3R.
epubltc of tbe li)IJilippineg
1!\epartment of bucation
02 =p 2019
DepEd ORDER
No.022, s. 2019
GUIDELINES ON OFFICIAL LOCAL TRAVELS IN THE DEPARTMENT OF EDUCATION
To: Undersecretaries
Assistant Secretaries
Bureau and Service Directors
Regional Directors
Schools Division Superintendents
Public Elementary and Secondary School Heads
All Others Concerned
1. Pursuant to Section 21 of Executive Order No. 77, s. 2019 dated March 15,
2019 entitled Prescribing Rules and Regulations and Rates of Expenses and
Allowances for Official Local and Foreign Travels of Government Personnel, this
DepEd Order is hereby issued to adopt and conform to its provisions and to reiterate
and/ or amend existing policies, guidelines and procedures on official local travels of
its officials and employees. The guidelines on foreign travels shall be issued
separately.
2. For more information, please contact the Office of the Assistant Secretary for
Finance through email address [email protected] or through telephone
nos. at (02) 637-4611 and (02) 633-8925.
5. Immediate dissemination of and strict compliance with this Order is directed.
L ;
Secretary
Encl.:
As stated
To be indicated in the Perpetual Index
under the following subjects:
AUTHORITY
BUREAUS AND OFFICES
EXPENSES
OFFICIALS
TRAVEL
EMPLOYEES
RULES AND REGULATIONS
MCDJ, DO Guidelines on Official Travels in the DepEd
0571-August 13, 2019
DepEd Complex, Meralco Avenue, Pasig City 1600 !fj 6 33 - 72 08 / 633 -7228 / 63 2-136 1 .,. 636-4876/637-6209 4 www.deped.gov.ph
(Enclosure to DepEd Order No. 022 , s. 2019
GUIDELINES ON OFFICIAL LOCAL TRAVELS IN THE DEPARTMENT OF
EDUCATION
I. RATIONALE
Executive Order No. (EO) 77, s. 2019 dated 15 March 2019 entitled
"Prescribing Rules and Regulations and Rates of Expenses and Allowances for
Official Local and Foreign Travels of Government Personnel" directs all
agencies to issue its own set of internal guidelines that would "(i.a) provide
additional safeguards as are best suited to agency conditions, (i.b) address
agency peculiarities, and (i.c) ensure the judicious use of public funds".
II. SCOPE OF THE POLICY
This DepEd Order provides updates on existing rules and regulations on
official local travels of DepEd officials and employees of the Central Office
(CO), Regional Offices (ROs), Schools Division Offices (SDOs) and schools.
It contains travel authorization and travel expense payment procedures,
computations of the allowable Transportation Expenses and Miscellaneous
Expenses, Daily Travel Expenses, the approving authorities at all governance
levels, the process flow, standard forms, and other documents consistent with
the requirements under EO 77, s. 2019.
III. POLICY STATEMENT
This Order will serve as guide for approval of DepEd officials and employees
on their local travels including the payment of their allowable travel expense
claims. This shall also help streamline the procedures and provide relevant
control measures to ensure efficiency, effectiveness and economy in the
utilization of funds alloted for travel expenses. This policy applies to official
local travels of officials and employees of the CO, ROs, SDOs and schools.
IV. DEFINITION OF TERMS
For the purpose of this Order, the following terms are defined as follows:
(a) Daily Travel Expenses (DTE) - the amounts authorized to cover expenses for
local travel, which consist of (i) costs for hotel accommodation or lodging,
including the prescribed taxes and services charges, (ii) meals, and (iii)
incidental expenses, including cost for local or inland transportation and
reasonable miscellaneous expenses at the place of assignment.
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(b) Official Business - refers to official travel wherein the Transportation
Expenses and Miscellaneous Expenses, and Daily Travel Expenses incurred,
including salaries and other benefits, while on travel, shall be funded by
DepEd or by any other government entities.
(c) Official Time - refers to official travel wherein no government expenses shall
be incurred/ spent, except for the payment of salaries and other benefits of
the official or employee who is on travel.
(d) Permanent Official Station - the place where the office or regular place of
business/work of an official employee is expected to stay most of the time as
required by the nature and the duties and responsibilities of the position of
such official or employee.
(e) Transportation Expenses - the actual fares of the authorized modes of
transportation (e.g., land, sea and air) for local travels from the permanent
official station to the destination or place of assignment and back.
V. GUIDELINES AND PROCEDURES
A. Official Local Travel
1. Official local travels under this Order shall cover only those which meet the
following criteria:
a. It is essential to the effective performance of an official or employee's
mandates or functions;
b. It is required to meet the needs of the Department or there is substantial
benefit to be derived by the Department;
c. The presence of the official or employee is critical to the outcome of the
meeting, conference, seminar, consultation or any official activity to be
attended; and
d. The projected expenses are not excessive or involve minimum expenditure.
2. All officials authorized to approve local travels shall ensure that the travel
shall entail m1mmum travel cost/ expenses. Hence, all forms of
communications, such as, but not limited to telephone calls, electronic
mails, social media, teleconferencing and videoconferencing or submission
of briefs and position papers, as alternative to travels, must be explored,
provided, these do not compromise national security and confidentiality of
official communications.
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B. Signing Authorities on Official Local Travels
1. The official local travels of the Secretary, as head of the agency, need not be
approved by higher authorities, pursuant to Section 4 (a) of EO 77, s. 2019.
2. Using the Authority to Travel form (see Annex A), the official local travel of
shall be approved by the following:
Approving Authorities
Office/ Positions Recommending
Approval
Approval
a. Central Office
a.1 Undersecretary / Secretary
Assistant Secretary
concerned
a.2 Bureau/ Service Assistant Secretary/
Director/ Executive Undersecretary concerned
Director
a.3 Division Chief and Director Concerned Assistant Secretary/
Below Undersecretary concerned
a.4 Offices and Director Concerned Chief of Staff of the Secretary
Immediate Staff of
the Office of the
Secretary
b. Regional Office
b. l Regional Director Undersecretary in-charge of
(RD) Field Operations- for
destinations outside the
Region
b.2 Assistant Regional RD
Director (ARD)
b.3 Division Chief ARD RD
b.4 Below Division Chief Division Chief / RD
ASDS (for those
without Division
Chiefs)
c. Division Office
b.2 Schools Division - RD - for destinations outside
Superintendent the Division
(SDS)
b.2 Assistant Schools - SDS - for destinations within
Division the Region
Superintendent
(ASDS) SDS- for RD - for destinations outside
destinations the Region
outside the Region
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b.2 Division Chief ASDS SDS
b.2 Below Division Division SDS
Chief including Chief/ ASDS (for
Public Schools those without
District Supervisor
Division Chiefs)
d. School
d. 1 School Head ASDS SDS
(SH)
d.2 Teaching - SH - for destinations within
and non- the Division
teaching
personnel SH - for SDS- for destinations within
destinations within the Region
the Region
SH - for SDS - for destinations outside
destinations the Region
outside the Region
3. Travel authority is hereby granted to all Regional Directors, Assistant
Regional Directors and Schools Division Superintendents, including officers
in-charge of said positions, upon invitation of the secretariat concerned, to
attend National Management Committee Meetings and Regional
Coordination Meetings. Hence, the issuance of individual travel authorities
shall not be required.
Said travels are considered absolutely necessary in the performance of their
assignments, thus, claims for reimbursement of actual accommodation
expenses are authorized, subject to the other conditions and requirements
specified herein.
C. Procedures and Supporting Documents for Securing Travel Authority,
Cash Advance and Payment of Claims for Official Local Travels
1. The official or employee concerned shall accomplish and submit an Authority
to Travel form not later than three (3) working days prior to the event together
with the following supporting documents to the office of the
signing/approving authority /ies forconsideration and approval:
a. Signed Memorandum/Letter/Order/Invitation or other communication
relevant to the DepEd or non-DepEd activity/event for the purpose of
being a participant/ guest/ resource person/lecturer /visitor;
b. Approved AR/ ATC, or Proof of Source of Funds to signify that funds are
earmarked for the travel expenses to be incurred; and
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c. Itinerary of Travel.
Should the request be submitted or received beyond the prescribed period, a
written justification must be appended.
2. Cash advance for travel may be granted to the official or employee upon
request, and upon submission to the Budget Division/Section/Unit for
obligation and then to the Accounting Division/Section/Unit of the approved
documentary requirements enumerated under Sec. C. l.a to C. l.c. However,
no new or additional Cash Advance for travel expenses shall be granted
unless the previous cash advance has been liquidated.
3. Claims for payment or reimbursement of allowable expenses for local travel
(on official business) shall be forwarded to the Budget Division/Section/Unit
for obligation and then to the Accounting Division/Section/Unit for pre audit.
The travel expense claim must be submitted together with the approved
documentary requirements enumerated under Sec. C. l .a to C. l .c, and the
following:
a. Certificate of Travel Completed;
b. Certificate of Appearance;
c. Corresponding Hotel Bill or Invoice/Receipt (if claiming for actual
accommodation expenses); Transportation Ticket (plane, bus, ship, etc.) or
any equivalent document; Reimbursement Expense Receipt; and
d. Payment of travel claims shall be obligated through issuance of Obligation
Request and Status (ORS) by the Budget Division/Section/Unit and paid
by the Cashier Section/Unit through the issuance of Check or LDDAP
ADA. Signing authorities on the ORS and LDDAP-ADA shall be in
accordance with existing policies on signing authorities.
4. For activities/events/errands that would require leaving from or going out of
the permanent station or workplace during office hours within the day, a
Locator Slip (Annex B) duly approved by the Head of Office or his/her
Authorized Representative, and countersigned by the authorized personnel of
the office visited, shall be used. A Certificate of Appearance from the office
visited may be secured in case such portion was left unsigned by the person
visited.
The accomplished and signed Locator Slip shall serve as the authority to
travel and may be used for reimbursement of actual transportation
expenses only. In no case shall this be used for personal business.
D. Travelling Expenses
1. Official local travel to destinations beyond the SO-kilometer radius from
the permanent official station shall be allowed the following expenses:
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a. Transportation Expenses and Miscellaneous Expenses. 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:
1. From the office or residence to the point of embarkation, and vice
versa;
ii. From the point of embarkation to the point of disembarkation in the
place of destination, and vice versa; and
iii. From the point of disembarkation to the office of destination or place
of assignment in the field, and vice versa.
The transportation expenses and reasonable miscellaneous expenses shall
be in addition to the daily travel expenses under Section D.1.b of this
Order.
Personnel concerned shall not be entitled to transportation expenses for
the entire trip or portion of such trip where government vehicle was used.
If a private vehicle is used, no reimbursement of the cost of gasoline and
fuel shall be allowed. The official or employee concerned, however, is
entitled to the equivalent cost of the customary mode of transportation.
b. Daily Travel Expenses (DTE).
b.1 The maximum allowable DTE of DepEd personnel, regardless of rank
and position, shall be the following rates:
DESTINATION MAXIMUM DTE
Cluster I Regions I, II, III, V, VIII, IX,
Pl,500
XII, XIII, BARMM
Cluster II Regions VI, VII, X, XI, CAR Pl,800
Cluster III Regions IV-A, IV-B, NCR P2,200
b.2 Claims for payment of DTE as provided under Section D.1.b hereof
shall not be required to present bills and receipts.
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c. Apportioned Travel Expenses. The allowable DTE for travel beyond
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 100% 50% - hotel/lodging
destination (regardless of
time) and succeeding 30% - meals
day/s thereof on official
20% - incidental expenses
business
Day of departure for 50% 30% - meals
permanent official station
(regardless of time) if 20%- incidental expenses
other than date of arrival
d. Travel Expenses in Excess of Authorized Travel Rates. 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 Approving Authority under B.2 of
this guideline as absolutely necessary in the performance of an
assignment; and
11. Presentation of bills and receipts. A Certification or Affidavit of Loss shall
not be considered as appropriate replacement for loss bills and receipts.
e. Precluding Double Payment of Travel Expenses. To preclude double
payment, the corresponding portion of the DTE shall not be allowed when
the fare paid for transportation includes meals and/or quarters en route,
or where meals and/ or lodging are paid for or furnished by the DepEd or
other parties.
e.1 However, the traveler may claim meal reimbursement upon
submission of a written justification and documentary support if:
1. The traveler is unable to consume the meal provided because of
medical requirements or religious beliefs.
11. The traveler purchased substitute meal(s) m order to satisfy
medical requirements or religious beliefs.
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111. The traveler was unable to take part in the provided meal due to
the conflict of official business.
1v. Other analogous circumstances.
Complimentary meals included in the accommodation does not affect
the maximum meal expenses.
e.2 In case of invited DepEd resource speakers, advisers or Secretariat
to national conferences, conventions, symposia, fora seminars,
meetings and other similar events managed by private organizations,
associations or unions, the travel expenses shall be shouldered by
the inviting agency or organization, unless otherwise authorized by
the DepEd Secretary.
2. For official travel destinations within SO-kilometer radius from the
permanent official station, the following expenses shall be allowed:
a. Actual transportation expenses not exceeding the rates provided under
D.l.a, as well as the DTE under D. l.b 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.
b. Personnel on official travel who commute daily from the place of
assignment to the place of residence or permanent official station shall be
allowed of the following expenses:
1. Actual fare at the prevailing rates of authorized modes of
transportation from the permanent official station to the place of
assignment and back;
ii. Meals in an amount not exceeding the thirty percent (30%) of the
authorized meal component of the DTE as indicated in Section D.l .c
hereof.
Presentation of transportation ticket or any equivalent document shall be
required as proof of actual travel undertaken.
c. An employee rece1vmg Transportation Allowance (TA) either on
commutable or reimbursable form, shall not be entitled to reimbursement
of transportation expenses.
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3. Mode of Transportation and Type of Accommodation.
a. The Approving Official on the Authority to Travel under Section B.2
hereof shall determine the mode of transportation and type of hotel/lodging
to be availed, which in all cases shall be the most economical and
efficient,.
b. 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 amount of cash, bulky equipment and important documents,
inclement weather, accompanying dignitaries or high level government
officials, or when time is of the essence.
4. Accommodations. To ensure adequate but reasonably-priced services and
amenities, the workshops, seminars, trainings, conferences, and other official
activities organized and conducted by the Department shall use DepEd
training venues such as the office conference rooms, Regional Education
Learning Centers (RELCs), Applied Nutrition Center, ECOTECH Center,
National Educators Academy of the Philippines (NEAP), and Baguio Teachers
Camp (BTC). It 1s also encouraged to patronize DOT-accredited
accommodations.
If the above facilities are not available on the basis of certification of the
authorized official from these venues, the selection of other venues and
facilities shall adhere to existing policies and guidelines on procurement.
5. Prohibition against Junkets of DepEd Officials and Employees. All
forms of travel junkets shall be strictly prohibited, as per Section 19 of the
E.O. No. 77, s. 2019. The taking of a personal leave immediately before
or after the official activity is highly discouraged. If travel circumstances,
such as the nature of activity, purpose and itinerary, indicate that the trip is
mainly intended for personal purposes, no part shall be considered as official.
6. The Head of Office shall ensure that a skeletal workforce is maintained at all
times for travels which entail the absence of majority of employees.
7. Travel in Connection with Official Duties Paid for by a Private Source.
Official trips partially or fully sponsored or funded by private corporations or
private individuals shall be fully disclosed. No official or personal travel of
DepEd officials and employees shall be funded directly or indirectly, fully or
partially, by private individuals, including suppliers and contractors, with
pending request/ s or application/ s or future dealings with any schools,
SDOs, ROs, Bureaus/Services or office of the Department of Education.
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This prohibition applies to invitations to travel purportedly to undertake study
or assessment of the proponents' capabilities as such contractors or
suppliers.
8. Since the FY 2019 appropriations of DepEd does not include the funding
requirement to cover the increase in travel expenses as a result of the
implementation of EO 77, s. 2019, heads of offices/units of different
governance levels are advised to effect the corresponding adjustment in their
FY 2019 Work and Financial Plans (WFP). For FY 2020 and succeeding
years, DepEd offices must ensure that the allowable Transportation Expenses,
Miscellaneous Expenses and Daily Travel Expenses will be reflected in their
Budget Proposals and Work and Financial Plans.
VI. MONITORING AND EVALUATION
a. All offices and accountable officials and personnel thereof shall comply
with existing financial reporting guidelines on the use of funds for this
purpose.
b. The Budget and Accounting Divisions of the DepEd Central Office, Bureau
of Human Resource and Organizational Development, Regional Finance
Division and Finance Units of SDOs shall monitor compliance to this
Order, conduct review of these guidelines and recommend changes to
further improve the implementation of E.O. No. 77, s. 2019.
c. Local travel matters/ queries/ clarifications not covered by this Order shall
be referred to the DepEd Secretary for resolution.
VII. REPEALING CLAUSE AND EFFECTIVITY
All existing Orders and Memoranda inconsistent with this Order are hereby
rescinded. The guidelines stated herein shall remain in effect, unless later
repealed, amended, or rescinded.
This Order shall take efffect immediately. However, the increased rates of travel
expenses and allowances shall take effect upon the effectivity of EO 77, s. 2019,
subject to the conditions for the grant thereof.
LEONOR MAGTOLIS BRIONES
Secretary
,,
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ANNEX A
31\epubltc of tbe llbtlippineg
110epartment of <fbutation
AUTHORITY TO TRAVEL CONTROL NO:
REGION:
BUREAU /DIVISION/SCHOOL:
Date of Filing
NAME
Position/ Designation
Permanent Station
Purpose of Travel
Activity Organized/
Sponsored By
Period Covered
(Inclusive of Travel Time)
Please Check D Official Business D Official Time
Venue/ Destination
Expenses Covered (subject to the usual accounting and auditing rules and regulations)
Fund Source
(Pap Code/ ...)
Recommending Approval: Approved:
Name and Signature Name and Signature
Date: Date:
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/'
ANNEXB
�epuhlic of tbe llbtlippineti
13epartment of
Cfbutation
LOCATOR SLIP
REGION:
BUREAU /DMSION/SCHOOL:
DATE OF FILING
NAME
PERMANENT
STATION
POSITION/
DESIGNATION
PURPOSE
PLEASE CHECK O Official Business 0 Official Time
DESTINATION
DATE AND TIME OF
EVENT/
TRANSACTION/
MEETING
Approved:
Signature of Requesting Head of Office or his/her Authorized
Official/Employee Representative
Date: Date:
Page 13 of 1
/
CERTIFICATION
This is to certify that the above employee appeared in this Office for the above
purpose.
Signature over printed name Position Date
(Note: This portion shall be filled out by the Official/authorized personnel of the Office visited.)
*The accomplished and signed Locator Slip shall serve as the authority to travel.
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