Definitions of Travel Expenses and Hotel/Lodging Rates
- Travel expenses include hotel/lodging, meals, and incidental expenses, excluding transportation to and from destination.
- Hotel/lodging rate covers daily cost inclusive of taxes and service charges.
Approval Procedures for Official Travels and Travel Expense Payments
- Travels under 30 days require approval by head of office/bureau.
- Travels of 30 days or more require approval by Department Secretary or equivalent.
- Department Secretary's approval substitutes approval from the Secretary of Budget and Management.
Allowable Travel Expenses for Local Travel
- Daily travel expense is PhP 800, apportioned as:
- 50% for hotel/lodging
- 30% for meals
- 20% for incidental expenses
- Reimbursement of actual expenses beyond the authorized amount is possible only with agency head certification and receipts.
- Certification/affidavit of loss cannot replace required bills or receipts.
- Entitlement begins upon arrival at destination and ceases upon departure, with percentages depending on arrival/departure times:
- Arrival by 12:00 noon: 100% of daily allowance.
- Arrival after 12:00 noon: 80% (hotel + dinner + incidental).
- Departure before 12:00 noon: 30% (breakfast + incidental).
- Departure at 12:00 noon or later: 40% (breakfast + lunch + incidental).
Travel Expense Claims Within 5-Kilometer Radius
- Claims allowed only if official stays whole duration at assignment place, supported by bills and receipts.
- If commuting daily, reimbursement capped at PhP 400 per day covering fare, meals, and incidentals.
Reimbursement of Airport Terminal Fee
- Authorized for fees at point of embarkation upon completion of official foreign trips.
Transportation During Official Travel
- Economy class transportation allowed unless host or sponsoring agency provides it or President authorizes otherwise.
Allowances for Foreign Travel
- Daily Subsistence Allowance (DSA) based on UNDP Index secured from Department of Foreign Affairs.
- DSA apportionment:
- 50% for hotel/lodging
- 30% for meals
- 20% for incidental expenses
- If country not listed, DSA of nearest country applied.
- Reimbursement for actual expenses exceeding DSA allowed with agency head certification and receipts.
- Affidavit of loss not acceptable in lieu of receipts.
- Entitlement percentages on arrival and departure times mirror local travel scheme.
- DSA equated with per diem under RA No. 7157 (Foreign Service Act of 1991).
Allowances on Assignment or Cross-Posting Abroad
- Lodging allowances start upon actual arrival at the post.
- Live quarters allowance not collectible until first day of month following arrival.
- Lodging allowance based on post classification per EO No. 101 (1993), observing the 50% hotel/lodging apportionment.
Rendition of Account for Cash Advances
- Accounts must be rendered within 60 days after return from foreign travel, 30 days for local travel.
- Refunds may be in U.S. dollars or Philippine currency based on prevailing exchange rate, with official proof required.
- Non-compliance results in suspension of salary until compliance.
Reporting Requirements After Official Travel
- Officials must submit reports with recommendations within 30 days after return.
- For international conferences/ conventions, delegation reports must be submitted to the President through the department head with copy to DFA.
- Individual supplemental reports allowed.
Repeal and Effectivity
- All inconsistent orders, rules, or regulations repealed or modified.
- Order takes effect immediately upon signing.