Making the Case:
Sample Memo
Requesting to Attend
IFTA/IRP Managers' and Law Enforcement Workshop
Are you interested in attending the IFTA/IRP Managers' and Law Enforcement Workshop? Use and tailor this sample memo to request permission within your organization. This document outlines the benefits of attendance, both to you and to your organization.
* * * * * * * *
Date
M E M O R A N D U M
TO:
FROM:
SUBJECT: Attending the 2017 IFTA/IRP Managers' and Law Enforcement Workshop
The IFTA/IRP Managers' and Law Enforcement Workshop will take September 26 - 28, 2017 in Salt Lake City, UT. I would like to request approval to attend this event. The workshop agenda is attached.
I understand that my attendance would be a considerable investment of both time and money, so I have provided a breakdown of expected costs. To ensure the maximum value from this investment, I plan to provide you and my colleagues a full post-meeting report, which is detailed below.
IRP: The International Registration Plan (IRP) is a registration reciprocity agreement among states of the United States and provinces of Canada providing for payment of license fees on the basis of total distance operated in all jurisdictions. IRP members include the 48 contiguous US states, the District of Columbia and ten Canadian provinces.
IFTA: IFTA, Inc. represents members of the International Fuel Tax Agreement (IFTA). Through the IFTA, member jurisdictions act cooperatively to administer and collect motor fuel use taxes.
Jurisdiction Impact: Our jurisdiction currently licenses approximately [number] IRP accounts, from which it collects approximately $[amount] in license fees. Our jurisdiction currently has [number] IFTA accounts, involving approximately $[amount] in tax revenue.
Industry Impact: Our company is an affiliate member of IRP, Inc. and/or our company is involved with the IFTA Industry Advisory Committee. Our work related to IRP and IFTA includes [list] from which we gain the benefit of [list benefits, including any revenue].
2017 IFTA/IRP Managers' and Law Enforcement Workshop: The IFTA/IRP Managers' and Law Enforcement Workshop provides an in-depth exploration of issues impacting IRP, IFTA, law enforcement and the motor carrier industry in general. Attendees include both jurisdiction and industry representatives from the US and Canada.
I have reviewed the workshop agenda and determined that [jurisdiction/company] can benefit from my attendance in the following ways [Include any of the following bullets that are pertinent]:
· By attending, I will be able to:
o Learn about recent peer review findings.
o Understand where autonomous vehicle technology stands today.
o Explore what can be done to promote succession management.
o Identify warning signs to determine who should be audited.
o Participate in an outside demonstration of roadside technology, including weigh-in-motion, license plate readers, handheld infrared, and programs to check USDOT scores and permits.
o Learn how attorneys prosecute an IRP or IFTA case.
o Explore chameleon carriers and counterfeit credentials.
o Understand the difference between established place of business and residency plus what is required for validation.
o Learn about the experiences with Electronic Logging Devices (ELD) to date from law enforcement and understand IRP / IFTA audit standpoint.
o Participate in Truckers Against Trafficking’s mobile exhibit, the Freedom Drivers Project, in order to understand simple action steps you and the trucking industry can fight human trafficking.
o Network with representatives from US and Canadian jurisdictions, as well as industry stakeholders.
o Discuss hot issues with colleagues in my job function by attending interactive breakouts.
I will use this information at the office to [follow-up steps].
· Attending will allow me to become more involved in [list any volunteer roles within IFTA or IRP here; describe the responsibilities of any relevant committees/task forces].
· I will be able to build relationships with other jurisdictions/organizations, such as [list here].
· Our office will obtain ideas about [issue] from colleagues.
· I will receive professional development, in particular, enhancing my work on [any professional goals set jointly with supervisor].
I will take detailed notes and report to management and colleagues on the key lessons learned and the specific actions to take. After the workshop, I plan to share information gained by [list possible ways, such as briefing management on the conference highlights, scheduling a time for a short presentation and Q&A to your colleagues on lessons learned, writing summaries of particular programs for colleagues, or sharing handouts from specific sessions with other staff members].
While I am out of the office, my responsibilities will be covered [describe how].
Taking into account travel and hotel, I estimate the cost to be $[amount]. See the below worksheet.
Expense / Details / CostWorkshop Registration / Early Bird rate by August 25 / $395 (Jurisdiction)
or
$445 (IRP, Inc. Affiliate Member)
Flight / $
Lodging for [number] nights / $115, plus applicable taxes (currently 12.6% per room) / $
Transportation: Local Airport to/from Home / $
Transportation: Salt Lake City Airport to/from Hotel / Complimentary hotel shuttle / $0
Parking or mileage reimbursement / $
Meals / The meeting includes breakfast on September 26, 27, and 28 and lunch on September 26 and 27. Evening meals are not included. / $
Internet at hotel / Workshop guests will receive complimentary internet access in guest rooms / $0
Miscellaneous / Baggage fee from airline / $
Total / $
The opportunity for [our jurisdiction/organization] to gain information and knowledge in [areas] and make contacts would be a wise investment.
Please let me know if anything needs clarification or elaboration and I will be happy to provide additional details. Thank you for your consideration.