Udenrigsudvalget 2013-14
URU Alm.del
Offentligt
Memorandum27 December 2012To:Via:From:Richard Samans, Director-GeneralSei-joong Kwon, Director, Management & AdministrationYoungran Kim, Program Manager, Event Management
Subject:Travel Expense Policy for Council Members for the Council Sessions(Supporting Criteria)
I. OBJECTIVES1. PurposeEnsure the transparency in budget execution for the future Council Session byclarifying the funding criteria for Council MembersEnsure the mutual convenience for the travel arrangement under the samecomprehension between GGGI Secretariat and Council Members2. Date of executionApply the following criteria from the 2ndCouncil Session in Abu Dhabi, 17thJanuary 2013, and gradually develop criteria considering the convenience forCouncil Members and logisticsII. PRINCIPLE1. Formal Council SessionsThese criteria shall be applied to the GGGI Headquarters in Seoul and FormalCouncil Sessions to be held abroad.The GGGI supports the Chair, one (1) representative from each ParticipatingMembers (5), Non-state/Experts (5), one (1) entourage from each ParticipatingMembers (5), according to the following criteria. The costs for the representativesfrom the Contributing Members and Host Country will not be covered.Except 1 entourage from Participating Member, other entourages oraccompanying family shall not be funded by the GGGI secretariat.A. Air FarePrinciple-Basically, departure and arrival country shall be based on their residentcountry. However it may be applied flexibly in particular cases.-Wherever possible, the air ticket issued shall be at a price less than the fulleconomy/business/first class fare for the customary direct route. The GGGISecretariat shall bear the cost of any fare increase resulting from change intravel dates, duly justified by the official and on the decision duly approved
by the Director-General or the Management Committee Members.According to the Korean taxation law, airfares shall be reimbursed, with theincome tax subtracted from the original amount. Thus, in principle GGGIsecretariat issue the flight tickets arranged by each Council Members. In caseof issuing flight tickets by Council Members, air fare shall be reimbursedsubtracted the income tax from the original amount.Classification-Chair: First class, round trip-Representatives from Participating Members: Business class, round trip-Non-state/Experts: Business class, round trip-Director-General: Business class, round trip-Entourages from Participating Members: Economy class, round trip
B. Accommodation• Principle-GGGI Secretariat shall choose the nearest hotel from the Council Sessionvenue. Even though Council Members prefer other hotels which are moreexpensive, GGGI Secretariat only provides the rate of hotel chosen by theGGGI secretariat.-GGGI Secretariat shall provide up to 2 nights and 3 days before, during, orafter the Council Session-Additional charge for early check-in, late check-out shall not be provided.-Accommodation expenses shall not be provided by the GGGI while onairplane, overnight ship or train journey.-Any other additional expenses (Minibar, laundry, other meals or drinks) shallnot be covered by the GGGI SecretariatBreakfast and internet charge is included
Classification-Chair: 1 Junior Suite level-Representatives from Participating Members, Non-country/Experts, andDirector-General: 1 Deluxe level-Entourages from Participating Members: 1 Standard(single) Room
C. Ground TransportationIssues for consideration-Considering the expense and operation, it shall not be provided. However, itshould be under consideration that Council Members have generallyrequested the ground transportation.-According to a precedent, the ground transportation was provided at theCouncil Session at GGGI HQ which was followed by GGGS. In case of theCouncil Sessions to be held abroad, the ground transportation was providedto Chair during his stay and to Council Members upon their explicit request.
Proposals-Chair and Non-State/Expert: 1 sedan (or 1 minivan) shall be provided during2
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his/her stayParticipating Members: Upon request, 1 sedan shall be provided betweenairport – hotel – Council Session venuesContributing Members and Host Country: shall not be provided
D. Daily AllowanceFollowing a precedent, daily allowances shall be provided to only the Chair andDirector-General2. Informal Council Gathering• Informal Council Gathering is not a formal Council Session for any decisions.Considering the character of the Informal Council Gathering, which is usuallyheld in occasion of other international conferences, it shall not be funded for airfares, accommodation and the ground transportationIII. NEXT STEPS• After the decision of funding criteria for the Council Members, it should becirculated to the Council Members through the GGGI secretariat, and appliedfrom 2ndCouncil Session
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