TNAG-2386-FCO40-3468-Asia-travel-budget-for-1991-1991 — Page 79

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to 4. 3e and especially 3d are very important. The Rudget-Coordination in my PA.

RG Short, PSD

Date: 23 July 1991

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AUS (OVERSEAS) DUTY TRAVEL BUDGETS

1.

We have discovered that, because of inadequate monitoring of expenditure, a substantial overspend on AUS travel occurred in 1990/91. This must not be repeated in 1991/92.

2.

There have been two reasons for the overspend. First, some AUS budget co-ordinators have not maintained comprehensive records of commitments and expenditure. Second, monitoring information supplied by Travel Accounts (TAU) in Finance Department has been incomplete because after their journeys many travellers fail to submit forms XE 163, the only record available to TAU of expenses drawn at post.

3. To ensure that such discrepancies do not recur, I should be grateful if all AUSs would ensure that their budget co-ordinators comply with existing instructions, and also follow strictly these procedures:

(a)

(b)

A comprehensive commitment record must be maintained;

All journeys must be given an authority reference;

(c) Any traveller must ensure that all advances made at a post, including the cost of travel tickets etc, are entered on form XE 163;

(a) All travellers, on completion of a journey, must submit their completed XE 163 to the budget co-ordinator for final check and authority;

(e) Co-ordinators must forward all forms XE 163 (including nil returns) immediately to TAU;.

(£) Co-ordinators should instigate a follow-up procedure where claims are not submitted within fourteen days of completion of journeys.

4.

PSD and Finance Department will, over the coming months, be looking at ways in which we can provide more information (eg via the computerised reservations system in the Travel Centre) to budget co-ordinators.

VMRACO

A