Required Information in Travel Requests
- Detailed information on destination(s), duration, purpose(s), and justification(s) must be clearly stated.
Supporting Documents for Official Travelers
- For Heads of Departments, Government-Owned and Controlled Corporations (GOCCs), Government Financial Institutions (GFIs), and Agencies under or attached to OP (Annex aAa):
- Invitations/notices, confirmed schedules, administrative arrangements.
- Itemized expenses with chargeability, flight itineraries, schedule of activities.
- Justifications for hotel allowances exceeding UNDP Daily Subsistence Allowance (DSA) rates, business class airfares, and representation allowances (max US$1,000).
- List of delegation members and designation of acting officials.
- Documentation on expense chargeability when costs are not borne by the government.
- For Undersecretaries, Assistant Secretaries, Directors, and officials of equivalent ranks and other government personnel (Annex aBa):
- Similar documentation as above with lower caps on representation allowances (US$500 for Undersecretaries, US$300 for Assistant Secretaries).
- Certified Travel Authorities or Assignment Orders from respective heads.
- List of delegation members, if applicable.
Travel Tax Exemption for Private Individuals and Groups
- Requests must include invitations to participate in relevant events and endorsements by pertinent government agencies (Annex aCa).
- Private individuals and consultants do not receive travel authorities or government funding.
Travel Expense Limits and Allowance Guidelines
- No representation allowances for officials traveling abroad for speaking engagements or training/study.
- Representation allowances capped at US$1,000 per travel.
- Airfare should be restricted economy class for flights under four hours, except for long-haul flights.
- Daily Subsistence Allowance to follow rates published monthly by the United Nations Development Programme (UNDP).
Late Submission and Exceptions
- Situations where late submission is unavoidable must be justified in the travel request.
- Failure to comply with requirements leads to denial or non-processing.
Post-Travel Reporting Requirements
- Officials must submit a report with recommendations to their Head of Office/Agency within one month after returning.
- Delegation reports on conference participation must be forwarded through the Secretary of Foreign Affairs to OP within one month after the event's conclusion.
Implementation and Enforcement
- The memorandum circular takes effect immediately upon issuance.
- Strict compliance is mandated to facilitate smooth workflow and proper evaluation of travel requests.
Summary of Key Annexes:
- Annex aAa: Documentation requirements for top-level officials including department heads and heads of GOCCs/GFIs.
- Annex aBa: Documentation and expense limitations for undersecretaries, assistant secretaries, directors, and equivalent ranks.
- Annex aCa: Criteria for private individuals/groups applying for travel tax exemption.
This Memorandum Circular provides comprehensive procedural guidelines for the authorization, expense entitlement, and reporting related to official foreign travel by government personnel, ensuring accountability, fiscal responsibility, and adherence to defined limitations and documentation protocols.