Law Summary
Documentary Requirements for Travel Authorities and Entitlements
- Requests must clearly state destination, duration, purpose, justification, and chargeability of expenses.
- Must demonstrate compliance with the minimum criteria.
- Specific annexes detail supporting required documentation:
- Annex A: Heads of Departments, GOCCs, GFIs, and agencies under/attached to the Office of the President (OP).
- Annex B: Undersecretaries, Assistant Secretaries, Directors, and equivalent ranks.
- Annex C: Travel tax exemptions for private individuals, groups, or organizations.
Submission Deadlines and Processing Procedures
- Requests must be submitted at least 10 working days before departure.
- Exceptions allowing submission not later than 2 working days only for justifiable reasons.
- Malacanang Records Office (MRO) may require preliminary document checks to ensure completeness.
- Late submissions are not accepted.
Travel Expenses and Allowance Guidelines
- Daily Subsistence Allowance (DSA) based on United Nations Development Program (UNDP) monthly rates.
- DSA apportionment: 50% accommodation, 30% meals, 20% incidentals.
- Accommodation claims exceeding DSA may be reimbursed up to 130% of UNDP rate.
- Representation allowances capped as per annexes and disallowed for speaking engagements or training.
- Airfare limited to economy class except:
- Long-haul flights (exceeding 4 hours) may allow business class.
Prohibited Recipients of Foreign Travel Authorities
- Private individuals generally not allowed travel authorities.
- Consultants and contractual personnel are excluded except in highly meritorious cases with written justification.
- Spouses and children of government officials not entitled unless diplomatic protocol dictates otherwise.
Private Trips of Government Officials and Employees
- Officials must secure leave and travel authorization even if travel incurs no government cost.
- No departure allowed without appropriate leave clearance and agency authorization.
Penalties and Administrative Sanctions
- Non-compliance grounds for denial or non-processing of travel authority, entitlement claims, and tax exemptions.
- Administrative cases under civil service rules may be filed for misconduct and insubordination.
- Additional penalties and personnel actions may be imposed under relevant laws.
Enforcement Directive to the Bureau of Immigration
- Bureau of Immigration instructed to strictly enforce this Circular.
- Required to promulgate rules to fulfill Circular objectives.
Repeal of Inconsistent Orders
- Memorandum Circular No. 7 (2010) and other conflicting issuances are modified or repealed accordingly.
Separability Clause
- Invalidity of any provision does not affect the validity of other provisions.
Effectivity
- The Circular takes effect immediately upon release.
Annex A: Documentation for Heads of Departments, GOCCs, GFIs, and Attached Agencies
- Invitations/meeting notices.
- Confirmation of dates.
- Administrative arrangements.
- Itemized expenses and chargeability.
- Flight itineraries.
- Schedule of activities.
- Justifications for excess hotel allowances, business class airfare, non-commutable representation allowances (max US$1,000).
- List of delegation members.
- Designation of officer-in-charge.
- For no-cost trips, letters from sponsors covering expenses.
Annex B: Documentation for Undersecretaries, Assistant Secretaries, Directors, and Equivalent Ranks
- Invitations/meeting notices.
- Meeting date confirmations.
- Administrative arrangements.
- Detailed expenses and chargeability.
- Flight itineraries.
- Schedule of activities.
- Justifications for excess hotel allowances, business class airfare (only for Undersecretaries and Assistant Secretaries), non-commutable representation allowances capped at US$500 (Undersecretaries) and US$300 (Assistant Secretaries).
- Certified copies of travel authorities/assignment orders.
- Delegation member lists when applicable.
Annex C: Travel Tax Exemption Requirements for Private Entities
- Invitations to competitions, performances, or similar activities.
- Endorsements by relevant government agencies with statements on how exemptions advance national interest.