and impact of each event.

3. Who Must Complete the Form?

The following individuals or groups are required to submit a completed form:

• DOJ employees who intend to attend an external conference that will be funded, in whole or in part, by the Department.
• Divisions or bureaus planning to host a conference, workshop, or training session where DOJ funds are used for venue, speakers, or materials.
• Contractors or grantees who receive DOJ assistance to organize a conference that involves DOJ personnel.

Failure to submit the form before the event may result in the denial of reimbursement and could trigger audit findings.

4. Submission Process

The process is divided into two phases: the Request (preapproval) and the Report (postevent). Both phases are completed through the same electronic portal.

1. Log in to the DOJ Conference Management System (CMS) using your Common Access Card (CAC) or secure credentials.
2. Select New Request and fill out all required fields (see Section5).
3. Attach supporting documents such as the conference agenda, speaker bios, and a detailed budget.
4. Submit the request for review. It will be routed to the appropriate approving official (e.g., Division Chief, Office of Management and Budget liaison).
5. After the conference, log back in, open the original request, and choose Submit Report. Complete the reporting fields and upload receipts.
6. The report is reviewed for compliance and closed in the system.

5. Form Sections and Required Information

The form consists of the following main sections. All fields marked with an asterisk (*) are mandatory.

6. Timeline & Deadlines

To avoid delays, follow these general timing guidelines:

• Initial request: Submit at least 30 days before the conference start date.
• Approval notice: Expect a decision within 1014 business days of submission.
• Travel reservations: Can be booked after receiving approval but no later than 5 days before departure.
• Report submission: Must be filed within 30 calendar days after the conference concludes.

Exceptions may be granted for urgent or highpriority events, but a justification must be included in the request.

7. Tips for a Successful Request

• Be specific: Clearly articulate how the conference advances DOJ priorities such as criminal justice reform, anticorruption initiatives, or cybersecurity.
• Provide a detailed budget: Break down every cost line item. Rounded figures or to be determined entries often result in additional questions.
• Attach supporting documents: Include the official conference invitation, agenda, and speaker rsums.
• Check for conflicts of interest: Conduct a quick selfreview before completing the ethics section.
• Use the correct cost codes: Consult the DOJ Financial Management Manual for the appropriate accounting classification.

8. Reporting Requirements

The postconference report must include:

• Verification that all listed participants actually attended.
• Itemized actual expenses with original receipts attached.
• A concise summary of outcomes (e.g., new partnerships formed, policy recommendations, training certifications earned).
• Any deviations from the original budget and an explanation.
• Recommendations for future conferences or suggestions for improvement.

The report is reviewed by the same officials who approved the request. Incomplete reports may be returned for clarification, which could delay reimbursement.

9. Common Mistakes to Avoid

• Late submission: Requests submitted within 10 days of the event are often denied unless an emergency justification is provided.
• Missing signatures: The form will not route for approval without all required electronic signatures.
• Insufficient budget detail: Vague entries such as travel or food without amounts trigger additional queries.
• Failure to attach receipts: The postevent report is rejected if supporting documentation is absent.
• Overlooking ethics statements: Even a perceived conflict must be disclosed; otherwise, the request may be flagged for audit.

10. Contact Information

For assistance with the Conference Request and Report Form, contact the DOJ Conference Management Office:

• Email: conference@usdoj.gov
• Phone: (202) 5550123 (MondayFriday, 8:00am5:00pm ET)
• Help Desk: Online Help Desk

The Help Desk provides stepbystep guidance, troubleshooting for portal errors, and answers to frequently asked questions.

11. Additional Resources

• DOJ Financial Management Manual
• DOJ Standards of Conduct
• Office of Management and Budget Grant and Travel Guidance
• DOJ Travel Policy (PDF)