By decision of the Secretary
General, the following policy guidelines are established for the use of Hospitality and
Representational Allowance Funds by Officials of the General Secretariat, as follows:
1. Hospitality and representational
allowance funds shall be spent by Officials of the General Secretariat ("GS/OAS
Officials") to further the best interests of the Organization.
2. Hospitality and representational
allowance funds shall not be spent by GS/OAS Officials primarily to entertain staff
members of the General Secretariat absent a determination by the Secretary General or
Assistant Secretary General that such expenditures are in the best interests of the
3. A GS/OAS Official may use
hospitality and representational allowance funds to host events primarily to entertain
General Secretariat staff members only by seeking and obtaining the prior approval by the
Secretary General or Assistant Secretary General. All requests for approval must comply
with all of the requirements in subparagraphs a,(I) through (5), below:
a. Any GS/OAS Official who wishes to
use hospitality and/or representational allowance funds or other GS/OAS funds to pay for
an event primarily to entertain General Secretariat staff members shall present the
Secretary General or Assistant Secretary General with a written statement containing the
(1) the reason(s) for the event;
(2) an itemization of the expected
dollar amount of expenditures on the event;
(3) a statement explaining how the
event will benefit the Organization;
(4) the date of the event and its
(5) a list of invitees.
b. Unless such approval is obtained
from the Secretary General or Assistant Secretary General, the GS/OAS Official shall be
personally obligated to reimburse the General Secretariat all GS/OAS funds used for the
event. Failure to make that reimbursement when asked may result in the corresponding
deductions from the Official's compensation pursuant to Staff Rule 103.20(b)(ii).
By way of this administrative
memorandums all rules, regulations, instructions and practices of the General Secretariat
that run counter to these provisions are hereby rescinded.
III. Entry into Force:
This administrative memorandum shall
enter into force on the date of its signature.
James R. Harding
Assistant Secretary for Management
Date: February 7, 1997