2011 R - 027 - PROMULGATING POLICIES ON TRAVEL AND TRANSPORTATION

Excerpts from the Minutes of the Regular Meeting of the Board of Directors of the Olongapo City Government Employees Multi-Purpose Cooperative (OCGEMPC) Held on 30 June 2011 at the OCGEMPC Training Room

Resolution No. 2011-027

PROMULGATING POLICIES ON TRAVEL AND TRANSPORTATION

WHEREAS, there is a need to promulgate policies on travel and transportation, in order to discourage unnecessary travel, and rationalize expenses for official travel and transportation;

NOW THEREFORE, upon motion duly made and seconded, the Board of Directors of the OCGEMPC in session assembled do hereby:

RESOLVE AS IT IS HEREBY RESOLVED, to promulgate, as it hereby promulgates the following:

Title: Travel and Transportation Policies, Rules and Regulation

I. Purposes of Travel

Official travel shall be allowed only for the following purposes:

1. To procure necessary items from Manila or anywhere outside of Olongapo when such item is not locally available, or when such is more cost efficient

2. To attend seminars, training activities, and other necessary educational purposes

3. To attend meetings, conferences, congresses, and other such functions at the behest of the Cooperatives Development Authority and/or in fulfilment of the cooperative’s organizational obligations

4. To confer with, or deliver and/or follow-up documents at the CDA regional or national office, and /or other agencies

5. To travel for other purposes that are necessary and beneficial to the cooperative

II. Approval of Official Travel

Travel becomes official only when duly approved as follows:

1. Travel by members of the management staff shall be approved by the Manager.

2. Travel by all officers shall be approved by the Chairperson.

3. All travels for educational and training purposes, by members, staff and officers shall be recommended for approval by the Education Committee and the Chairman is not authorized to approve such travel without the Committee’s positive recommendation.

4. Individual or group travels with aggregate costs of more than Twenty Thousand Pesos (P20, 000) shall be approved by the Board of Directors.

III. Official Travel and Transportation Costs

1. Per Diems

a. Expenses for official travel outside of Olongapo City, except SBFZ, Zambales, Bataan and Pampanga, shall be compensated with per diems at the rate of Five Hundred Pesos (P500.00) per day to cover meals, snacks and other minor expenses.

b. Per diems for official travel to SBFZ, Zambales, Bataan and Pampanga shall be at the rate of Three Hundred Pesos (P300.00) per day.

2. Lodging/Hotel Expenses

a. In addition to the travel per diem, an official traveller shall be granted a lodging allowance at the rate of Eight Hundred Pesos (P1, 000.00) per night when overnight stay is necessary to accomplish the official purpose of the travel.

b. The above provided policies on per diems and lodging allowance may not apply in the case of seminars, conferences and the like, where packages are offered that include meals and lodging. In such cases, the OCGEMPC may pay seminar/conference fees including meals and lodging in lieu of the usual per diems and lodging fees, for the duration of the activity.

3. Transportation Costs

a. In addition to the per diem and lodging allowance, the OCGEMPC shall bear the actual transportation costs incurred for official travel through land, sea and air

b. While the OCGEMPC does not have its own vehicle as yet, the preferred mode of land travel is through public transport, i.e. bus, jeepney, taxi

c. When absolutely necessary, and when public mass transportation is not practicable, a rented vehicle such as a car or van maybe used, provided that the rental and fuel cost is not higher than the current market cost for such.

IV. Documentary Requirements for Official Travel

1. All official travel shall be supported by a duly approved travel order/authorization document, and an itinerary of travel indicating the estimated cost of the travel.

2. The OCGEMPC shall not pay the cost of any travel made without prior authorization unless the failure to secure prior authorization is satisfactorily justified to the Board.

3. Travel to attend seminars, conferences and other out-of-town activities shall not be approved unless supported by an invitation from the organizers or sponsors of such activity.

V. Cash Advances, Liquidation and Other Post-Travel Requirements

1. Cash advances for official travel shall be allowed subject to the existing policies, rules and regulations regarding cash advances.

2. The approving authority of a travel, at his/her discretion, may require a traveller to submit a certificate of appearance from the office, agency or organization that will be the destination of the travel. The approving authority shall indicate this requirement on the approved travel authorization, or verbally inform the traveller before departure

3. Attendees to an out-of-town educational or training activity shall submit a written report on the activity attended to the Education Committee within seven (7) working days from completion of the said activity.

4. Attendees to an out-of-town activity required by the CDA, or to fulfil an organizational obligation of the OCGEMPC shall submit a written report on the activity attend to the Board within seven (7) working days from completion of the activity, or render a verbal report in the Board meeting immediately after completion of the activity attended.

VI. Effectivity

1. These policies, rules and regulations take effect on 01 July 2011 until revoked or amended by the OCGEMPCI Board of Directors.

Done this 30th day of June 2011 at Olongapo City, Philippines.