Republic o-r Palau 0/iice oi die <:Presi"iJent P.O. Box 6051, Palau, PW 96940 Tommy E Remengesau, jr. Tel. (6801 767-2403/2828 !lJ~ Fax. (680)767-2424/1662 Email: rop. [email protected] EXECUTIVE ORDER NO. 422 Revising the Republic ofPalau Travel Policies and Procedures for the Executive Branch ofthe National Government WHEREAS, it is necessary to establish and maintain travel policies and procedures for the Executive Branch of the National Government in a single, accessible, and comprehensive document; and WHEREAS, such travel policies and procedures need to reflect current management practices, desires and terminologies; and WHEREAS, it is thus necessary to periodically update and revise the travel policies and procedures to reflect the changing needs and realities of managing travel funded by the Executive Branch; and WHEREAS, the Executive Branch's comprehensive travel policies and procedures were last revised in February of 2017 and require adjustments to account for circumstances that have changed during this time, including an adjustment of the applicable per diem rates to accurately reflect the present cost of travel; NOW, THEREFORE, by virtue of the authority vested in me as President of the Republic of Palau, and pursuant to the Constitution and laws of the Republic of Palau, I do hereby order that the document entitled "Republic of Palau Travel Policies and Procedures for the Executive Branch of the National Government," as revised on April 2019, be put into effect as of the date of this Executive Order. This Executive Order supersedes all previous orders and directives regarding travel policies and procedures, including specifically Executive Order No. 393 and all other orders and directives repealed therein. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal this 1i 11 day of April, 2019. REPUBLIC OF PALAU TRAVEL POLICIES AND PROCEDURES for the EXECUTIVE BRANCH of the NATIONAL GOVERNMENT Effective Date: August 12, 200 l Revised Date: April2019 EXECUTIVE BRANCH TRAVEL POLICIES AND PROCEDURES REPUBLIC OF PALAU EXECUTIVE ORDER No. 422 Amending Executive Order No. 393 EXECUTIVE ORDER No. 393 Amending Executive Order No. 199 EXECUTIVE ORDER No. 199 Amending Executive Order No. 140 EXECUTIVE ORDER No. 140 Amending and Reissuing Travel Policies and Procedures EXECUTIVE ORDER No. 109 Amending Executive Order No. 104 EXECUTIVE ORDER No. 104 Amending Travel Policies & Procedures EXECUTIVE ORDER No. 99 Establishing Travel Policies and Procedures TABLE OF CONTENTS Page Number PART I PURPOSE AND APPLICATION ........................................................................... 4 Section I 0 I Introduction and Purpose Section I 02 To Whom Applicable Section I 03 The Legislative and Judicial Branches, State Governments Section 104 Definition PART 2 USE OF TRAVEL AUTHORIZATIONS ............... .................................. 6 Section 201 Users of Travel Authorization Form Section 202 Responsibilities For Preparation and Approval 202.1 Official Business 202.2 Non-Employees 202.3 Recruitment and Repatriation 202.4 Change of Duty Station 202.5 Medical Referrals 202.6 Submission of Travel Requests Section 203 Instruction For Preparing/Completing T A Form Section 204 Routing and Distribution ofTAs Section 205 Amendments ofTAs Section 206 Cancellation ofTAs Section 207 Conduct While Traveling PART 3 PER DIEM AND OTHER EXPENSES .................................................. 12 Section 30 I Per Diem 30 1.1 Expenses Covered 301.2 Per Diem Rates at Locations and En-route 301 .3 Receipt Requirements 30 1.4 Executive Branch Per Diem Rates 301.5 ROPNG Allowance Rates 30 1.6 Medical referrals Rates 30 l.7 Stipends Section 302 Other Reimbursable Expenses 302. 1 Allowable Exp. and Receipt Requirements 302.2 Lost Receipts Section 303 Expenses Paid Directly By ROPNG 303.1 Commercial Carriers and Use of GTR 303.2 Hotel Deposits 303.3 Conference Fees Section 304 Use of Credit Cards 304.1 Personal Credi t Cards Section 305 Layovers and Indirect Routes 305. 1 Allowability of Layovers 305.2 Indirect Routes Section 306 Personal Effects Shipments 306. I Policy 306.2 Air Parcel Post Allowances Travel Policies and Procedures Republic of Palau Revised April 2019 Page 2 Section 307 Repatriation 307. 1 Repatriation to Other Than Point of Hire 307.2 Restrictions Section 308 Contract Employees Home Leave PART 4 TRAVEL ADVANCE ............................................................................................. 23 Section 40 l Reasons and Responsibilities For Advances Section 402 Travel Advances Policies 402.1 Travel Outside ofPalau Section 403 Travel Advances Procedures 403.1 Initial Travel Advance 403.2 Additional Travel Advance Section 404 Repayment and Reimbursements PART 5 GOVERNMENT TRANSPORTATION REQUESTS (GTRS) .......................... 27 Section 50 I User and Restrictions of GTRs Section 502 Instructions For Completion ofGTR Forms Section 503 Spoiled or Canceled GTR.s. Section 504 Refunds and Credits to Be Tumed Over to ROPNG PART 6 EXPENSE CLAIMS ............................................................................................... 29 Section 60 1 Use of Travel Vouchers Section 602 Instructions For Preparing Travel Voucher Form Section 603 Supporting Documents Section 604 Balances Due To Traveler Section 605 Balances Due To ROPNG 605.1 Payments To Accompany Travel Voucher 605.2 Payroll Deductions PART 7 TRIP REPORT ....................................................................................................... 33 Section 701 Trip Reports 70 I .I Trip Report Contents 701.2 Trip Report Filing Exemptions APPENDICES Appendix A Sample Completed Forms A. I Travel Authorization A.2 Sample Travel Authorization Amendment A.3 Application and Account For Advance of Funds A.4 GTR (Goverrunent Transportation Request) A.S Travel Voucher Form (Expense Report) A.6 Trip Report A.7 Non-employee Travel Expense Form Appendix B Approved Per Diem Rates Travel Policies and Procedures Republic of Palau Revised April 2019 Page 3 PART I PURPOSE AND APPLICATION Section 101. Introduction and Purpose The purpose of these travel policies and procedures is to promulgate in one document the regulations that travelers must follow when using any funds under the control and administration of the Executive Branch of the Republic of Palau National Government (hereinafter ROPNG). Further, guidelines are provided to all interested parties as to completion, routing, and distribution of forms and other documents. Section 102. To Whom Applicable All official travel in the interest of the Republic of Palau National Government Executive Branch is covered by these policies and procedures. Therefore all employees, boards and commission members, and all other people traveling utilizing ROPNG Executive Branch funds are subject to these policies and procedures. U.S. Federal, foreign nations, or other special grant funded travel must follow these regulations, except whenever the grant regulations (e.g. contract special conditions) are required by the grantor. Section 103. The Legislative and Judicial Branches and State Governments and Independent Agencies Although these policies and procedures are not directed to the Judiciary, the Olbiil Era Kelulau, Independent agencies of the Government, or State Governments, they are welcome and encouraged to adopt any or all provisions that may provide suitable audit trails. The Olbiil Era Kelulau (OEK) travels under the administrative authority of its own Administrative Manual on Travel and Per Diem, although the OEK regulations are similar to the policies and procedures of the Executive Branch. The Judiciary has in the past followed Executive Branch regulations in the interest of uniformity. Whether or not the ChiefJustice adopts these regulations, or a substantial part thereof, a separate travel policies and procedures manual for the Judiciary is appropriate. Each State Government and Independent agencies should likewise promulgate its own travel policies and procedures. Section 104. Definitions BNT Bureau ofNational Treasury DF&A Division ofFinance & Accounting Dependent A dependent is a person entitled to transportation under the employment agreement of an employee. Dependents are limited to the spouse and children (including legally adopted and Travel Policies and Procedures Republic of Palau Revised April 2019 Page4 step-children) under 19 years of age. The Travel Section may require proof of dependent status such as a marriage license, birth certificate, adoption papers or other documentation. Non-employee Traveler People who are not regular employees of the ROPNG Executive Branch, such as consultants, researchers, visiting dignitaries, students, or medical patients, but who travel using Executive Branch funds directly (i.e., not under a contract) are considered non­ employee travelers, subject to most provisions of these regulations. Per Diem Per diem is a daily allowance provided to reimburse the traveler for authorized expenses incurred for lodging and meals. ROPNG Republic ofPalau National Government. Daily Subsistence Allowance An allowance provided to employees only for meal expenses incurred while on official travel, when lodging is provided at the expense of someone other than the traveler. Supplementary Fund Funds provided to a traveler for whose travel expenses are being paid by an outside sow-ce (other than the ROPNG). Examples are funds to cover costs associated with transiting to or from the destination (with all expenses paid once the traveler arrives) or funds provided