G E N E R A L S E C R E T A R I A T
No. 79 Rev. 2
By decision of the
Secretary General, the following policy guidelines are established for
official travel from headquarters:
A. Travel Authority
VIII of the Staff Rules governs official and statutory travel by staff
and their dependents.
travel must be authorized in advance and in writing. In order for a
staff member to travel on official business a requisition must be
created in the Purchasing Module and approved by a supervisor. Travel
from the Member States will continue to be processed through Project
Accounting Module until the organization is web-enabled. Nevertheless,
all statutory travel must be encumbered in the Purchasing Module.
and Assistant Secretaries, Executive Coordinators, Unit, Department and
Office Directors, and Office Chiefs ("the Supervisors") will
produce quarterly Official Travel
Plan documents. Each report should spell out the official travel
planned, its justification in terms of the aims of the Organization, the
approximate cost, the individuals involved, and the expected results. It
shall be presented to the Secretary General for consideration and
approved at least one month before the quarter in question begins. Once
the Official Travel Plan is
approved, the administrative procedures for travel should be processed
at least 15 days before the travel takes place.
travel due to unforeseen circumstances shall require prior approval by
the Chief of Staff of the Secretary General.
the Secretary General and the Assistant Secretary General may approve
their own travel plans. All other travel plans must be approved by the
staff members' supervisor who must be at or above the level of
department/office director. Travel plans for executive and assistant secretaries,
executive coordinators, directors, and senior advisors to the Secretary
General, shall be approved by their immediate supervisors or, upon
delegation of such authority from Secretary General, by the Chief of
must obtain prior approval by their supervisor to use annual leave
during the travel period. Any itinerary changes must also have the
supervisor's prior approval, in writing.
official travel financed by outside organizations and at no cost to the
OAS should also be included in the travel plan to be approved by the
Secretary General. Copy of the travel plan should be sent to the Office
of Procurement Management Services so that the traveler will be covered
by the OAS insurance.
member traveling on official business is entitled to OAS standard
per-diem and terminal expense rates according to Staff Rules 108.12 and
108.13. If the rates for an OAS official travel financed by an outside
organization should be substandard, the staff member is entitled to
receive the difference between the OAS travel rate and the rate offered
by the outside organization. The amount the OAS and the outside
organization will pay for an official travel should be the result of an
agreement between the "Program Manager" and the outside
the responsibility of the supervisors to secure prior country clearance
approval for the trip from the appropriate Permanent Missions, if
required, before travel arrangements are initiated.
staff members on official travel from Headquarters shall inform
beforehand the Office of the General Secretariat in the appropriate
Member State to which they will travel, and shall register with the
Office upon their arrival in the country. Traveling staff members shall
fillout an OAS Form 343 (registry of staff member on official mission),
signed by the Director of the Office, for each Member State visited
during the trip. If the Office is not on the traveler's itinerary, a
telephone registration will suffice unless the Member State does not
have an OAS office, in which case a registration cannot be done.
official travel, (except General Assembly travel and statutory travel)
the traveler will be responsible to make his or her travel reservations
and to purchase the airline tickets with the Travel Division of the
Office of Procurement Management Services. The Travel Division will
provide the traveler the actual ticket cost for the creation of a
requisition and purchase order in the traveler's name to be approved no
later then fifteen days before the travel date. The traveler may pay for
the tickets by credit card or by personal check made to the travel
case, the airline tickets costs and travel advances for per-diem and
terminal expenses (which include transportation to and from the airport,
baggage fees, and departure taxes), shall be paid to traveler by the
Department of Financial Services fifteen days before the travel date as
detailed in the requisition/PO for the travel. This will be accomplished
by depositing the payment in the staff member's account at a financial
institution or by check given directly to the staff member.
General Assembly and statutory travel, the General Secretariat will be
responsible for making travel reservations with the Travel Division.
They will provide the General Secretariat the actual ticket cost for the
creation of a requisition and a purchase order to the travel agency to
be approved no later than fifteen days before the travel date. Payment
for airline tickets will be made upon receipt of invoice from the travel
case of General Assembly and statutory travel, per-diem and terminal
expenses (which include transportation to and from the airport, baggage
fees, and departure taxes) shall be paid to travelers by the Department
of Financial Services fifteen days before the travel date. This will be
accomplished by depositing the payment in the staff member's account at
a financial institution or by check given directly to the staff member.
case of official travel (except General Assembly and statutory travel),
the General Secretariat in agreement with the OAS Staff Credit Union may
provide staff members that travel frequently with a credit card to
facilitate the traveler's purchase of airline tickets. The credit card
with the Credit Union will have the following guidelines:
and use of this credit card will be optional.
credit card will be issued only to selected staff members - primarily
those that travel frequently on OAS missions.
credit card will be issued in the name of the staff member and payments
will be the sole responsibility of the credit card holder.
members will have to qualify for the credit card on their own merits.
e. The OAS
will not be responsible for payment of any interest or late charges
against the credit card.
f. The OAS
will deposit travel advances directly to a member's account in the OAS
Staff Federal Credit Union via automatic clearing house (NACHA), upon
approval by the staff member.
g. The OAS
will pay for the credit card's annual fee, but will not pay for annual
fees of credit cards that are not under the OAS/Credit Union travel
Staff member will sign a waiver on the credit card application form
allowing the Credit Union to provide the General Secretariat with copies
of credit card statements upon request of the General Secretariat.
i. The use
or non-use of this credit card will not affect in any way reimbursement
order to receive a travel advance, a requisition must be approved in the
Oracle Purchasing module. The requisition must contain the following
expense information: Itinerary, actual airfare cost, the applicable
per-diem rates, and terminal expenses, and any foreseen miscellaneous
travel expenses and statutory travel expenses when applicable.
7. In the
case of official travel, the sponsoring department will create and
approve a requisition to pay a staff member for all travel expenses. In
the case of General Assembly and statutory travel, the sponsoring
department (SCM/DHRS) will create a requisition to pay the travel agency
issuing the tickets, and separate requisitions to pay the travelers for
per-diem, terminal expenses and any applicable statutory expenses.
approved travel requisitions, the Office of Procurement Management
Services will create and approve purchase orders and print hardcopies to
be distributed to the travelers as information for the subsequent
filling out of Travel Expense Claims forms (TECs).
9. For a
purchase order made to a traveler, the Department of Financial Services
will create an invoice and generate a payment to be deposited in the
traveler's account in a financial institution or to be paid by check
directly to the traveler. In the case of General Assembly and statutory
travel, the Department of Financial Services will pay for the airline
tickets upon receipt of invoice from the travel agency. For statutory
travel the purchase order is closed at the time of payment. In the case
of official travel the purchase order is left open to indicate that a
TEC must be submitted.
the Travel Division has completed the travel arrangements, the traveler
must pick-up and sign for the air tickets and the OAS Travel Document
(Passport) at the Travel Division.
15 days of their return from an official mission, staff members shall
return the OAS Travel Document (Passport) to the Department of Human
Resources Services. DHRS will issue a receipt for the travel document.
members returning from official travel are also required to submit to
their supervisor a travel expense claim (TEC) to be approved and
submitted to the Department of Financial Services within 15 days of
their return from official travel. The TEC should contain the following:
for all expenses related to travel for which additional reimbursement is
travel purchase orders.
ticket stubs and boarding passes.
Form 343 (registry of staff member on official mission)
of the Travel Document (passport) from Department of Human Resources
other supporting documents.
13. In the
case of statutory travel, staff members are not required to submit a
Travel Expense Claim. However, they will be required to keep all TEC
information in file up to 5 years for auditing purposes.
month the Department of Financial Services will review paid purchase
orders for official travel that have not been closed and contact the
originating area to request submission of Travel Expense Claims.
Instructions on how to complete a TEC are attached to this
Administrative Memorandum. Failure to submit a TEC to the Department of
Financial Services within the required time period may result in a
deduction of the travel advance amount from the salary of the staff
the TEC amount equal the purchase order, the supervisor will submit the
TEC to the Department of Financial Services requesting a final match to
close the purchase order.
the TEC amount be less than the approved purchase order, the staff
member will reimburse the Organization when submitting the TEC using a
check for the difference. The Department of Financial Services will then
perform a final match to close the purchase order, and send the check to
Accounts Receivable to be processed and to credit the project that
financed the travel.
the TEC amount be greater than the approved purchase order, the
originating area must create and approve another requisition to
reimburse the traveler for the difference. Once the Office of
Procurement Management Services has approved the new purchase order, the
area should submit the TEC to the Department of Financial Services
containing both purchase order numbers. The Department of Financial
Services will create an invoice for the second purchase order, issue a
payment and do a final match to close both purchase orders. The payment
will be deposited in the staff member's account in a financial
institution or given to the staff member directly by check.
staff member, except the Secretary General, the Assistant Secretary
General and the Executive and Assistant Secretaries, who travels on
official business away from Headquarters (except in the case of
statutory travel) shall submit a mission report to the supervisor who
authorized the travel no later than 15 days after returning. The report
should specify the purpose of the trip, contacts made, progress
achieved, problems encountered, and commitments undertaken on the
supervisors who authorized travel should submit a quarterly Report
on Official Travel that summarizes all travel carried out during the
three months previous to the report. This document should specify the
reason and cost for each travel, the staff members involved, and the
accomplishments achieved on the official mission.
travel shall be identified separately in the Report on Official Travel and will be justified in terms of its
contribution to fulfilling the aims of the Organization.
the Official Travel Plan and
the Report on Official Travel
should cover only travel related to the official activities of the area
in question. Statutory travel should not be included.
way of this administrative memorandum, all rules, regulations,
instructions and practices of the General Secretariat that run counter
to these provisions are hereby rescinded.
ENTRY INTO FORCE:
administrative memorandum shall enter into force on the date of its
Date: March 28, 2000
staff members who travel on official business of the General Secretariat
must complete a Travel Expense Claim, or "TEC", upon returning
from their trip. Staff members on statutory travel are not required to
fill-out a "TEC", but are required to keep in file all
documentation related to that travel in case of audit.
completed TEC form should have the following documentation attached:
or other ticket stub
receipt for the Travel Document (Passport) from the Department of Human
supporting documents of Expense
completed TEC, along with all supporting documentation must be submitted
to the Department of Financial Services not later then 15 days after the
completion of the travel. Failure to submit a TEC within the required time
period will result in a deduction of the travel advance amount from the
salary of the staff member.
to complete a TEC form:
pages 20 - 21 of this Administrative Memorandum is a reduced copy of TEC
form to serve as a guide. The page has explanations with arrows pointing
to parts of the TEC form indicating where information should to be
COMPLETING OAS FORM 7