UNASUR/CMRE/RESOLUTION N 017/2015 PRINCIPLES AND PROCEDURES TO FINANCE THE SUPPORT TO OFFICIAL DELEGATIONS OF THE RELATIVELY LESS DEVELOPED COUNTRIES

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1 UNASUR/CMRE/RESOLUTION N 017/2015 PRINCIPLES AND PROCEDURES TO FINANCE THE SUPPORT TO OFFICIAL DELEGATIONS OF THE RELATIVELY LESS DEVELOPED COUNTRIES BASED ON: Resolution UNASUR/CMRE/ N 32/2012 by which it is approved the Criteria to Finance the Official Delegations of the Relatively Less Developed Countries to attend the meetings of the Bodies and Sectoral Ministerial Councils of UNASUR; WHEREAS That it is necessary to ensure an adequate participation of the Official Delegations of the Member States of relatively less development to the meetings of the Bodies, of the Sectoral Ministerial Councils and the Working Groups of UNASUR in order to ensure an adequate contribution to the integration and institutional development of the Union. That it is important to update the criteria established in the Resolution quoted in the Based on, since it mentions the budgets of and 2013 to establish the Principles and Procedures to Finance the Support to the Official Delegations of the Relatively Less Developed Countries. THE COUNCIL OF MINISTERS OF FOREIGN AFFAIRS OF THE UNION OF SOUTH AMERICAN NATIONS RESOLVES: Article 1. Approve the Principles and Procedures to Finance the Support to Official Delegations of the Relatively Less Developed Countries that is part of the present Resolution as Annex 1. 1

2 Article 2. Repeal Resolution UNASUR/CMRE/ N 32/2012 in everything that opposed to the present Resolution. December 8 th,

3 ANNEX I: PRINCIPLES AND PROCEDURES TO FINANCE THE SUPPORT TO OFFICIAL DELEGATIONS OF THE RELATIVELY LESS DEVELOPED COUNTRIES Article 1. Annually in UNASUR's budget the budgetary resources distributed under a principle of general equal participation are approved in the item " Allocations to Distribute" that corresponds to "Activity 2 Support to the Delegations of the "Program 3 Temporary Common Initiatives" aimed at providing economic support to cover the travel expenses and/or daily allowance of the official delegations of the Relatively Less Developed Countries. Article 2. The Member States of UNASUR that are included in the category of Relatively Less Development are Bolivia, Guyana, Paraguay and Suriname, and they can use the resources that are approved in the annual Budget of UNASUR, mentioned in the previous articles between January 1st until December 31st of the corresponding fiscal year. Article 3. The following are considered as eligible activities: participation in the activities of UNASUR's bodies, of the Sectoral Councils, Ministerial and Working Groups. Article 4. Every disbursements made to buy tickets or daily allowances or additional expenses incurred such as bank charges, penalties for itinerary changes, extemporaneous cancellations, among other, for official purposes only, will be charged to the existing budget, under the budget line set out in Article 1. Article 5. The resources shall be requested, except in emergency cases, with ten (10) days prior so the disbursement can be made on time and following the procedure that is approved in Appendix A. Article 6. The "Form to Request and Manage Travel Allowance and/or Tickets " that appears as Appendix B is approved. Article 7. The travel allowance applicable to Relatively Less Developed Countries will be set by the Organization of the United Nations that is in force at the time when the displacement is approved, which is published in the virtual site of the International Civil Service Commission: : The travel allowance that is settled within the framework of the support to the Delegations may differ from the scale adopted for UNASUR, when at the request of a Member State may apply another scale of travel expenses provided that they are inferior to the same. 3

4 Article 8. The amount of the travel allowance in the scale applied by the Union includes the cost of accommodation, food and land transportation. In case that one of the expense items in the travel allowance is provided, the following scale shall be applied: 8.a) 8.b) Reduction of a 50% in case of having accommodation. Reduction of a 25% in case of having food. Article 9. In the case that there is limited availability of accommodation and that the cost exceeds the travel allowance allocated for that city, UNASUR will pay directly the cost of accommodation and will give to the staff member half of the assigned per diem. Article 10. The amount of days that are settled for travel allowance will not exceed the number of days that the meeting or event to attend will last, plus one day of travel, or days dully justified in accordance with the itinerary. Article 11. The amount of the travel allowance can be expressed in dollars of the United States of America or in the official currency of the Member State of UNASUR where the event or meeting will take place. The exchange rate used should be reported if the payment is made in the local currency. 4

5 APPENDIX A DESCRIPTION OF THE PROCEDURE TO REQUEST AND PROCESS TRAVEL ALLOWANCE AND/OR TICKETS 1. The requesting country shall send through to the General Secretariat a request for each participant with the form that is approved in Appendix B including also a copy of the invitation to the meeting that the person will attend and a copy of the participant's passport. 2. The General Secretariat: a. Will review the documentation in order to evaluate if it meets all the requirements. b. It will determine if there is budget availability and will execute the corresponding budget reserve of expenditure in accordance with the approved budget. c. Will request the travel agency the possible itineraries and will inform the requesting country about them for their authorization. d. Will proceed to issue the airplane ticket, in economy class and in the most direct route to the destination, according to the approved itinerary and prior availability. e. It will generate the disbursement voucher and will issue a form to request the transfer of funds abroad to pay for the travel allowance. f. The information of the airline tickets and the transfer of travel allowance will be sent to the requesting country and will monitor the transfer made. g. Within the seven (7) calendar days after the mission has been completed, the participating staff member shall submit to the institutional of the General Secretariat, Management and Human Talent Division, the boarding passes used for the deployment and a photocopy of the travel document (passport) duly authorized by the migration authority of the place of destination. h. The Intranet of UNASUR will maintain an updated record of the financing of the authorized trips for the lesserdeveloped countries with information on beneficiaries and execution of the budget line in question with the objective of providing accounts to the Member States. 5

6 APPENDIX B Application form to request and process travel allowance and/or tickets FIRST PART. REQUEST (TO BE COMPLETED BY THE REPRESENTATIVE STATE) Mark what is requested: Travel allowance: YES Is accommodation provided: YES Is food provided: YES NO NO NO A) to100% YES NO Tickets: YES NO MEETING/EVENT THAT YOU WILL ATTEND: INVITATION NOTE Nº DATE OF THE INVITATION FROM: / / UNTIL: / / PLACE OF THE INVITATION: PARTICIPANT LAST NAME/s AND FIRST NAME/s POSITION PARTICIPANT'S INFORMATION POSTAL ADDRESS LAND LINE Street Nº City Postal Code Country (Code Country Area Nº) PHONE MOBILE (Code Country Area Nº) PASSPORT Nº PASSPORT ISSUING COUNTRY EXPIRATION DATE INFORMATION OF THE BANK ACCOUNT THAT RECEIVES THE FUNDS Account Type and Bank/Branch Number Country IBAN/SWIFT Codes Departure Date and Hour Arrival Date and Hour: Departure Date and Hour Arrival Date and Hour: ITINERARY Departure Itinerary Return Itinerary: Place of Departure: Arrival Place Place of Departure: Arrival Place Through the present application form I/we request travel allowance/tickets according to the above details. Place and Date: Signature NATIONAL COORDINATION 6

7 Application form to request and process travel allowance and/or tickets SECOND PART CLEARANCE AND PROCESSING (TO BE COMPLETED BY THE GENERAL SECRETARIAT OF UNASUR) SETTLED TRAVEL ALLOWANCE Amount of days that are paid for days Daily allowance Total allowance BANK TRANSFER Date Amount Exchange rate AIR PLANE TICKET ITINERARY TICKETS: RESERVATION CODE/NUMBER OF AIR PLANE TICKET AMOUNT IN BUDGETARY RESERVE a) Initial Budget: b) Executed: c) Balance of the budget before this request (ab) d) Budgetary reserve of the present request e) Balance Final Budget (cd) RENDERED TRAVEL ALLOWANCE Length of the mission days Daily allowance Total allowance Difference to receive Difference to refund Place and Date: Signature: ADMINISTRATVE AND HUMAN TALENT DIVISION 7