New rules for ministers' travel bills

The Cabinet Division has issued new instructions on submitting travel bills and allocating funds for official trips by ministers, state ministers and deputy ministers.

The new rules make seven requirements mandatory, including attaching supporting documents to travel bills, settling travel advances within the stipulated time and submitting three sets of bills.

The Cabinet Division's Cabinet Services Branch issued a circular on September 3 outlining the requirements.

According to the circular, ministers, state ministers and deputy ministers travel within the country and abroad on official business. After a trip, the concerned ministry or division must submit bills with the necessary documents for reimbursement of actual expenses.

For foreign trips, a copy of the summary approved by the head of government must be attached to the bill. For domestic trips, a copy of the office order issued by the concerned ministry or division must be submitted.

For vehicle rentals, the actual fare ticket must be provided. For air travel, the airline ticket and boarding pass, along with the approved travel details and itinerary, must be submitted. For hotel stays, a copy of the actual paid bill or supporting document is required.

For foreign travel expenses, details of the applicable foreign exchange rate must be submitted along with the amount in taka. Relevant vouchers or supporting documents must also be provided for other expenses.

The circular says any extension of a trip beyond the period approved by the head of government will require fresh approval.

It also instructs authorities to follow the latest Finance Division guidelines when allocating travel advances. Those receiving an advance must submit an adjustment bill within one month of completing the trip.

No funds will be allocated for a subsequent trip if an advance from a previous trip has not been settled.

Officials have also been instructed to submit advance allocation bills sufficiently ahead of time to allow for document processing and fund release.

A total of three sets of each bill, including the original, must be submitted, with all photocopies properly attested.

The circular was issued with approval from the appropriate authority and signed by Sharmin Yasmin, deputy secretary (additional charge) of the Cabinet Division.

Copies of the circular have been sent to all senior secretaries and secretaries, private secretaries to ministers and state ministers, the private secretary to the Cabinet secretary, chief accounts officers, drawing and disbursing officers (DDOs) and relevant ICT officials.

sks