Rules on Foreign Travel by DOST Personnel and Rules Governing the Use of Foreign Travel Grants for Paper Presentation

June 21, 2017

DOST ADMINISTRATIVE ORDER NO. 04-17

 

I. General Guidelines

The request for foreign travel and use of foreign travel grants is guided by and subject to existing accounting and auditing rules and regulations as well as by fiscal policies of government that are issued from time to time. Hence, effectivity will apply on the date of issuance by the Government. TIADCc

All DOST officials and staff who travel abroad (both for official and personal purposes) shall seek approval from the Department Secretary (Section 2 of EO 459).

International travels should cover only those that are extremely urgent and necessary and will involve the minimum government expenditure and are beneficial to the agency concerned and/or country (Section 2 of EO 248).

Authority for Foreign Travel is a privilege given and not a matter of right. As such, the burden of proving the necessity and/or urgency for such request lies squarely on the applicant. In this regard, it is the Secretary who is the sole determinant of the merits and urgency of the request, and shall have full discretion and authority to approve the same.

Application for issuance of Travel Order shall contain the following information that will satisfy conditions for foreign travel, to wit:

1. The travel will not coincide or be in conflict with important activities of the agency or DOST that shall require presence of the requesting party.

2. The travel shall be endorsed by the Agency Head.

3. For DOST officials of Director level and above, a Special Order designating an Officer-in-Charge shall be issued prior to the date of intended travel.

4. Official foreign travel by DOST Personnel shall be in connection with the individual's work-related duties and responsibilities and/or in the exercise of the functions of the Office.

II. Rules and Procedures to Obtain Authority for Foreign Travel by DOST Personnel

1. Request for Authority for Foreign Travel, with supporting documents, in duplicate copies shall be submitted to the Office of the Assistant Secretary for International Cooperation within at least ten (10) working days prior to departure. In case of urgent request, applying individual shall submit separate justification with complete supporting documentation in order to validate urgency of the request.

2. Request for travel authority with more than one (1) participants per activity will only have one request for travel in order to optimize processing of travel documents.

3. For official foreign travel to country where approval from the Office of the President or clearance from the Office of Asia and Pacific Affairs, Department of Foreign Affairs is needed, another ten (10) working days shall be added to the 10-working day lead time. cSEDTC

4. Requesting Party may seek for amendment of previously filed travel request subject to submission of justification with complete supporting documentation not later than five (5) working days prior to departure.

5. A DOST personnel shall be allowed a cumulative total of not more than 30 working days per year to go on official foreign travel, except under the following conditions/situations but not limited to:

• Training (degree and non-degree);

• Project related as approved in the Line-Item-Budget; and

• Philippine representation to international commitments such as, but not limited to APEC and ASEAN.

This total excludes time for travel to and from the site or venue of meeting. In the event said total is exceeded, the concerned individual shall submit justification with complete supporting documentation together with the Request for Travel Authority, endorsed by the agency head.

6. Request for official foreign travel that entails expenses aside from pre-departure expenses and salary while abroad and/or involves two or more officials/employees shall require the endorsement of the concerned Undersecretary prior to submission of Travel Request to the Office of the Secretary.

7. Request for official foreign travel may include request for entitlement to Daily Subsistence Allowance (DSA) or a fraction thereof. No amendment of Travel Authority shall be made to allow claim(s) for DSA or for actual expenses after the travel has been completed, except for reason beyond the control of the requesting party such as cancelled flights, missed flights specifically for connecting flights and acts of God (typhoon, blizzard, etc.).

8. Any official foreign travel by DOST personnel shall be in accordance with the statutory prescription to travel for retiring government officials.

9. Requesting party shall submit certificate of no pending administrative case. In the event there is a pending administrative case, applicant shall submit an Affidavit of Undertaking as per Annex A hereof, subject to clearance from Legal-Central Office.

10. A DOST personnel shall submit travel and accomplishment report to the Office of the Secretary (cc ITCU) as per attached format (Annex B) within 30 days after return to the permanent official station as required in Section 16 of Executive Order (EO) 298, S. 2004.

11. Every official or employee shall render an account of the cash advance received within 60 days after return to the Philippines as required in Section 14 of EO 298, S 2004. AIDSTE

III. Rules governing the use of Foreign Travel Grants for Paper Presentation

1. Paper presentation in scientific meetings may be allowed as part of the project grants as approved by the funding agency, preferably towards the end of the project. Attendance in scientific meetings without a paper presentation shall not be allowed except when travel funds are provided for by sources other than the agency funds;

2. Multiple authors of paper/s resulting from the project are allowed. However, only one personnel per project (Program Leader, Project Leader or Member of the Research Team) may present a paper in a scientific meeting;

3. In the event that the paper is already accepted for publication, the principal author shall be the presenter. If the presenter is other than the principal author, the former shall obtain the appropriate authorization from the principal author;

4. Multiple papers resulting from a project is encouraged. However, only one paper per project may be allowed for presentation in a scientific meeting and funded by the agency;

5. A travel report shall be accomplished within 30 days by the paper presenter upon return to the official station and shall be included as part of the year-end report of the project; and

6. Travel funds to be used for the paper presentation in a scientific meeting will only be based on the amount specified and approved in the project budget.

IV. Documentary Requirements for Request for Foreign Travel Order

Requests for Foreign Travel Order shall include necessary documentary requirements as enumerated in Annex C. The Secretary and/or Agency Head may require additional documentation as deemed necessary in order to clarify and support Request for Authority for Foreign Travel.

V. Effectivity

This Order shall take effect immediately and shall supersede all other Orders and issuances inconsistent herewith. SDAaTC

Other cases/circumstances not covered by the above rules and regulations shall be subject to the approval and/or discretion of the Secretary.

(SGD.) FORTUNATO T. DE LA PEÑASecretary

ANNEX A

Affidavit of Undertaking

ANNEX B

OFFICIAL TRAVEL REPORT

Activity Title/Date/Venue

Finding Source/Amount of Support

(State itemized actual provision, or if not available, estimated expenses)

Highlights/Major Decisions

If possible and so far as may be applicable, identify and give information on the following:

• Knowledge and Technologies Diffused

• New Knowledge and Technologies Generated

• S & T Human Resources Developed

• Quality S & T Services Provided

• Conducive S & T Policy Environment Created

• Growth of Innovative and Knowledge-based SMEs

• R & D Capacity Enhanced

• Public S & T awareness Improved

Recommended Follow-Through Actions

• Follow-up actions/activities

• Local application of technologies learned

Impressions/Observations

• Recent developments in the field of specialization

• Status of S&T in the host country

• Controversial issues arising from the discussion

• Outstanding reactions/comments from co-participants

• Other personal observations

Linkages Established

(Include photocopy of calling cards/or a list of contacts with address/contact number) acEHCD

Comments by Agency Head

Signature/Date

Signature of Head of Agency/Date

ANNEX C

RULES ON FOREIGN TRAVEL BY DOST PERSONNEL AND RULES GOVERNING THE USE OF FOREIGN TRAVEL GRANTS FOR PAPER PRESENTATION

Documentary Requirements for Requests for Official Foreign Travel

I. Request for official foreign travel shall be supported by the following:

1. Letter of endorsement from the head of agency or immediate supervisor as the case may be, endorsed by the concerned Undersecretary, if applicable, addressed to the DOST Secretary specifying the following information:

a. name, position, and agency of personnel travelling;

b. conference date, venue, and duration;

c. scientific program of the conference;

d. research Program or project that is funding the travel (when applicable)

e. source of Funds for travel (whether from the conference organizers, from the sending agency or other sources) and expenses to be covered; EcTCAD

2. Letter of Invitation indicating financial support, if applicable, from reputable organizers;

3. Certified Copy of Service Record;

4. Certificate of no pending administrative case and Affidavit of Undertaking if there is pending case;

5. Approved Line-Item-Budget (LIB), (if GIA/project funded);

6. Certificate of Availability of Funds, (if GAA/government funded);

7. Clearance from Monitoring Agency/Special Project Division to use GIA/project funds;

8. Clearance from the Department of Foreign Affairs-Office of Asia and Pacific Affairs (Taiwan travel);

9. Training/Scholarship Contract (if applicable)

II. Request for personal foreign travel shall be supported by the following:

1. Letter of endorsement from the head of agency or immediate supervisor as the case may be, addressed to the DOST Secretary specifying the following information:

a. name, position, and agency of personnel travelling;

b. place or destination; and

c. date of travel.

2. Certificate of no pending administrative case;

3. Approved Application for Leave; and

4. Clearance if leave is more than 30 calendar days.

III. Request for amendment of foreign travel shall be supported by the following:

1. Letter from the head of agency or immediate supervisor as the case may be, endorsed by the concerned Undersecretary, if applicable (for official foreign travel) and addressed to the DOST Secretary specifying the following information:

a. name, position, and agency of personnel travelling;

b. amendment/s to be made; SDHTEC

c. copy of Travel Order to be amended.

2. New invitation (for official foreign travel); and

3. Revised Application for Leave, if applicable.