Revised Travel Guidelines for Officials and Employees as Contained in the Department of Finance's (DOF) Officials and Employees' Travel Guide

July 9, 2019 DOF DEPARTMENT ORDER NO. 049-19 SUBJECT : Revised Travel Guidelines for Officials and Employees as Contained in the Department of Finance's (DOF) Officials and Employees' Travel Guide SECTION 1. Principles of Official Travel . The following principles shall govern all official travels of DOF officials and employees. Approval of requests for travel authority concerning official travels shall be based on the following principles: HTcADC 1.1. In pursuit of the DOF mandates to realize its vision and mission, especially its priority goals and objectives. 1.1.1. Travels that are in compliance with international commitments and contractual obligations of the DOF; 1.1.2. Travels in relation to the various organizations/groups that the DOF engages with in pursuit of its mandate, such as, but not limited to, the World Bank, International Monetary Fund, Association of Southeast Asian Nations, etc.; 1.1.3. Strategic meetings with senior officials, e.g. , Finance Secretary, President, etc.; 1.1.4. Ongoing preparations for major conferences to be hosted in the country; 1.1.5. Provided that these travels do not take precedence over the strategic priorities of the DOF ( e.g. , Congressional and Senate hearings); and 1.1.6. Conduct of strategic/office planning and teambuilding activities. 1.2. Professional Development 1.2.1. Travels in the form of trainings, scholarships, fellowships and other activities directly in line with an applicant's professional development needs/plan. 1.3. Enhancement of the DOF's image in recognition that its officials and employees ultimately represent the DOF especially during official travels: 1.3.1. Travels to receive awards or other forms of distinction; 1.3.2. Travels to advocate specific and officially cleared positions of the DOF on various significant issues; and 1.3.3. Travels to speak or deliver position papers on critical issues. SECTION 2. Eligibility to Travel . Under government rules and regulations, the following may be authorized to travel in an official capacity: 1. DOF officials 2. Heads of DOF-attached bureaus/agencies 3. Organic employees of the DOF and attached bureaus/agencies In case of necessity for non-organic employees, such as consultants of, and/or those engaged by way of contract of service by, government agencies, except in highly meritorious circumstances ( e.g. , unavailability of qualified employees in highly technical or specialized fields), provided it is stipulated in their contract/s and upon written justification submitted to the authorized approving officials to travel in the exigency of public service, authority to travel may be granted. aScITE Personal travels may be undertaken by any government employee provided all documentary requirements have been submitted and all procedures have been complied with. The management reserves the right to decline requests for personal travel if the schedule is deemed in conflict with a significant official undertaking. SECTION 3. General Travel Guidelines . OFFICIAL TRAVEL 3.1. Pre-Travel 3.1.1. All travel applications shall be submitted to the DOF at least ten (10) working days or more prior to the date of departure. Non-compliance therewith may be considered as a ground for disapproval of the request. 3.1.2. Priority should always be given to attendance and participation in activities directly related to the strategic priorities of the DOF ( e.g. , Congressional hearings, meetings with the President, etc. by concerned authorities over other meetings and all travels). 3.1.3. DOF officials who represent the Philippines or the DOF as members of Philippine delegations to international conferences, conventions, special missions, Technical Working Group (TWG) meetings or the like, where officials are supposed to present an official position, are required to clear with the Secretary the official positions to be taken during said events on various critical issues. 3.1.4. No petty cash fund for miscellaneous expenses granted for specific purposes shall be utilized for travelling expenses. 3.1.5. No cash advances shall be granted to any official or employee unless and until proper liquidation of cash advance for previous travel has been made or the same is first settled in accordance with the periods prescribed under Section 22 of Executive Order (EO) No. 77. Neither shall reimbursement of travel expenses be allowed until the claimant's full liquidation of previous cash advances nor shall it be allowed beyond the fiscal year of the travel period. 3.1.6. Liquidation of cash advances beyond the prescribed period may be considered as a ground for denial of the travel request. 3.1.7. No foreign travels with government funding shall be allowed for those who have not liquidated their expenses for previous government-funded travels abroad. 3.1.8. Travel applications for group delegation shall be consolidated and only one travel authority shall be issued. The approving authority reserves the right to disapprove the application for authority to travel of members of a delegation if it is evident from the travel application or proposal that he/she does not have a key role in the delegation or if the number of delegation members will prejudice the regular operations of the office. 3.2. Post-Travel 3.2.1. The Secretary may authorize, subject to availability of funds, officials' and employees' claim for reimbursement of actual travel expenses incurred in the course of official local travel under Sec. 5(d) of EO No. 77. HEITAD 3.2.1.1. Certification or affidavit of loss shall not be considered as appropriate replacement for the required airplane, ship or bus fare, boarding pass, terminal fees, hotel or lodging bills and receipts. 3.2.1.2. No portion of the actual cost of travel expenses allowed shall cover the expenses of any of the staff accompanying an official and the expenses incurred for representation. 3.2.1.3. Any official and/or employee whose travel period is extended due to sickness shall not be entitled to reimbursement of actual expenses incurred from the onset of ailment up to the time of recovery inasmuch as no government service has been rendered, unless the illness was contracted in the course of the performance of his/her duty in the field as established by supporting medical documents. 3.2.1.4. Any official and/or employee whose travel period is cancelled or extended due to a fortuitous event and/or directives of the Secretary and/or Head of the Agency shall be entitled to reimbursement of actual expenses incurred during his/her stay in the temporary station. 3.2.2. DOF officials who represent the Philippines or the DOF as members of Philippine delegations to international conferences or meetings, or who undertake official missions or assignments in the exigency of service with prior approval of the authorities listed under Section 10(a) of EO No. 77 may be allowed reimbursement of actual reasonable representation expenses that may be incurred not exceeding the rates prescribed under Sec. 16(a) of EO No. 77 when justified by circumstances and in conformity with the generally accepted customs, usages and practices, provided these expenses are duly supported by bills or receipts. 3.2.3. A Post-Travel Report shall be submitted within thirty (30) days after returning to the permanent official station. The Report shall contain the following: ATICcS a. Summary of events; b. Vital points raised, including, but not limited to, items that need future action and decision (for TWG meetings/Congressional hearings) with clear photo capturing a highlight of the event (please provide caption); c. Action plan to apply learnings during the event (for trainings and seminars); and d. Proposed schedule for echo seminar in DOF. 3.2.4. In case of participation in an international conference or convention abroad in which the Philippines is represented by a delegation, a report of the delegation shall be submitted to the President of the Philippines through the department head concerned, copy furnished the Department of Foreign Affairs (DFA), not later than thirty (30) days after the closing of the conference or convention. Any member of the delegation may also submit a supplementary report. 3.2.5. Violation of the foregoing rules on submission of reportorial requirements shall subject the officials or employees concerned to disciplinary action. PERSONAL TRAVEL 3.3. Application for Travel Authority 3.3.1. Refer to the attached Officials and Employees' Travel Guide for list of pertinent documents for travel application. GROUP DELEGATION 3.4. A group delegation is defined as a group of five (5) or more employees attending and requesting authority to travel for the same event. 3.5. A Request for Travel Authority Form (RTAF) duly accomplished by each member of a delegation shall be consolidated and submitted together with the necessary supporting documents and a cover letter indicating the specific role of each member of the delegation. 3.6. The approving authority reserves the right to disapprove the application for authority to travel of members of a delegation if it is evident from the travel application or proposal that he/she does not have a key role in the delegation or if the number of delegation members will prejudice the regular operations of the office. 3.7. Only one travel authority will be issued for a group delegation. SECTION 4. Responsibilities . 4.1. Supervising and endorsing authority's responsibility 4.1.1. Be aware of current DOF travel policy. TIADCc 4.1.2. Determine if travel is necessary and is in line with the DOF's principles for official travel. 4.2. Travelling employee's responsibility 4.2.1. Be aware of and comply with the current DOF travel policy; 4.2.2. Exercise care in determining appropriate and reasonable expenditures; 4.2.3. Submit complete travel application request with accurate supporting documents; 4.2.4. Obtain the necessary clearances especially when representing the DOF in meetings or other events where an official position is to be made; 4.2.5. Conduct oneself in a manner appropriate as an employee bearing the name and image of the DOF; 4.2.6. Submit all reports in a timely manner as prescribed in the DOF Travel Guide. 4.3. Attached bureaus and agencies, Government-Owned or Controlled Corporations (GOCCs) and Government Financial Institutions (GFIs) may adopt their own travel guide. SECTION 5. Application Process . Refer to the attached Officials and Employees' Travel Guide for guidance on the application procedure. All applicants are strongly enjoined to observe the deadline for submission of travel application with complete supporting documents, in accordance with the period prescribed under Section 3.1.1 of this Department Order. A travel application filed less than ten (10) working days prior to departure will be strongly considered for disapproval. SECTION 6. Approving Authority . All offices seeking travel approval from the DOF are enjoined to submit at the start of every quarter an updated and actual travel plan (refer to the Officials and Employees' Travel Guide) for said period, based on the proposed travel budget submitted to the Central Financial Management Office, which shall be incorporated by the Central Administration Office into the DOF Travel Plan and used as basis for approval of travel requests. Non-submission thereof may be considered as a ground for disapproval of travel applications from the requesting office. 6.1. Approval of Local Travels a. The official local travels of the Secretary, and Heads of GOCCs and GFIs, in pursuance of the functions of their respective offices, irrespective of the number of days, need not be approved by higher authorities. AIDSTE b. Travel requests by all DOF officials, i.e. , from Director level to Undersecretary level, and heads of attached bureaus and agencies shall be approved by the Secretary of Finance. c. The official local travels of government personnel for less than thirty (30) days and payment of their corresponding travel expenses shall be approved by the heads of agencies; d. The official local travels of government personnel for thirty (30) days or more and payment of their corresponding travel expenses shall be approved by the Secretary of Finance. e. Notwithstanding the foregoing, the Office of the President (OP) is not precluded from requiring any official or employee to secure authority for local travel from the said Office or from another approving authority to be designated by it. 6.2. Approval of Foreign Travels a. Regardless of the length of travels abroad and the number of delegates, official foreign travels and payment of travel expenses shall be approved by the following officials: a.1. By the OP for Secretary of Finance; a.2. By Secretary of Finance for personnel under or attached to the DOF. SECTION 7. Attachments . This Department Order contains the following attachments for reference: a. DOF Officials and Employees' Travel Guide b. Request for Travel Authority Form c. Nomination Form for Local Training d. Itinerary of Travel SECTION 8. Repealing Clause . All Orders, memoranda, circulars or other issuances or parts thereof which are inconsistent with this Department Order are hereby deemed repealed and/or modified accordingly. SECTION 9. Effectivity . This Department Order shall take effect immediately. All travels conducted after the effectivity of EO No. 77 shall be covered by this Department Order. (SGD.) CARLOS G. DOMINGUEZ Secretary ANNEXES Officials and Employees' Travel Guide As of March 2019 Principles and Allowed Nature of Official Travel The Department of Finance (DOF) recognizes the significance of travel in the conduct of official business as well as the enrichment that it offers in the form of learning opportunities, both locally and abroad. Similarly, DOF upholds the balancing act that must be done when faced with the choice between travel opportunities and official commitments. All travel applicants are strongly encouraged to align their proposed travels with the following principles while approving authorities shall be guided by these in exercising their authority. AaCTcI 1. In pursuit of the DOF mandates to realize its vision and mission especially its priority goals and objectives a. Travels that are in compliance with international commitments and contractual obligations of the DOF; b. Travels in relation to the various organizations/groups that the DOF engages with in pursuit of its mandate, such as, but not limited to, the World Bank, International Monetary Fund, Association of Southeast Asian Nations, etc.; c. Strategic meetings with senior officials, e.g. , Finance Secretary, President, etc.; d. Ongoing preparations for major conferences to be hosted in the country; e. Provided that these travels do not take precedence over the strategic priorities of the DOF ( e.g. , Congressional and Senate hearings); and f. Conduct of strategic/office planning and teambuilding activities. 2. Professional Development a. Travels in the form of trainings, scholarships, fellowships and other activities directly in line with an applicant's professional development needs/plan. 3. Enhancement of the DOF's image in recognition that its officials and employees ultimately represent the DOF especially during official travels: a. Travels to receive awards or other forms of distinction; b. Travels to advocate specific and officially cleared positions of the DOF on various significant issues; and c. Travels to speak or deliver position papers on critical issues. Authority to Travel Under government rules and regulations, the following may be authorized to travel in an official capacity: 1. DOF officials 2. Heads of DOF-attached bureaus/agencies 3. Organic employees of the DOF and attached bureaus/agencies In case of necessity for non-organic employees, such as consultants of, and/or those engaged by way of contract of service by, government agencies, except in highly meritorious circumstances ( e.g. , unavailability of qualified employees in highly technical or specialized fields), provided it is stipulated in their contract/s and upon written justification submitted to the authorized approving officials to travel in the exigency of public service, authority to travel may be granted. Personal travels may be undertaken by any government employee provided all documentary requirements have been submitted and all procedures have been complied with. The management reserves the right to decline requests for personal travel if the schedule is deemed in conflict with a significant official undertaking. EcTCAD Definition of Terms a. Daily Subsistence Allowance (DSA) the cost to cover expenses for foreign travel, which includes costs for hotel accommodation or lodging, meals, and incidental expenses. b. Daily Travel Expenses (DTE) the amounts authorized to cover expenses for local travel, which consist of (1) costs for hotel accommodation or lodging, including the prescribed taxes and service charges, (ii) meals, and (iii) incidental expenses, including cost for local or inland transportation and reasonable miscellaneous expenses at the place of assignment. c. Group Delegation a group of five (5) or more employees attending and requesting authority to travel for the same event. d. Permanent Official Station refers to the DOF as official place/point of reference/embarkation. e. Transportation Expenses the actual fares of the authorized modes of transportation ( e.g. , land, sea, and air) for local and foreign travels from the Permanent Official Station to the destination or place of assignment and back. SDHTEC GENERAL TRAVEL GUIDELINES PRE-TRAVEL 1. All travel applications shall be submitted to the DOF at least ten (10) working days or more prior to the date of departure. Non-compliance therewith may be considered as a ground for disapproval of the request. 2. Priority should always be given to attendance and participation in activities directly related to the strategic priorities of the DOF ( e.g. , Congressional hearings, meetings with the President, etc. by concerned authorities over other meetings and all travels). 3. DOF officials who represent the Philippines or the DOF as members of Philippine delegations to international conferences, conventions, special missions, Technical Working Group (TWG) meetings or the like, where officials are supposed to present an official position, are required to clear with the Secretary the official positions to be taken during said events on various critical issues. 4. No petty cash fund for miscellaneous expenses granted for specific purposes shall be utilized for travelling expenses. 5. No cash advances shall be granted to any official or employee unless and until proper liquidation of cash advance for previous travel has been made or the same is first settled in accordance with the periods prescribed under Section 22 of Executive Order (EO) No. 77. Neither shall reimbursement of travel expenses be allowed until the claimant's full liquidation of previous cash advances nor shall it be allowed beyond the fiscal year of the travel period. 6. Liquidation of cash advances beyond the prescribed period may be considered as a ground for denial of the travel request. 7. No foreign travels with government funding shall be allowed for those who have not liquidated their expenses for previous government-funded travels abroad. 8. Travel applications for Group Delegation shall be consolidated and only one travel authority shall be issued. The approving authority reserves the right to disapprove the application for authority to travel of members of a delegation if it is evident from the travel application or proposal that he/she does not have a key role in the delegation or if the number of delegation members will prejudice the regular operations of the office. POST-TRAVEL 1. The Secretary may authorize, subject to availability of funds, officials' and employees' claim for reimbursement of actual travel expenses incurred in the course of official local travel under Sec. 5(d) of EO No. 77. a. Certification or affidavit of loss shall not be considered as appropriate replacement for the required airplane, ship or bus fare, boarding pass, terminal fees, hotel or lodging bills and receipts. b. No portion of the actual cost of travel expenses allowed shall cover the expenses of any of the staff accompanying an official and the expenses incurred for representation. AScHCD c. Any official and/or employee whose travel period is extended due to sickness shall not be entitled to reimbursement of actual expenses incurred from the onset of ailment up to the time of recovery inasmuch as no government service has been rendered, unless the illness was contracted in the course of the performance of his/her duty in the field as established by supporting medical documents. d. Any official and/or employee whose travel period is cancelled or extended due to a fortuitous event and/or directives of the Secretary and/or Head of the Agency shall be entitled to reimbursement of actual expenses incurred during his/her stay in the temporary station. 2. DOF officials who represent the Philippines or the DOF as members of Philippine delegations to international conferences or meetings, or who undertake official missions or assignments in the exigency of service with prior approval of the authorities listed under Section 10(a) of EO No. 77 may be allowed reimbursement of actual reasonable representation expenses that may be incurred not exceeding the rates prescribed under Sec. 16(a) of EO No. 77 when justified by circumstances and in conformity with the generally accepted customs, usages and practices, provided these expenses are duly supported by bills or receipts. 3. A Post-Travel Report shall be submitted within thirty (30) days after returning to the Permanent Official Station. The Report shall contain the following: a. Summary of events; b. Vital points raised, including, but not limited to, items that need future action and decision (for TWG meetings/Congressional hearings) with clear photo capturing a highlight of the event (please provide caption); c. Action plan to apply learnings during the event (for trainings and seminars); and d. Proposed schedule for echo seminar in DOF. 4. In case of participation in an international conference or convention abroad in which the Philippines is represented by a delegation, a report of the delegation shall be submitted to the President of the Philippines through the department head concerned, copy furnished the Department of Foreign Affairs (DFA), not later than thirty (30) days after the closing of the conference or convention. Any member of the delegation may also submit a supplementary report. 5. Violation of the foregoing rules on submission of reportorial requirements shall subject the officials or employees concerned to disciplinary action. RESPONSIBILITIES OF THE SUPERVISING AND ENDORSING AUTHORITY 1. Be aware of current DOF travel policy. 2. Determine if travel is necessary and is in line with the DOF's principles for official travel. RESPONSIBILITIES OF THE TRAVELLING OFFICIAL AND/OR EMPLOYEE 1. Be aware of and comply with the current DOF travel policy. 2. Exercise care in determining appropriate and reasonable expenditures. 3. Submit complete travel application request with accurate supporting documents. 4. Obtain the necessary clearances especially when representing the DOF in meetings or other events where an official position is to be made. 5. Conduct oneself in a manner appropriate as an employee bearing the name and image of the DOF. 6. Submit all reports in a timely manner as prescribed in this Travel Guide. OFFICIAL TRAVEL Procedures for Application of Travel Authority (TA) Foreign Travel 1. Prepare the following documents for submission to the Central Records Management Division (CRMD) at least ten (10) working days before the date of departure. All attached bureaus and agencies are enjoined to observe this deadline. caITAC Please ensure that your Request for Travel Authority Form (RTAF) is duly accomplished and endorsed. Improperly filled up, incomplete and old RTAFs shall not be accepted by the Personnel Services Division (PSD). The 10-working day period before departure submission shall also be strictly observed. Travel applications for Group Delegations shall be a consolidation of individual RTAFs of the delegation members with the necessary supporting documents and a cover letter indicating the specific role of each member of the delegation. Accomplished and Endorsed RTAF Supporting Documents Endorsement letter from Head of Agency Bank/Office Resolution Leave application form e.g. , invitation, program, acceptance letters for scholarships, Personnel Career Development Committee (PCDC) clearance, clearance of official position, etc. DOF Officials and Employees (including delegations) Officials and employees of Attached bureaus/agencies (including delegations) [for Development Bank of the Philippines (DBP), Land Bank of the Philippines (LBP), and Social Security System (SSS)] Personnel detailed to DOF 2. The request of DOF personnel shall be forwarded to the Central Administration Office (CAO) for evaluation and processing. Further evaluation of the request by other concerned Offices in the DOF may be made on a case to case basis. 3. The PSD drafts the TA, and Indorsement to the DFA [also the Indorsement to the Office of the President (OP), if necessary]. 4. The TA is forwarded to the appropriate office for signature. Regardless of the length of travels abroad and the number of delegates, official foreign travels and payment of travel expenses shall be approved by the following officials: a. By the OP for Secretary of Finance; b. By Secretary of Finance for personnel under or attached to the DOF. 5. Approved TAs are forwarded to the CRMD for proper recording and release to the authorized recipient. Local Travel (Training) Attendance of DOF employees to local training/seminars held within Metro Manila shall be limited to four (4) participants per course while courses held outside Metro Manila (Luzon, Visayas, and Mindanao) shall be limited to three (3) participants per course. In cases of exigencies of the service, participants exceeding the number specified above may be sent with the recommendation of the Head of the PCDC Secretariat and the approval of the DOF PCDC. Proposed travels for trainings, seminars and short courses shall always be supported by a PCDC endorsement and approval. Otherwise, a travel application shall be forwarded to the Office of the Secretary for approval. ICHDca Approval of Local Travels: a. The official local travels of the Secretary and Heads of Government-Owned or Controlled Corporations (GOCCs) and Government Financial Institutions (GFIs), in pursuance of the functions of their respective offices, irrespective of the number of days, need not be approved by higher authorities. b. Travel requests by all DOF officials, i.e. , from Director level to Undersecretary level, and heads of attached bureaus and agencies shall be approved by the Secretary of Finance. c. The official local travels of government personnel for less than thirty (30) days and payment of their corresponding travel expenses shall be approved by the heads of agencies. d. The official local travels of government personnel for thirty (30) days or more and payment of their corresponding travel expenses shall be approved by the Secretary of Finance. e. Notwithstanding the foregoing, the Office of the President is not precluded from requiring any official or employee to secure authority for local travel from the said Office or from another approving authority to be designated by it. Accessing the forms The following forms can be requested from the Personnel Services Division, 7th Floor EDPC Building, BSP Complex. Soft copies may also be requested through [emailprotected] : 1. Request for Travel Authority Form (RTAF) 2. Nomination Form for Local Travel (Training) 3. Itinerary of Travel Form Funding Official Travel Authorized official travels are provided for under the General Appropriations Act. In some cases, travel costs are shouldered by a sponsoring organization. Types of Travel Expenses 1. Pre-departure Expenses The pre-departure allowance for foreign travels not exceeding Three Thousand Five Hundred Pesos (P3,500.00) may be used to cover miscellaneous/incidental expenses such as taxi fare, passport processing, immunization, medical examinations/laboratory fees, photographs, porterage, airport terminal fees, and other related expenses. Reimbursement of airport terminal fees imposed at the point/s of embarkation on the return trip to the Philippines upon completion of the official trip is likewise authorized. 2. Transportation Official Foreign Travel of Officials and Employees a. In case the officials and employees authorized to travel abroad shall not be provided with transportation by the host country or sponsoring organization, they shall be allowed Transportation Expenses for the economy class, which, for purposes of this Travel Guide, does not include premium economy class. TCAScE b. For long-haul trips, described as flights exceeding four (4) hours without counting lay-overs, of Department Secretaries, Undersecretaries, Assistant Secretaries and those of equivalent ranks, business class airfares may be authorized, subject to the approval of the OP. Official Local Travel of Officials and Employees a. As a general rule, only the ordinary public conveyance or customary modes of transportation shall be used. The use of chartered trips, special hires of public utilities, garage cars, water vessels, and other extraordinary means of transportation shall not be allowed unless justified by the prevailing circumstances, such as, but not limited to, carrying large amounts of cash, bulky equipment and important documents, inclement weather, accompanying dignitaries or high level government officials, or when time is of the essence. b. Expenses for rebooking transportation are not allowed. c. Officials and employees whose Permanent Official Station is within Metropolitan Manila and are authorized to attend meetings, hearings and conferences to places within the same area shall be allowed reimbursement of actual fare at the prevailing rates of ordinary mode of transportation from their Permanent Official Station to their destination and back to their Permanent Official Station. d. The following guidelines apply to local travels: i. The official or employee concerned shall not be entitled to Transportation Expenses for the entire trip or portion of such trip where government vehicle was used. ii. The amount of allowable Transportation Expense shall be the actual fare at the prevailing rates of the ordinary means of transportation by land, sea, and air from the Permanent Official Station to the destination or place of work or assignment in the field and back to the Permanent Official Station. iii. Claim of actual taxi fare from airport to permanent residence may be allowed upon presentation of an official receipt or Official Metered Taxi Receipt provided that the amount does not exceed One Thousand Pesos (P1,000.00). iv. Under no circumstances shall reimbursement of cost of gasoline and oil be allowed when a private vehicle is used. The official or employee concerned, however, is entitled to the equivalent cost of the customary mode of transportation. v. Hiring of private vehicles for official missions such as lifestyle checks and background investigations shall be allowed and its reasonableness duly certified by the Undersecretary concerned in the amount not exceeding Three Thousand Pesos (P3,000.00) per trip and duly supported with receipt. vi. The following guidelines apply to local travels within the 50-kilometer radius from the Permanent Official Station: 1. For official travel to destinations within the 50-kilometer radius from the Permanent Official Station, the actual Transportation Expenses under Section 5(a) of EO No. 77, as well as the DTE under Section 5(b) not exceeding the rates provided therein, may be authorized. Provided, that the personnel concerned shall stay in the place of assignment and does not commute daily from the place of assignment to the place of residence or Permanent Official Station and back. The claim for hotel/lodging expenses shall be substantiated by a hotel bill or invoice to prove that the official or employee stayed in the place of assignment for the whole duration of official travel. cTDaEH 2. Personnel on official travel who commute daily from the place of assignment to the place of residence or Permanent Official Station shall be allowed the following expenses: a. Actual fare at the prevailing rates of authorized modes of transportation from the Permanent Official Station to the place of assignment and back; b. Meals in an amount not exceeding thirty percent (30%) of the authorized meal component of the DTE. Presentation of transportation ticket or any equivalent document shall be required as proof of actual travel undertaken. vii. The following guidelines apply for local travels beyond the 50-kilometer radius from the Permanent Official Station: 1. The allowable Transportation Expenses and reasonable miscellaneous expenses ( e.g. , terminal fees, parking fees, road tolls, etc.) from the Permanent Official Station to the destination or place of assignment shall cover the following areas: a. From the office or residence to the point of embarkation, and vice versa; b. From the point of embarkation to the point of disembarkation in the place of destination, and vice versa; and c. From the point of disembarkation to the office of destination or place of assignment in the field, and vice versa. 3. Clothing Allowance a. Clothing allowance shall be granted to personnel on foreign travel in tropical countries or temperate countries for the period coinciding with the summer and spring seasons, regardless of the nature of travel, if the travel will last for more than one (1) month the clothing allowance shall be granted on pro-rated basis, as follows: More than one (1) month but less than three (3) months US$200.00 Three (3) months and more but less than six (6) months US$300.00 Six (6) months and more US$400.00 Provided, however, that the clothing allowance in connection with study trips to tropical countries shall not exceed US$300.00. b. When the travel to temperate countries, regardless of the nature of travel, coincides with the autumn or winter seasons, the clothing allowance shall be granted as follows: Two (2) weeks or less US$200.00 More than two (2) weeks but less than one (1) month US$300.00 One (1) month and more US$400.00 c. Grantees provided by donor institutions with clothing allowance at rates equal to or higher than those indicated above shall no longer be granted said allowance by the DOF or the agency concerned. d. When the clothing allowance granted by the donor is less than the rates indicated above, the personnel concerned may be given the difference. e. The clothing allowance may be granted more than once in every twenty-four (24) months. In no instance, however, shall the total clothing allowance exceed US$400.00 within a twenty-four (24)-month period. cSaATC f. The applicable rate of clothing allowance shall be based on the season officially declared by the authorized agency in the country of destination. In case the travel dates span two seasons or coincide with the change of seasons, the prescribed rates of clothing allowance shall be based on the season corresponding to the most number of days of authorized stay. 4. Daily Subsistence Allowance (DSA)/Daily Travel Expenses (DTE) a. Categorized into: Meals and Incidentals, and Hotel Allowance b. Foreign Travel: i. Government personnel who travel abroad are entitled to the DSA based on the daily rates established by the International Civil Service Commission (ICSC) of the United Nations, which can be accessed at www.undp.org.ph or at www.dfa.gov.ph of the DFA. When the country of destination is not listed therein, the DSA for the nearest country shall be adopted. When the city of destination is not listed therein, the "elsewhere" rate established for the country shall be adopted. ii. The entitlement to DSA starts only upon arrival at the country of destination and ceases upon departure therefrom at the following percentages: Particulars Percentage To Cover Day of arrival at point of destination (regardless of time) and succeeding day/s thereof on official business 100% Hotel/lodging (50%); meals (30%) and incidental expenses (20%) Day of departure for Permanent Official Station (regardless of time) if other than date of arrival 50% Meals (30%) and incidental expenses (20%) iii. Claims for payment of DSA as provided under the preceding paragraphs shall not require presentation of bills and receipts. iv. Subject to the approval of the authorities listed under Section 10 (a) of EO No. 77, claims for reimbursement of actual accommodation expenses in excess of the accommodation component of the DSA may be allowed, but in no case shall the difference exceed thirty percent (30%) of such component of the prescribed DSA rate, and only upon certification by the head of the agency as absolutely necessary in the performance of assignment, and upon presentation of bills and receipts. v. If hotel/lodging, meals, and incidental expenses are provided by the host country of donor/institution, the DSA shall not be allowed. vi. Payment of DSA Differential: 1. Where personnel on travel abroad, to attend international conferences or meetings or to undertake official missions or assignments, are provided by the host government, with DSA and allowances lower than those prescribed in this Travel Guide, such personnel shall only be entitled to the difference. 2. Personnel on scholarships, fellowships, trainings, workshops, and study grants abroad shall not be allowed payment of DSA differentials. cHDAIS c. Local Travel i. Government personnel, regardless of rank and position, shall be granted DTE at the following maximum allowable rates: Destination Maximum DTE Cluster I Region I P1,500.00 Region II Region III Region V Region VIII Region IX Region XII Region XIII ARMM Cluster II Cordillera Administrative Region P1,800.00 Region VI Region VII Region X Region XI Cluster III National Capital Region P2,200.00 Region IV-A Region IV-B ii. The allowable DTE for travel beyond the 50-kilometer radius from the Permanent Official Station shall be based on the following apportionment: Particulars Percentage To Cover Day of arrival at point of destination (regardless of time) and succeeding day/s thereof on official business 100% Hotel/lodging (50%); meals (30%) and incidental expenses (20%) Day of departure for Permanent Official Station (regardless of time) if other than date of arrival 50% Meals (30%) and incidental expenses (20%) iii. Claims for reimbursement of actual accommodation expenses (excluding expenses for valets, room attendants, laundry, pressing, haircuts, and similar services furnished by hotels) in excess of the accommodation component of the DTE may be allowed, but in no case shall the difference exceed one hundred percent (100%) of such component of the prescribed DTE rate, and only upon: 1. Submission of certification by the agency head or authorized representative as absolutely necessary in the performance of an assignment; and 2. Presentation of bills and receipts. A certification of affidavit of loss shall not be considered as appropriate replacement for lost bills and receipts. iv. For official travel to destinations within the 50-kilomenter radius from the Permanent Official Station, the actual transportation expenses under Section 5(a), as well as the maximum allowable DTE rates under Section 5(b), of EO No. 77 may be authorized, provided, that the personnel concerned shall stay in the place of assignment and does not commute daily from the place of assignment to the place of residence or Permanent Official Station and back. The claim for hotel/lodging expense shall be substantiated by a hotel bill or invoice to prove that the official or employee stayed in the place of assignment for the whole duration of the official travel. v. Personnel on official travel who commute daily from the place of assignment to the place of residence or Permanent Official Station shall be allowed to actual fare at the prevailing rates of authorized modes of transportation from the Permanent Official Station to the place of assignment and back; and meals in an amount not exceeding thirty percent (30%) of the authorized meal component of the DTE. ISHCcT vi. To preclude double payment of expenditures, the travel expense prescribed shall not be allowed in cases where the fare paid for transportation includes meals and quarters en route to the official destination and back to the office or residence, or where meals and lodging are paid for or provided by the government or other parties. Where the cost of meals and lodging paid for by the government does not exceed the maximum allowable DTE of this Travel Guide or where either meals or lodging only is furnished by the government, the difference in amount shall be paid to the official or employee concerned to cover local or inland transportation and other incidental expenses while in the place of assignment. If the cost of meals and lodging furnished by the government is equal to or exceeds the maximum allowable DTE, no travel expenses shall be paid by the government. 5. Registration/Tuition Fees a. Registration Fees i. The registration or participation fee in convention or seminar shall be subject to the conditions stated in National Budget Circular (NBC) No. 563, series of 2016. ii. Payment of registration fee shall be released as cash advance of the personnel. b. Guidelines for scholarships, fellowships, trainings, and studies abroad shall be subject to the conditions stated in Section 17 of EO No. 77. 6. Insurance Personnel on foreign travel pursuant to this Travel Guide may be entitled to travel insurance at the minimum amount required by the country of destination, depending on the duration of the official travel or a travel coverage of Five Hundred Thousand Pesos (P500,000.00) if there is no minimum coverage set by a country. 7. Representation Allowance a. DOF officials who represent the Philippines or the DOF as a member of Philippine delegations to international conferences or meetings, or who undertake official missions or assignments in the exigency of service may be allowed actual reasonable representation expenses not exceeding the following rates, subject to the approval of the authorities listed under Section 10(a) of EO No. 77, based on justifications presented and upon submission of the corresponding bills and receipts: i. Cabinet Members and those of equivalent rank US$1,000.00; ii. Department Undersecretaries and those of equivalent rank, if they are designated as head of the delegation US$700.00; iii. Department Assistant Secretaries and those of equivalent rank, if they are designated as head of the delegation US$500.00; and iv. Those who are holding positions lower than an Assistant Secretary level who are designated as head of the delegation US$300.00. Representation expenses shall cover those expenses as may be justified by circumstances and in conformity with the generally accepted customs, usages and practices, duly supported by bills or receipts. CAacTH b. No representation allowance shall be granted, however, to officials travelling abroad for speaking engagements, and for scholarships, fellowships, trainings, workshops and studies, and those whose travels are fully funded by donors or sponsoring organizations. Miscellaneous Provisions 1. Prohibitions against Junkets of Government Officials and Employees All forms of travel junkets shall be strictly prohibited. The conduct of strategic planning workshops or team building activities abroad shall not be allowed. The taking of personal leave immediately before or after the official activity is highly discouraged. If travel circumstances, such as the nature of activity, purpose and itinerary, indicated that the trip is mainly intended for personal purposes, no part thereof shall be considered as official. 2. Travel in connection with Official Duties Paid for by a Private Source Official foreign trips partially or fully sponsored or funded by private corporations or private individuals shall be fully disclosed. No official or personal travel of government officials and employees shall be funded directly or indirectly, fully or partially, by private individuals, including suppliers or contractors, with pending request/s or application/s or future dealings with any branch, department, bureau or office of the National Government or local government units concerned. This prohibition applies to invitations to travel purportedly to undertake study or assessment of the proponents' capabilities as such contractors or suppliers. Cash Advance The rules and regulations on the grant and liquidation of cash advances are prescribed under Commission on Audit (COA) Circular No. 97-002 dated February 10, 1997 and reiterated in COA Circular No. 2009-002 dated May 18, 2009, Section 89 of Presidential Decree (PD) No. 1445, and EO No. 77 dated March 15, 2019. These guidelines provide, among others: 1. No cash advance shall be given unless for a legally authorized specific purpose. 2. No additional cash advances shall be allowed to any official or employee unless the previous cash advance given to him/her is first settled or a proper accounting thereof is made. 3. A cash advance shall be reported as soon as the purpose for which it was given has been served. 4. Transfer of cash advances from one accountable officer to another shall not be allowed. Documents for Application of Cash Advance Documents Remarks Foreign Travel Local Travel Original or Certified True Copy of Approved TA/Department Personnel Order Should include provisions and allowable entitlements covered during the entire travel Original Copy of Approved Itinerary to Travel Should detail transportation and travel expenses including pre-departure expenses to be incurred as basis for determining the amount of cash advance Original or Certified True Copy of Letter of Invitation Approved Obligation Request Disbursement Voucher Three (3) Price Quotations for Foreign Travel for Airfare from different Travel Agencies including the Flight Itinerary issued by the booking Office/Travel Agency and One (1) Price Quotation for Local Travel except for bookings under the Government Fare Agreement Copy of appropriate UN Development Program (UNDP) rate for DSA used in the computation of claim for traveling expenses Copy of document showing the dollar-to-peso exchange rate at the date of grant of cash advance Original copy of Certification of No Unliquidated Cash Advance by the Accounting Division Liquidation of Cash Advance Every government official or employee shall render an account of the cash advance received by him in accordance with existing applicable rules and regulations and/or such rules and regulations as may be promulgated by the COA for the purpose within the following timeline: IAETDc 1. Within sixty (60) days after return to the Philippines for official travels abroad 2. Within thirty (30) days from return to the Permanent Official Station for official local travels Refund of excess cash advance may be made either in United States (US) dollars if allowed by the Secretary or equivalent official, or in Philippine currency computed at the prevailing bank rate at the day of refund. Payment of the salary of any official or employee who fails to comply with the provisions of this Section shall be suspended until he complies therewith. Documents for Liquidation of Cash Advance A liquidation report supported by the following documents shall be submitted to the Accounting Division. Supporting Document Foreign Travel Local Travel Certified copy of approved and duly numbered TA Certificate of Travel Completed signed by head of office or concerned official with attached Approved and Revised (if applicable) Itinerary of Travel Paper/electronic plane ticket, board pass, boat or bus ticket Certificate of Appearance/Attendance which shall include date of arrival and departure (not required for travel of agency heads) Bills/receipts for non-commutable representation expenses approved by the President For reimbursement of actual travel expenses in excess of the prescribed rate (EO No. 77): a. Approval by the President b. Certification from the Head of Agency that it is absolutely necessary c. Hotel room bills with official receipts (certification or affidavit of loss shall not be considered as an appropriate replacement for the required hotel/lodging bills and receipts) Official receipts in case of refund of excess cash advance Post-Travel Report Program of Activities Original copy of original taxi receipt for taxi expenses from NAIA to permanent residence Hotel room/lodging bills with official receipts in the case of official travel to places within 50-kilometer radius from the last city or municipality covered by the Metro Manila Area, or the city or municipality where their Permanent Official Station is located in the case of those outside the Metro Manila Area, if the travel allowances being claimed in include the hotel room/lodging rate Reimbursements In case the actual travel and Transportation Expenses exceed the amount of cash advance granted, the official or employee concerned may be entitled to reimbursement of expenses claimed subject to submission of disbursement voucher and supporting documents with request for obligations duly approved by the head of office concerned. The Secretary may authorize, subject to availability of funds, officials and employees to claim reimbursement of actual travel expenses incurred in the course of official local travel. 1. Prepare the following documents to claim for reimbursement of travel expenses: a. Duly accomplished Disbursement Voucher Form with attached Obligation Request Form; duly approved by the head of claimant's office; b. Certified copy of approved and duly numbered Travel Order; c. Certificate of Travel Completed signed by head of office or concerned official with attached approved Actual Itinerary of Travel; d. Boarding pass, terminal fee receipts and used plane, boat or bus tickets; e. Official receipts, statement of accounts, guest folios and certification by the head of agency or his authorized representative for hotel room or lodging bills for those claiming reimbursement of actual expenses; f. Certificate of Appearance/Attendance which shall include date of arrival and departure. (not required for travel of agency heads); g. Travel Report; and h. Program of Activities. NOTE: Certification or affidavit of shall not be considered as appropriate replacement for the required airplane, ship or bus fare, boarding pass, terminal fees, hotel or lodging bills and receipts. 2. The following expenses are generally not reimbursable except if duly justified: a. Rebooking fees or no show charges ( i.e. , if travelling person is recalled due to fortuitous events); b. Actual expenses incurred from the onset of ailment up to the time of recovery in as much as no government service has been rendered when travel period is extended due to sickness unless the illness was contracted in the course of the performance of his/her duty in the field as established by supporting medical documents; and c. Fees for excess baggage when items to be transported do not pertain to official matters. DcHSEa 3. In case of official foreign travel, claims for reimbursement of actual travel expenses in excess of the DSA authorized shall be allowed only upon certification by the heads of the agency subject to the approval of the President and in accordance with the existing accounting and auditing rules and regulations. 4. Officials and employees whose travel period is cancelled or extended due to a fortuitous event shall be entitled to reimbursement of actual expenses incurred during his/her stay in his/her temporary station. 5. No portion of the actual cost of travel expenses allowed shall cover the expenses of any of the staff accompanying an official and the expenses incurred for representation. Documents for Claiming Reimbursements Supporting Document Foreign Travel Local Travel Approved Obligation Request Disbursement Voucher Original or Certified True Copy of TA Original copy of Approved Itinerary of Travel Original copy of Certificate of Travel Completed Original/Certified True Copy of Letter of Invitation Original copy of Boarding Pass/Bus Ticket/Ship Ticket Original copy of Terminal Fee/Receipt (if applicable) Original/Certified True Copy of Certificate of Attendance/Appearance/Participation Original copy of original taxi receipt for taxi expenses from NAIA to permanent residence Copy of appropriate UNDP rate for DSA used in the computation of claim for travelling expenses Copy of document showing dollar-to-peso exchange rate at the date of grant of cash advance Post-Travel Report Original Hotel Receipts Official Receipt of Airfare SUMMARY REPORTING 1. Post-Travel reports shall be submitted within thirty (30) days after returning to the Permanent Official Station. The report shall contain the following: a. Summary of events; b. Vital points raised, including, but not limited to, items that need future action and decision (for TWG meetings/Congressional hearings); c. Clear photo capturing a highlight of the event (please provide caption) which may or may not be used by the Department as source material for news or photo release; d. Action plan to apply learnings during the event (for trainings and seminars); and e. Proposed schedule for echo seminar in DOF (for trainings and seminars; for confirmation of the PSD). 2. In case of participation in an international conference or convention abroad in which the Philippines is represented by a delegation, a report of the delegation shall be submitted to the President of the Philippines through the department head concerned copy furnished the DFA not later than thirty (30) days after the closing of the conference or convention. Any member of the delegation may also submit supplementary report. SANCTIONS Failure to Liquidate 1. Notice to Liquidate and Demand Letter Upon return of the official or personnel, he/she will be given notice to liquidate from Accounting Division. The notice will be given twice until he/she provides and submits the required liquidation within sixty (60) days after return to the Philippines, in the case of official travel abroad, or within thirty (30) days from return to the Permanent Official Station, in the case of official local travel. Upon failure to liquidate within the prescribed period after receipt of the second notice, the official or personnel concerned shall be given a demand letter from the COA to liquidate. SCaITA 2. Consequences of Failure to Liquidate Failure of an accountable officer to liquidate his outstanding cash advance shall constitute cause for the filing of malversation charge under Article 217 and failure to liquidate cash advance under Article 218, of the Revised Penal Code, or criminal prosecution under Section 128 of PD No. 1445. The suspension of salaries of erring accountable officers shall be ordered by the auditor concerned to the proper agency official through the Accounting Division. Appropriate administrative proceedings shall likewise be instituted. PERSONAL TRAVEL Procedures for Application for Personal Travel 1. Prepare the following documents for submission to the CRMD at least ten (10) working days before the date of departure: a. Original request letter of the concerned official/employee recommended by Head of Office/Bureau/Agency; b. Original Application of Leave for the period covered duly approved by concerned authorities or duly approved Compensatory Time-Off (CTO) for a maximum of (5) consecutive days; c. Clearance duly signed by the responsible official that the applicant has no pending administrative case; d. Clearance duly signed by the responsible official that the applicant has no unliquidated cash advance; e. Original Sworn statement of the applicant, attested by the recommending official, stating the following: i. Duration of travel, destination and purpose; ii. The estimated cost of the trip; iii. How the trip will be financed; iv. If on own account: a. Income Tax Return of the applicant for the preceding tax year; and b. Certified true copy of latest statement of assets, liabilities and net worth. v. If on other person's account: a. Income Tax Return of other person for the preceding tax year A written justification addressed to the Secretary of Finance shall accompany travel requests that fall short of the lead time requirement. However, all attached bureaus and agencies are enjoined to strictly observe the ten (10)-working day deadline for submission of requests for personal travel. 2. The request shall be endorsed to the Office of the Secretary for approval, thereafter, it shall be forwarded to the CAO for processing. 3. The PSD reviews the accuracy of documentary requirements and prepares the TA. 4. The TA is forwarded to the appropriate office for approval. a. Office of the Secretary for Directors, Assistant Secretaries, Undersecretaries, and Heads of attached bureaus and agencies b. Office of the Undersecretary for Policy Development and Management Services for second and first level positions 5. Approved TAs are forwarded to the CRMD for proper recording and release to the authorized recipient. aTHCSE REFERENCES 1. Executive Order No. 77, "Prescribing Rules and Regulations and Rates of Expenses and Allowances from Official Local and Foreign Travels of Government Personnel" dated 15 March 2019 2. DOF Memorandum, "Guidelines for Representing the DOF and the Government in all Official Conferences, Conventions and Meetings" dated 06 September 2013 3. Administrative Order No. 103, "Directing the Continued Adoption of Austerity Measures in the Government" dated 31 August 2004 4. Commission on Audit Circular No. 2012-001, "Prescribing the Revised Guidelines and Documentary Requirements for Common Government Transactions" dated 14 June 2012 5. Commission on Audit Circular No. 2012-004, "Demand for Immediate Liquidation and Settlement of All Cash Advances Outstanding as of December 31, 2011" dated 28 November 2012 6. DOF Memorandum, "Procedures for Local Training/Seminar & Conferences" dated 01 February 2007 7. Office of the President Memorandum Circular No. 7, s. 2010 dated 19 November 2010 8. LTFRB Memo Circular No. 2009-003, "Deferment of Implementation of MC 2008-028. Re: Modifications on MC 2005-039, Re: Full Implementation of MC 2003-020 (Directive for a Uniform Pertinent Data Printed on the Receipt of Taximeters) with Modifications" dated 23 September 2009 9. COA Circular 2017-001, "Reimbursement of expenses not requiring official receipts" dated 19 June 2017 10. DOF Memorandum, "Reiteration on the Ten (10) Working Days Lead Time Requirement in Submitting Requests for Travel Authority" dated 18 July 2017 Request for Travel Authority Nomination for Local Training/Seminar/Conferences Itinerary of Travel