TNAG-2386-FCO40-3468-Asia-travel-budget-for-1991-1991 — Page 172

CHAPTER 2

ADMINISTRATION

VOLUME 4 SECTION 5

(ANNEX 2.10A)

c) inform budget holders of their allocation of funds

in the second half of March;

d) invite budget holders in September to offer for

redistribution any unused funds which are unlikely to be required during the latter part of the year/bid for any additional funds which may be available;

e) where appropriate, make adjustments to individual

budgets in October in the light of d) above.

Monitoring

5. Once budgets have been allocated and the financial year has started, the responsibility for monitoring expenditure lies with the budget holders. Finance Department will provide budget holders with details of expenditure, but this information can clearly only be based on expenditure actually notified to Travel Accounts Unit. If individual officers fail to make travel claims, what they have spent will not be recorded.

appropriate.

and by

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6. An XE 163 should be completed on each occasion each prospective traveller, whether at home or overseas when authorisation to travel is sought, and be cleared as

AUSS may delegate authority to Heads of Department to authorise journeys in their absence or at other times. Each Department should consecutively number on a continuous basis, all XE 163s for which it is responsible, making sure that the appropriate serial number appears on all copies. The top copy of the completed form should be presented at Post (or London in the case of journeys to the UK) by the traveller as authority to draw subsistence and for details of such drawings to be recorded. Once a duty journey has been completed, the traveller must submit his copy of the claim form (including any nil returns) in the first instance to the originating FCO Department for countersignature. Unless staff follow this procedure rigidly - and departments notify Travel Accounts Unit whenever proposed visits are cancelled (or postponed until the next financial year) Finance Department cannot accurately record expenditure charged to AUSS' budgets.

Monthly summary of expenditure

7.

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Finance Department send AUS budget holders a monthly summary of details of expenditure incurred both in the UK and overseas, notified to them. For their part, departments must maintain a simple record of XE 163s issued, and to keep a note of proposed commitments: a suggested format features at Annex 2.10B.

V23AAM

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