Law Summary

Overview

This Memorandum Circular addresses the procedures for requests for travel authority, travel expenses and allowances for trips abroad, and travel tax exemptions applicable to government officials and personnel. It aims to streamline the submission process and ensure compliance with necessary documentation.

Submission Requirements

• Legal Principle: Requests for travel authority must be submitted with complete documentation to facilitate processing.
• Key Definitions:
  • Travel Authority: Permission granted for official travel abroad.
  • Daily Subsistence Allowance (DSA): A per diem to cover accommodation, meals, and incidental expenses based on UNDP rates.
• Important Requirements:
  • Requests must be submitted at least ten (10) working days prior to departure.
  • Submissions must include specific details such as destination, duration, and purpose of travel.
  • Facsimile copies will not be accepted.

Supporting Documentation

• Legal Principle: Detailed documentation is required based on the rank of the requester.
• Key Documents:
  • Heads of Departments/GOCCs must provide:
    • Invitations, confirmations, and administrative arrangements.
    • Itemized statements of expenses.
    • Flight itineraries and schedules.
  • Undersecretaries/Assistant Secretaries must include similar documentation with specified allowances.
• Important Requirements:
  • Justifications for expenses exceeding the UNDP DSA rates must be included.
  • Private individuals or consultants are not eligible for travel authority or funding.

Travel Expenses and Allowances

• Legal Principle: Regulations govern the amount and type of expenses that can be claimed.
• Key Definitions:
  • Representation Allowance: Maximum of $1,000 for certain officials.
  • Airfare Restrictions: Limited to restricted economy class for non-long-haul flights.
• Important Requirements:
  • DSA rates are guided by UNDP monthly specifications.
  • Additional allowances for Undersecretaries and Assistant Secretaries differ and have specific caps.

Late Submissions

• Legal Principle: Exceptions to the ten-day rule must be justified.
• Important Requirements:
  • If the ten-day lead time cannot be met, the reason must be stated in the request.
• Consequences: Non-compliance with requirements may result in denial or non-processing of requests.

Reporting Obligations

• Legal Principle: Travel reports are mandatory post-travel.
• Important Requirements:
  • A report with recommendations must be submitted within one (1) month after return.
  • Delegation reports must be submitted through the Secretary of Foreign Affairs within the same timeframe.

Annexes for Documentation

• Annex aAa: For Heads of Departments and Agencies, detailing specific documentation needed for travel requests.
• Annex aBa: For Undersecretaries and Officials, outlining necessary documentation and allowances.
• Annex aCa: For private individuals/groups requesting travel tax exemptions, specifying required documents.

Key Takeaways

• All travel authority requests must be submitted with complete documentation at least 10 working days before departure.
• Proper classifications and documentation are essential for processing travel expenses and allowances.
• Late submissions require justification and are subject to denial.
• A report is mandatory after travel, reinforcing accountability for official trips.
• Non-compliance with submission requirements can lead to penalties, including denial of travel authority or expenses.