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Complementary Hotel Rooms (example 2)
As noted on our Complementary Hotel Rooms page, below is example 2 of the declaration that a cooperator attaches and submits in GrantsOnline. Unlike example 1, example 2 is based on airfare, not hotel rooms. Also example 2 involves a change to the project budget.
Enter: In GrantsOnline/Award Action Request/Other/Description [example 2]: "BARE wishes to let ITA employee Kellie Watt use a complementary ("comp") airfare provided to BARE by Lufthansa Airlines for the nights to April 2-5, 2019. BARE intends to claim the value of the comp airfare as match. See the attached document for details."
Attach: In GrantsOnline/Award Action Request/Other/Description: Attach a document describing the use of the comp hotel room in detail. See example 2 below.
| # | Point | Example 2, Business Alliance for Renewable Energy (BARE) |
|---|---|---|
| a | Description of specific project activity | BARE's approved cooperative agreement objectives include establishing and deepening relationships with government and other officials in Turkey relevant to planning and approving electric power generation projects. To accomplish this objective the ITA-MDCP and federal program officer have agreed with BARE including Energy Instanbul, April 2-5, 2019, in the operating plan for fiscal 2019.
|
| b | Purpose for the ITA-MDCP team member's participation (showing a nexus to the MDCP project purpose) | ITA-MDCP team leader Kellie Watt of ITA's energy office will accompany BARE officials and several BARE member companies to gain understanding of energy projects planned in Turkey. Kellie, BARE, and ITA's Commercial Service staff in Istanbul will leverage the experience to help U.S. firms export U.S. energy goods and services to Turkey, the ultimate objective of the project. |
| c | Method of payment--cash or in-kind (for air travel only US-flagged carrier is allowed as match) | In-kind. Lufthansa has provided BARE two complementary Washington, DC-Istanbul round-trip tickets, the value of which Lufthansa lists at $1,053. The comp airfare from Lufthansa complies with the Fly America Act because Lufthansa is a German-flagged carrier. The U.S. government Fly-America-Act-compliant bilateral/multilateral has an “open skies agreement” with the European Union (EU). As an EU member, Germany participates in this open skies sgreement. |
| d | Amount to approve as a non-federal cost (match) under the award | $1,053 |
| e | Will funds will be reallocated from the approved budget? | Yes.
|
| If yes, provide a brief description of how the funds will be reallocated | BARE contemplated receiving comp airfare for its MDCP project events. Comp airfares are not uncommon if an organizer like BARE recruits enough participants to surpass a certain threshold of airline seats booked in order to receive one or more comp airfares. It is also not uncommon for an event organizer like BARE to pass on such comp airfare to an entity other than BARE or participating firms, free of charge or reimbursement. Such entities often include expert participants in panels or other event activities. Such entities include federal government officials, specifically in the case of this MDCP project, ITA officials. The accurate MDCP budget category of comp airfare is travel. The federal and non-federal share for travel that BARE will be reporting are greater than what it estimated in its MDCP project budget. As a result, BARE will be claiming more travel expense than originally budgeted and less for supplies, expenses. Claiming the comp air fare to be used by Kellie will not reduce the match that BARE pledged in its MDCP project budget. |
|
| f | If yes, describe the impact resulting from any such reallocation | Cumulative category-to-category changes are less than 10% of the total MDCP project budget. Accordingly, BARE will not request a budget amendment. BARE will claim the comp Lufthansa airfare as part of its non-federal share in the travel category. |
More background about the administration of this policy is available to ITA staff on this MDCP wiki page.
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