Annex to the Rules of Procedure of the Executive Board : Regulations for payment of travel expenses, subsistence allowance and office expenses to representatives appointed by the Members of the Executive Board
Annex to the Rules of Procedure of the Executive Board : Regulations for payment of travel expenses, subsistence allowance and office expenses to representatives appointed by the Members of the Executive Board (*)
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I. Travel expenses and subsistence allowances
The payment of travel expenses and the subsistence allowance provided for in Rule 61 of the Rules of Procedure of the Executive Board shall be subject to the following conditions:
1. Travel expenses payable by the Organization
1.1 Journeys (round trips) carried out in the execution of official duties:
(a) By representatives appointed by the Members of the Executive Board (or subject to the provisions of paragraph 5 below, by their alternates), between their normal place of residence and the place of any meeting of the Board or of its subsidiary organs.
(b) By representatives appointed by the Members of the Executive Board only, between the seat of their government or the capital city of their country and the place of any session of the Executive Board, on the understanding:
(i) that the journeys referred to in this section shall take place after the receipt of the provisional agenda of any session of the Executive Board;
(ii) that those journeys shall not exceed the number of regular or special sessions held each year; and
(iii) that paragraph 3.1.3 of the present annex regarding the subsistence allowance shall not apply to such cases.
1.2 Travel of a representative appointed by the Member, or of any other person specially appointed by the Board, to perform a mission on behalf of the Board, within the terms of a specific decision of the Board. Between sessions, the Bureau may authorize such a mission. The Chairperson should inform the Board annually of all missions undertaken in the preceding year.
2. Route, mode and class of travel
2.1 The amount of transportation costs payable shall be:
(a) By air: standard business class for the representatives of States Members of the Board and first class for the Chair- person;
(b) By rail: first class, with sleeper;
(c) By sea: minimum first-class accommodation on the ship travelled in; or the actual fare by direct route, whichever is less.
2.2 However, the sum payable for rail or sea travel shall in no way exceed the cost of travel by air as specified in paragraph 2.1(a) above.
2.3 Costs resulting from delays (other than those for which the traveller is not responsible), indirect route or travel originating or terminating elsewhere than the traveller’s normal place of residence shall not be payable.
2.4 If a private car is used for travel, transportation costs shall be payable at the rate per kilometre of direct route applied by the Organization, but not exceeding the costs of standard first class or business class air travel as specified in paragraph 2.1(a) above; no transportation costs shall be payable in respect of other persons travelling in the same car.
2.5 Whenever possible, tickets and reservations shall be obtained through UNESCO; when this is not done, the authorized costs may be reimbursed to the traveller in the currency in which expenditure was made or in euros.
3. Subsistence allowance
3.1 A subsistence allowance shall be payable:
3.1.1 During travel, for each day spent in travel the costs of which are paid by the Organization;
3.1.2 During meetings of the Board or of its subsidiary organs, for each day throughout the period of meetings spent in the locality in which the meetings are held, provided the representative or alternate does not normally reside in that locality;
3.1.3 During missions, for each day required for the performance of this mission and spent elsewhere than in the locality in which the representative appointed by the Member normally resides.
3.2 When the interval between two sessions is not sufficient to enable a representative appointed by the Member to return conveniently to his normal place of residence he may receive, at his request, instead of the payment of the round trip to his place of residence, a daily subsistence allowance equivalent to 75 per cent of the daily subsistence allowance granted during sessions for the period between the close of one session and the opening of the next, provided that the amount so to be provided by the Organization shall not exceed the cost of a round trip between the place of meeting and the representative appointed by the Member’s normal place of residence.
3.3 The rates payable to representatives appointed by the Members of the Board shall be those applicable to the Director-General.
3.4 The subsistence allowance for days spent in travel may be paid either in the currency of the country or final destination or, in case of travel to attend meetings, in the currency of the country in which the meeting is held. The subsistence allowance for the period of meetings shall be paid in the currency of the country in which the meetings are held. At the request of the Board Members or their alternates, up to one third of the subsistence allowance may be paid in another currency.
3.5 The subsistence allowance shall not be deemed to cover the following expenses which shall be reimbursable to the traveller upon request:
3.5.1 Passports or visas required for travel the costs of which are paid by the Organization;
3.5.2 Excess baggage, if the excess is certified to consist of documents or equipment necessary for business in connection with the Board;
3.5.3 Baggage insurance premiums, subject to a maximum insured amount of $1,000;
3.5.4 Taxi fares from place of residence or business to station, port or airport and vice versa or between two transportation termini if a necessary part of travel;
3.5.5 Representation expenses incurred during a mission covered by paragraph 1.2.
4.1 The Organization shall take out an accident insurance policy for the duration of each session, including travel to and from the place of meeting, for a capital sum of $125,000, for each of the representatives appointed by the Board Members during each session of the Board, or his alternate when he replaces the representative appointed by the Member for an entire session. This insurance shall cover the following risks: death and permanent, total or partial disablement resulting from an accident to the person insured occurring at any time during each session of the Board, including accidents during both journeys between the place of residence and the place in which the meeting is held (1).
4.2 Representatives appointed by the Board Members shall also be covered by a health insurance policy providing for the payment of medical expenses (hospitalization, consultations, pharmaceutical expenses) incurred during their stay in the place of meeting of the Board or the General Conference. These expenses shall be reimbursable at the rate of 100 per cent up to a ceiling of $12,500 per Member insured and per session. Chronic or pre-existing illness, as well as optical and dental expenses, are excluded from this scheme (2).
When an alternate or alternates attend a session or group of meetings instead of the representative appointed by the Member, a subsistence allowance and transportation costs shall be payable for one alternate only provided the alternate does not normally reside in the locality where the meetings are held, and that the representative appointed by the Member renounces, for that session or group of meetings, any entitlement he may have under subparagraphs 1.1, 3.1.1 and 3.1.2.
6. New Members
Representatives appointed by the Members newly elected to the Board shall be eligible to receive a subsistence allowance in respect of any meetings held immediately after the close of the session of the General Conference at which they are elected provided they do not normally reside in the locality where the meetings are held; however, their transportation expenses on this occasion shall not be payable by the Organization.
7. General conditions
7.1 Any exchange calculations involved in the application of these regulations shall be based on the official rates available to UNESCO on the day on which the transaction is effected.
7.2 Any payment made under these regulations shall be subject to the implicit undertaking by the representative appointed by the Member that payment for the same purpose has not been received from any other source.
7.3 Any question concerning the interpretation of these regulations shall be submitted to the Chairman of the Board who shall consult the Board if necessary.
II. Reimbursement of office expenses
The reimbursement of office expenses provided for in Rule 62 of the Rules of Procedure of the Executive Board shall be subject to the following conditions:
1. Expenses in the following categories shall be eligible for reimbursement:
– secretarial expenses;
– cable, postage and telephone charges.
2. Reimbursement shall be made annually on the basis of statements presented by the representative appointed by the Member, accompanied whenever possible by full documentation substantiating the request.
3. Reimbursement shall be made in the currency in which the expenditure was incurred or in euros.
4. The amount to be reimbursed to any representative appointed by the Member shall not exceed $100 in any year.
(*) 1. See 32 EX/Decision 6; 33 EX/Decision 7.1; 42 EX/Decision 6.1; 55 EX/Decision 6.10; 56 EX/Decision 11.2; 66 EX/Decision 8.9; 87 EX/Decision 7.4; 94 EX/Decision 5.1 (Second Part, Part I, Chapter 2) ; 99 EX/Decision 9.9; 129 EX/Decision 7.6; 135 EX/Decision 8.1; 146 EX/Decision 3.1.2; 166 EX/Decision 5.2.
(1) See 66 EX/Decision 8.9.
(2) See 87 EX/Decision 7.4; 94 EX/Decision 5.1 (Second Part, Part I, Chapter 2) ; 99 EX/Decision 9.9.