EO No. 298

TRAVEL EXPENSES
Learning Objectives
Ascertain that the claim is properly authorized, documented and correctly computed; Determine whether the expense is necessary and economical; and Recognize some limitations on the payment of travel expenses.
GEX5.0-1
APPROVAL OF TRAVEL per Executive Order # 298 dated March 23, 2004
Official travel: Less than 30 days - shall be approved by the head of office/bureau or their equivalent
More than 30 days shall be approved by the Department Secretary or his equivalent
GEX 5.0-2
ALLOWABLE TRAVEL EXPENSES

Entitlement to travel expenses shall start only upon arrival at the place of destination and shall cease upon departure there from at the following percentage:
Particulars Percentage To cover
Arrival not later than 12:00 noon Arrival after 12:00 noon Departure before 12:00 noon Departure at 12:00 noon and later
100% 80% 30% 40%
Hotel/lodging (50%); meals (30%) & incidental expenses (20%) Hotel/lodging (50%); meals (10%) & incidental expenses (20%) Breakfast (10%) & incidental expenses (20%) Breakfast (10%), lunch (10%) & incidental expenses (20%)
GEX 5 .0-5
SPECIFIC GUIDELINES FOR LOCAL TRAVEL

expenses allowable shall be the actual rates of the authorized means of transportation (land, sea and air) shall not include local inland transportation and other expenses after arrival in the office or temporary residence
GEX 5.0-6
Claims for payment of travel expenses within 50 kilometers radius from last city of metro manila shall be allowed only upon presentation of proof, duly supported with receipts of expenses incurred if they stayed in the place of assignment the whole duration of official travel. If they commute daily, only actual fare and reasonable cost for meals, not to exceed total of P400.00 per day.
DOCUMENTARY REQUIREMENTS BEFORE THE TRIP

Approved Travel Order Approved itinerary of travel detailing the transportation expenses and travel expenses to be incurred as basis for determining the amount of cash advance.
Certificate of travel completed Used tickets Certification of the head of agency as to
the absolute necessity of the expenses together with the corresponding bills and receipts if the expenses incurred exceed P300.00 Hotel room/lodging bills with official receipts in case of official travel within 50 kilometers radius Certificate of appearance or copy of report duly noted by agency head or authorized representative
UGExp Slide 5.0-5
GENERAL GUIDELINES FOR LOCAL TRAVEL Local travels shall be treated as cash advance which shall be obligated by the accountant No cash advance shall be granted unless previous cash advance granted for travel is liquidated Liquidation documents received shallbe recorded as a credit to the cash advance granted.
LIQUIDATION OF CASH ADVANCE

Cash advance for local travel shall be liquidated within 30 days upon return from travel
1. Scholarships, fellowships and training or study grants to be approved by the special committee on scholarship created for the purpose: sponsored by the Philippine Government or any of its instrumentalities; from outstanding foreign universities or institutions department concerned; or from outstanding foundations and scholarship programs 2. Conferences, special missions and other non-study trips.
UGExp Slide 5.0-6
Authority for Foreign Travel

Department Secretaries, Undersecretaries, Asst. Secretaries, heads, senior asst. heads and asst. heads of GOCCs, heads of local government and other officals of equivlent rank shall be subject to prior approval of the president of the Philippines Travel of all other positions that will last for more than 1 month. Foreign trips of delegations or groups regardless of ranks
Allowable Expenses for Foreign travel (for non-study trips)

Pre-Travel expenses P1,500 commutable allowance for immnizations, processing for the issuance of passport and travel tax exemption including expenses for photographs, airport expense excluding fees for excess baggage and porterage at customary rates.
Transportation In case officials and employees authorized to travel abroad on conferences/missions are not provided by the host country sponsoring organization or agency, they shall be allowed official transportation which shall be of the economy class unless otherwise specified in the authority
CLOTHING ALLOWANCE
Official s and Employees shall be granted clothing allowance of $400.00 for the duration of 24 months A certification shall be submitted to the effect that no clothing allowance had been received during the next preceding 24 months
Daily Subsistence Allowance

Government personnel who travel abroad is entitled to DSA as provided under United Nations Development program Index which can be secured form DFA Representation Expenses Upon approval of the President of the Phils., be allowed to non-commutable expenses not exceeding US$1000, duly supported with receipts.
Insurance Reimbursement of premium for accident insurance coverage not exceeding P200,000 during the duration of travel.
Allowable Travel Expenses for Scholarship/Fellowships grantees/ trainees

Pre-travel expenses Living allowance and per diem Transportation Medical and Dental care (E0 129) Tuition and Matriculation fees, books and supplies (E0 129)

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TRAVEL EXPENSES

ALLOWABLE TRAVEL EXPENSES

100% 80% 30% 40%

SPECIFIC GUIDELINES FOR LOCAL TRAVEL

DOCUMENTARY REQUIREMENTS BEFORE THE TRIP

Certificate of travel completed Used tickets Certification of the head of agency as to

UGExp Slide 5.0-5

LIQUIDATION OF CASH ADVANCE

Authority for Foreign Travel

Allowable Expenses for Foreign travel (for non-study trips)

Daily Subsistence Allowance

Allowable Travel Expenses for Scholarship/Fellowships grantees/ trainees

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