l, I ~ ,I .

------------ - -.., . . . . ~.,"':".

No.21/1/7/94-Cab.GOVERNMENT OF' INDIA (BHARAT SARKAR)

CABINET SECRETARIAT (MANTRIMANDAL SACHIVALAYA)

New Delhi, tt1e 30 th March , .1-2.J~9 Chaitra, 1917(5)

or FI CE MEMORANDUM

subject.:- Instructions/guidelines regarding foreigntravel of (i) Government Officials (ii)Ministers of the Central Government onofficial duty (iii) Members of Parliamentand non-officials as members of Government,sponsored delegat.ions and (iv) Ministers ofthe State Government and Union Territories,Members of the state Legislature & UnionTerritories & State Government Officials.

*****

Guidelines and instructions about travel abroad of differentcategories of personnel have been issued from time to time. Ithas been found necessary to update these and issue acomprehensive set of guidelines and instructions on the subject.Accordingly, in supersession of earlier instructions/guidelines,the following instructions/guidelines are issued for compliance:-

1. FOREIGN TRAVEL BY CENTR.f:_LMINIS_T_ER~_LPERS_S?~l_\_!~STAFF OF MINISTERS.

(i) Proposals relating to visits abroad of CentralMinisters (Cabinet Ministers, Minister of Stateholding independent charge, Minister of State orDeputy Ministers) require prior approval of thePrime Minister.

(ii) such proposals should be submitted to the PrimeMinister directly after obtaining politicalclearance from the Ministry of External Affairs.The visits should be coordinated throughMinistry of External Affairs to avoid duplicationof visits and for effective presentation of ourview points with foreign Governments.

(iii) Minister-level visits abroad should be undertakenonly in response to fprrnal governmentalinvitations from the country concerned.

(iv) Minister-level visits should be proposed only ifthe minister concerned has to attend aninternational conference abroad, and it t1as beencertified by our Embassy/High Commission concernedthat attendance at that conference is going to beat t8e level of ministers.

(v) Minister-level visits can also be undertakenmeetings of bilateral joint commissions, whereminister concerned from our side happens to beco-Chairman.

forthethe

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(vi) Minister-level visits in response to invitationsfrom various non-governmental bodies would not beadvisable unless specifically recommended by MEAand our Embassy/High Commission concerned.

(vii) Proposals for minister-level visits for otl1erreasons - e.g. attracting foreign investment;negotiating economic/commercial arrangements;"study tours"; etc - are not advised.

(viii) Deputation proposals in no case be initiated bydirect contact with our Missions abroad orForeign Missions in India without consulting the

Ministry of External Affairs.

(ix) Ministers and Secretary level officers and abovemay travel by First Class. Ministers may be

provided suites in hotels.

(x) Ministers of Cabinet rank are entitled totheir Private Secretaries al6ng with them.

take

(xi) A Minister of State, holding Independent Charge,is entitled to take his Private Secretary alongwith him except when (it he is accompanied byofficials in a delegation which include an officerof the rank of Director or below; and (ii) when heis accompanied by other Ministers and he is not

leading the delegation.

Private Secretaries and other personal staffare not intended to replace technical officials of

the Department.

Request for departure from this policy should

not be made.

(xii) Proposals for the deputation of a PrivateSecretary or members of the personal staffof Ministers should be sent to the Prime Ministerfor his approval along with the proposals for thedeputation of the Minister concerned. In nocircumstances should the proposals for thedeputation of the Private Secretary or any memberof the personal staff be considered under thedelegated powers of the Ministry/Department.

(xiii)The exact date of departure from India and returnfrom abroad should be indicated clearly in thenote put up to the Prime Minister.

(xiv)Instructions issued by the Ministry of Finance andMinistry of External Affairs regarding the ceilingon gifts, entertainment, class of travel 'and hotelaccommodation should be followed. It is importantthat the choiee of gifts be decided inconsultation with · the Mission/Territorialoivision/MEA ~rotocol. such consultation wouldavoid the choice of inappropriate gifts.

(xv) In regard to expenditure on entertainme.nt and

contingencies etc., to be incurred by the

Minister, the extant orders of the Ministry of

Financewould apply.

:~:~-:.;··. . .. 3/-

••

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(xvi)Oeputation proposals should be submitted at least15 days before the scheduled date of departure. Acopy of the previous tour report of th• concernedMinister and information regarding funding of such

tour etc. should be attached.

(xvii)Last minute cancellations of bilateral visitscause serious embarrassment and may be avoided.

(xviii) Requests for visa notes shall be processed bythe Ministry of External Affairs and keptready forissue. They may, as a general · rule,transmitted to the Embassy concerned byMinistry of External Affairs only afterclearances, including PM's approval,ne~essary, are obtained for the visit.exceptional cases visa notes may beanticipation of PM'S approval, if the _the visit is likely to be jeopardised for want of

such advance action.

betheall

(xix)In the event of a convention being organisedabroad by NRI Institutions, the representation maynormally be limited to the Mission in that countryand in the case of a conference organised by NRIin India, where a Minister!s participation onsubstantive issues becomes unavoidable, a brief onthe issues, may be obtained from theadministrative Ministry/ Ministry of ExternalAffairs. The offer of a membership of anycommittee, constituted by NRI organisations, may

be politely declined.

2. GOVERNMENT OFFICIALS

(i) In respect of deputation abroad of officialsand non-officials, the guidelines of theMinistry of External Affairs JAnnexure It andthe instructions issued by the Ministry ofFinance from time to time should be strictly

followed.

(ii) cases of deputation abroad of officials at thelevel of Joint secretary and below will be decidedby Ministries/Departments in consultation with theFinancial Adviser and with the approval ofMinister-in-Charge. However, in cases ofcomposite delegations being led bysecretary/Additional secretary and comprisingofficers of the level of Joint Secretary andbelow, the proposals should not be split but thecomplete proposals should be sent to the screening

Committee.

(iii) Cases of deputation abroad of officials of therank of secretary and Additional secretary arerequired to be sent to the screening Committee ofsecretaries for prior approval, except visits toSA.ARC countries which may be decided byMinistries/Departments in consultation withFinancial Advisers. In case of secretary to theGovernment of India, approval of the Minister-in­Charge should be taken in advance and whereverproposal of the Ad•inistrative Ministry/Departmentis not concurred in by the screening committee of

....· ... 4 I -~~~~-:-~·--------

--·-- 4 - \secretaries, suchMinister-in-Chargeorders.

case may be submitted toand the Finance Minister

thefor

Cases of deputation of secretaries to theGovernment of India which are fully financed byInternational organisations or Foreign Governentsetc. should also be submitted to the ScreeningCommittee of Secretaries for approval.

(iv) In cases relating to deputation abroad,training or scholarship, the procedure as inpara (ii) above shall apply.

onsub-

(v} The proposals of foreign travel of officers should1

be sent simultaneously to the Ministry of ExternalAffairs for political clearance and to theMinistry of tinance for obtaining ScreeningCommittee of Secretaries' approval. However, whereforeign hospitality is proposed to be availed of,clearance in terms of the Foreign ContributionRegulation Act (FCRA) should be obtained from theMinistry of HorneAffairs befoie referring theproposal for consideration of the Screeningcommittee of Secretaries. -Clearance from FCRAangle as well as political clearance shall not berequired in cases where the Government delegatesreceive invitations in their capacity asCha ir_man/members, delegates, adv isers/consu 1tantsin the International bodies of which India is a

member.

(vi) While sending the proposal to the Mi11istry ofFinance for consideration of the ScreeningCommittee of Secretaries, the Ministries/Departments should fill in the proforma prescribedby the Finance Ministry duly signed by the Joi11tSecretary-in-Charge and the Financial Adviser,alongwith a list of foreign trips undertaken bythe officer during the last J years.

(vii)In case of composite proposals in which officersfrom different Departments are required to bedeputed, the proposal should be coordinated by thenodal Ministry. The nodal Ministry will obtainthe list of officers from different Ministries onthe prescribed proforma duly signed by the JointSecretary (Administration)/ Financial Advisersconcerned and submit a consolidated proposal tothe Screening Committee. The names of allofficials including those whose cases are proposedto be cleared under the delegated powers should bementioned alongwith the other relevant informationlike the number of tours undertaken by theseofficers during last 3 years and the availabilityof funds under the foreign travel budget etc.

(viii)Delegations should be compact in ~ize, comprisingonly the technical personnel and seniorofficial(s) directly connected with the subjectmatter. The practice of including, as a routine,representatives from the nodal Ministries and theMinistry of External Affairs should be avoided.If need be, assistance from our Missions may be

obtained.. ... 5/-

- - --- -- -~·~-- 5 -

(ix) Presentation of gifts and entertainment should berestricted to the minimum possible. In thisregard instructions issued by the Ministry ofFinance vide their O.M.No.190J6/1/92-E.IV datedJlst January, 1992 ~nexure __!_ll should befollowed. The gifts should be well chosen and mustalso reflect the quality and image of ourtechnologically advanced sectors as well as theexcellence of our traditional arts and crafts.

The provision for entertainment should not be madeas a matter of course. If in any particular casethe ceiling limit of entertainment allowance 1sconsidered inadequate to further the objective ofthe delegation/deputation, the proposals foradequate provision may be made indicating thedetailed justification and the amount requiredshould be placed for clearance before theScreening Committee. The amounts proposed could bedetermined in consultation with the Embassies toreflect local costs and condition. Whensanctioned, it should be obligatory to support itwith original vouchers in TA claims in theabsence of which the claim would be disallowed.

(x) Normally, the expenditure on deputation ofGovernment Officers should be debited to theMinistry/Department concerned, unless the journeyis undertaken specifically in connection with theaffairs of public sector undertakings. In case ofthe latter the expenditure may be borne by thepublic sector enterprise concerned, theentitlement of the officer remaining the same ashis entitlement under the Government Rules.Specific reasons for charging the expenditure tothe PSU must be spelt out in the proposal.

indicatingthe nature

submittedMinistryCabinet

(xi) After each visit, a detailed reportalso the follow up action required onof substantial work undertaken must beas sodn as possible and forwarded to theof External Affairs as well as to theSecretary.

(xii)The officers of the Government of India shouldaccept invitations from foreign agencies onlyafter approvals from the Screening Committee ofsecretaries or the Prime Minister as the case maybe, have been obtained.

3. COMPOSITE DELEGATION CONSISTING OF CENTRALMINISTERS AND OFFICIALS.

(i) In the case of composite delegations consisting ofCentral Ministers and officials, the proposalsrelating to officials proposed to be included inthe delegation should first be examined in thenodal Ministry/Department in consultation withother Ministries and thereafter the mattershould be referred to the Screening Committeeafter getting the clearance of the Ministry of

.... 6/--- --------·-- .._

') r ...r

(iii)The Minister and the Secretary shouldnormally, be away from the Headquarters atsame time. If, however, both are required todeputed abroad, the necessity for deputingSecretary at the same time as the Minister maybrought out clearly for consideration ofScreening Committee of Secretaries.

not,thebe

thebe

the

·---··---- - - •·- 6 -

Home Affairs and Ministry of External Affairs fromFCRA/Political angle. If the delegation is to beled by a Central Minister, it should be clearlymentioned in the proposal for the .Screening Com­mittee that the delegation will.be led by theMinister and names of all the Officers proposed tobe deputed including those coming within thepurview of the delegated powers should be men­tioned.

(ii) In respect of a Central Minister and his PrivateSecretary, the proposal will require the approvalof the Prime Minister. Simultaneously, theproposal of the accompanying official delegation(if the officers of Additional Secretary and abovelevel are to be deputed) should be sent to theMinistry of Fina~ce for obtaining the concurrenceof the Screening Committee. If Secretary is alsoto be included in the delegation, prior approvalof the Minister- in-charge should be obtained.After the clearance of the proposal by the PrimeMinister in respect of Minister and his PrivateSecretary and by the Screening Committee inrespect of officers accompanying the Minister, thenodal Ministry will issue a combined financialsanction stating clearly therein the terms ofdeputation of the members of the delegation.

(iv) The Secretaries to the Government of India shouldnot be normally away from the Headquarters for aperiod of more than 7 days.

4. NOMINATION OF MEMBERS OF PARLIAMENT AND NON­OFFICIALS WHICH INCLUDE EMINENT PERSONS FROMPUBLIC LIFE.

(i) No Administrative Ministry/Department shouldpropose the name of any member of Parliament forinclusion in a Government sponsored delegation.The selection of MPs to be deputed is to be madeby the Minister for Parliamentary Affairs inconsultation with Minister incharge of theAdministrative Ministry and the Minister forExternal Affairs and with the approval of thePrime Minister. Name of any officer to be includedin the delegation should be suggested by the nodalMinistry after following the Screening Committeeprocedure.

(ii) In respect of non-officials in respect of whomexpenditure is being borne by the GovernmentIndia~ the approval of the Prime Minister willrequired even if their names are included in

theofbea

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f

composite delegation. Such cases should besubmitted to the Prime Minister through theScreening Committee. The objectives of includingthe non-officials should be clearly mentioned andthe expenditure likely to be incurred on the visitindicated. It should also be mentioned if thesame non-official was sponsored by the Governmentfor a visit abroad during the last 3 years.

5. COMPOSITE DELEGATION CONSISTING Of CENTRALMINISTERS/MEMBERS OF PARLIA.MENrr-& CENTRALGOVERNMENT OFFICIALS.--------

(i) Proposals relating to delegations of this categoryare first to be examined in the nodal Ministry/Department sponsoring the delegation inconsultation with other Ministries/Departments asmay be necessary. The procedure of clearance inrespect of Ministers, Members of Parliament andGovernment officials may be follo~ed as indicatedin the preceding paragraph.

(ii) All proposals requiring approval of the Screeningcommittee and the Prime Minister (if necessary)should be sent to the Ministry of Finance at least15 days before the schedule departure, forsubmission to the Screening Committee or the PrimeMinister, as the case may be.

6. MINISTERS OF THE STATE GOVERNMENT AND UNION----- - -- ----- -- ---TERRITORIES 1 MEMBERS OF THE STATE ~EG_ISLA-TURE AND UNION TERRITORIES AND STATE-- - ---- ------R -- -··-----GOVERNMENT OFFICIALS.

All proposals for visits of members of stateGovernment abroad in official capacity will be sent bythe State Government addressed to Secretary toGovernment of India in the Ministry of Finance,Department of Economic Affairs for approval and releaseof foreign exchange and copies of the letter would beendorsed to Ministry of External Affairs. Ministry ofHome Affairs and the Central Administrative Ministryconcerned with the subject matter of the visit. Thedetailed procedura 1 guidelines are at Annex-ures III, IV and V.

7. ACCEPTANCE OF FOREIGN HOSPITALITY.

( i)Generally, no Government functionary shall acceptfree passage or hospitality from a foreignGovernment/Organisation for visits abroad exceptunder the circumstances mentioned in the succeed-

ing paragraphs.

. ... 8 /-

- 8 - \(ii) Officers of the Government of India should not

accept invitations from foreign agenciesparticularly private commercial organisations,private bodies or trusts etc. Such an invitationshould be accepted only after the requisiteapproval of the Screening Committee or the PrimeMinister has been obtained. Even in such cases,the entire expenditure should be met fromGovernment of India's funds.

(iii)Where an invitation has been received withoutspecifying a particular name or designation andthe choice of nominating someone is left to theGovernment, there should be no objection to acceptto and fro international fare and hospitalityoffered by the foreign Government provided theconcerned Ministries/Departments are satisfiedthat the participation of the officer concerned isessential.

(iv) If the deputation abroad is convered under abilateral agreement or under a regular exchangeprogramme, the cost of travel, etc., could -be metby foreign sponsors.

(v) Similarly, there should be no objection 1naccepting international fare and hospitality froman International Body, of which India is a member.

(vi) In case where the invitation is accepted andthe officer is sponsored on deputation, the termsand conditions of deputation cannot be furthersupplemented with the terms and conditions ondeputation offered by the Government of India. Inother words, the mode and class of travel, paymentof cash allowance and other allowances includinglocal travel and stay in hotels would be as perthe terms offered by the foreign Government/sponsors.

(vii)In cases where foreign hospitality is proposedto be accepted, clearance of the Ministry of HomeAffairs under the Foreign Contributions RegulationAct (FCRA) will be necessary. FCRA clearanceshall not, however, be required when theGovernmerit delegates receive invitations in theircapacity as Chairman, Members of the Committee inInternational bodies or are delegates, advisers/consultants to the International Bodies of whichIndia is a member.

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8. B~IEfING OF DELEGATIONS.---------·--------------

(i) The Ministry of External Affairs will supplycountry Notes and political briefs wheneverrequired. The sponsoring Ministry should ensurethat the members of the delegation are properlybriefed on the subject of discussions/negotia­tions. The Ministry concerned should ensure thatthe Embassy is advised of the purpose of thedelegation and the Embassy in turn sl1ould ensurethat proper arrangements are made for thebriefing of the delegates.

(ii) The leader of the delugation should sentimmediately on return from tour abroad a briefnote to inform his Minister all the majorachievements of his Mission and a copy of thereport should be sent to the Cabinet Secretary. Acopy should also be sent to the Ministry ofExternal Affairs. This has to be in addition tothe detailed reports of the delegation.

(iii)The members of the delegation should ensure thatthey are medically fit and physically capable ofundertaking journey, specifically to thosecountries where medical care is not up to themark and evacuation is not easy due to lack ofdirect flights to India. Those with chronicproblem should carry sufficient quantities of therequired medicines.

• ..!------ -- ---»->:':

(B.B. TANDON)Additional Secretary to the Cabinet.

To

All Secretaries to the Governmentof India by name.

copy, also forwarded to the Chief Secretaries to the State

Governments/Union Teritories.

C~-' >-.)CJt"' c.._,...__r-- f;>~-(B.B. TANDON)

Additional Secretary to the Cabinet.

/------ AtfN EXURE I

GUIDELINES FOR MINISTRIES /DEPARTMENTS OF GOVT.Of INDIAFOR CONDUCT OF OFFICIAL VISITS ABROAD AND RECEIVING OVERSEAS

vr~SfToRS-:rNrtlDIA

FOR VISITS ABROAD

1) Ministry of External Affairs should be kept informed whileplanning for visits/exchanges. copies of communications to/fromour Missions abroad should be marked to the concernedTerritorial Division in the Ministry of External Af~airs (list of

Territorial Divisions is enclosed).advance.port of

any etc.possible,

2) Details of visits must be finalised 6-8 weeks inThese details should include the list of delegation;embarkation and disembarkation; special interests, ifThese details should not be altered, as far asespecially at the eleventh hour.

/?l Clearance from Committee of Secretaries, Ministry of Home- Affairs for acceptance of foreign hospitality under FCRA, ifrequired, Ministry of External Affairs from political angle mustbe applied for well in advance, say 6~8 weeks prior to the

commencement of the visit.

4) The Ministry of External Affairs will supply Country noteand political briefs whenever requi~ed. Speeches, if any, are tobe sent -to MEA for vetting atleast J-4 weeks before thecommencement of the visit. MEA will guide the concernedMinistry/Oeptt. on local protocol practices, local ranks and

designations,etc.

5) Booking of airline seats, hotel and transport arrangements,if any, should be undertaken well in advance and the concernedIndian Mission should be informed directly by the sendingMIN/DEPTT. giving flight details and listing the arrangements

required to be made abroad.

6) Sanction must clearly and in some details mention allentitlements of the delegation members during the period of theirstay abroad, such as hotel rent, DA (must mention the grade ofthe officials concerned), incidental expenditure, entertainmentallowance, etc., including any expenditure envisaged en route tothe final destination. The foreign exchange component ofpre-determined entitlements such as DA, entertainment allowance,etc., should be arranged for in India, especially in the case oflarge delegations, since the concerned Mission will not havesufficient funds to cater to the entire needs of thedelegation. In case where it is not possible to arrange for theforeign exchange component of the delegation to be collectedprior to their departure from India, the concerned Min/Deptt.must ensure that sufficient funds are transferred to the accountof the Mission concerned, after ascertaining details like Bankname, account number, etc., from the Head of Chancery (HOC) of

the Mission.7) Delegations who require our Mission abroad to arrangefor lunch/dinner/reception for their local hosts must ensure thatsufficient funds are earmarked for the purpose in the sanctionand funds carried with them/transferred to the Mission, after

consultation with the Mission.

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\8) Booking for use 1of restricted/ceremonial l.ounge and alsosecurity passes for the restricted areas of the airport must bemade well in advance by the sending Min/Oeptt. in consultation

with the Protocol Division of MEA.

9) MEA and/or our Missions abroad will try to make arrange8entsfor Indian delegations and request for programme as indicated inadvance by the Indian side, by making suitable representationwith the host Government/Embassy in New Delhi. The concernedMin/Deptt. may also directly correspond with our Missionabroad/concerned Embassy in Delhi, but must keep MEA informed atall stages. There is no guarantee that all requests made by theIndian side with regard to their programme/arrangements abroadwill be acceded by the hosting side. Before departure from Indiathe delegation should be fully aware of what is possible and notpossible and not make urreasonable demands after reaching their

destination.

10) As far as possible one member of the Indian Embassy/HighCommission concerned should be included as a member of the Indiandelegation. Where it is not possible for the Head of Mission(HOM) to be on the delegation, he may assign one other menber of

the Mission to do so.

11) Missions abroad will receive oEEicial Indian delegations,including those transiting through, with due courtesy. Use ofthe VIP lounge in airports abroad are guided by local protocolpractices and so sometimes it may not be possible for the Missionto receive the delegation through this channel, even though thedelegation may have availed of this facility when departing fromIndia. costs incurred by our Missions abroad for suchreception/seeing off at airport, travel within the country oftheir jurisdiction, etc., including booking of cars/taxis for useby members of the delegation will be debited to the Min/Oeptt.concerned. Indian Missions abroad will try to fulfil therequirements of the delegation as far as possible and within theconstraints placed by the country of .their accreditation.However, our delegations should not expect them or theirofficials to go beyond normal protocol or ethical practices andany other such act as would be damaging to the interests and theimage of India in the country of their accreditation.

12) Indians travelling abroad are all ambassadors of our nation.Delegations must ensure a minimum dignity and decorum in theconduct of their business abroad. Requests for changes/alterations in the programme mid-way through the visits should beavoided and should be made only in consultation with our Mission.

13) Delegation members must ensure that they are physicallycapable of undertaking journeys abroad, especially to thosecountries where medical care is not up to the mark and evacuationis not easy due to lack of direct flights to India. Those withchronic problems should carry sufficient quantities of therequisite medication. Delegation members should not expectIndian/home-type food wherever they travel and may consideravoiding such travel, if they are extremely particular about

their dietary habits.

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FOE VISITORS COMitlG TO HIDIA

1) Ministry of External Affairs/Indian Missions abroad shouldbe kept informed about the official visits to India from abroadincluding details of delegation members. The passport details ofthe members of the delegation should be sent to Indian Missionsabroad for issue of visas. The concerned Ministry/Oeptt. shouldalso inform the sending side to get in touch with the Indian

Mission along with this information.

2) A letter of invitation is required by the sending side whichshould be sent by the host Ministry/Deptt. at the earliestthrough MEA or through our Mission abroad. The letter shouldclearly specify the number of people invited, duration stay inIndia, terms of offer of the invitation - whether both localhospitality and international airfare is being ofEerAd or theinvitation is confined to local hospitality only.

3) The programme in India should be drawn up keepinq in mindthe type and level of treatment meted out to a si1nilar Indiandelegation, if any, that might have visited that country earlier.For example, other than for Head of State)National level visits,there is no need to provide special aircraft for internal travelwithin the country which should be done on commercial air flightor train. The level at which the delegation should be met andthe VVIP visitors the delegation may call on should be finalised

in consultation with MEA.

4) MEA will provide on request, country note and politicalbriefs for all level of visitors. For very high-level visitorsMEA may even suggest talking points and points to be included inspeeches, if any. For other visitors, the concerned Ministry/Deptt. will have to formulate talking points according to thesubject of the discussion and incorporating the points mentionedin the political brief supplied by MEA. Any agreement/MOU/Protocol/Memorandum of Consultation envisaged during the visitabroad should first be cleared by MEA and MEA must be kept fullyin the picture for any agreement which have any bilateral or

multilateral implications.

5) All arrangements at the international and national airports,hotels, air bookings, cars, etc., for the visitors, will have tobe made by the receiving side, and if necessary, in consultationwith Protocol Division of MEA (for Delhi only) and with stateGovernment Protocol for places out~ide Delhi.

6) MEA must be consulted on level of the visitor/visitors andits advice on these matters is binding even if the Embassy/Highcommission of the visiting delegation feels otherwise.

CONTACTS WITH FOREIGN EMBASSIES/HIGH COMMISSIONSCONSULTATES IN INDIA

1) Ministries/Departments of the GOI asGovernments and Union Territories must followdown from time to time by cabinet Secretarywith foreign missions and diplomats in India.

well as of Statethe guidelines laidregarding contacts

• .. 4

2) As a general rule it is good to keep the concernedTerritori~l Division informed prior to meeting with diplomats offoreign Embassies/High Commissions in Delhi.

\

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\

TERRITORIAL DIVISIONS

IPA DIVISION: Pakistan, Afghanistan and Iran.

BSM DIVISION: Bangladesh, Myanmar, Sri Lanka and Maldives.

ASEAN-SOUTH EAST ASIA DIVISION: Indonesia, Singapore, Malaysia,Thailand, Philippines, Brunei, Laos, Cambodia and Vietnam. '

ASIA-PACIFIC-DIVISION: Australia, New Zealand,Korea, South Korea, Fizi and Pacific Islands.

Japan, North

NORTH-EAST-DIVISION:Mangolia.

Nepal, Bhutan, China, Hong Kong and

CENTRAL ASIA DIVISION: Kazakhstan, Kyrghyzstan,Turkmenistan, Tadzhakistan and Turkey.

Uzbekistan,

GULF DIVISION: Kuwait, Iraq, Baharin, Q~tar, Oman, Saudi Arabia,-Yarnananciu. A. E.

WANA DIVISION: Syria, Lebanan, Jordan, Isruel, Libya, Egypt,Tunisia, Algeria, Morocco, Somalia, Sudan, Djibouti, Sharawi ArabRepublic and State of Palestine.

AFRICA DIVISION: African countries excluding countries of NorthAfrica under WANA Division.

EUROPE EAST DIVISION: Poland, Hungary, Czech Republic, SlovacRepublic, Russia, B~lgaria, Romania, Latvia, Lithuania, Estonia,Azerbaijan, Ukraine, Moldova, Belarus, Georgia, Armenia andcountries of former Yugoslavia.

EUROPE WEST DIVISION: UK, Portugal, Spain, France, Germany,Belgium, Nitherlands, Denmark, Luxembourg, Switzerland, Austria,Italy, Greece, Cyprus, Finland, Sweden, Norway, Ireland andIceland.

AMS DIVISION: Canada and the USA.

LAC DIVISION: Mexico, Central American countries,countries and South American. countries.

carribean

UN DIVISION: Matters related with UN.

- - ---- ·.----·

. .. 2

i'-\ ,·

No.f.19036/1/92-E.IVGovernment of IndLaMinistry of Finance

Department of Expenditure

New Delhi, the Jlst January, 1992.

OFFICE MEMORANDUM

Subject:- Deputation of officials abroad - instructions

regarding.

In continuation of this Ministry's o.M. of even No. datedthe 21st January, 1992, delegating powers to the Ministries/Departments to clear deputation cases of officials upto the levelof Joint Secretary and below, the undersigned is directed to saythat each Ministry/Department would, hereafter be required tosubmit for each quarter a report on deputation cases clearedunder the delegated powers - starting from the quarter endingJlst March, 1992 - as in the proforma enclosed. Report in theproforma should reach Secretary (Expenditure) with a copy tocabinet secretary within a .week of the completion of each

quarter.2. The Report should also indicate details of cases even wherethe expenditure is not borne by the Government of India but isbeing borne by an outside agency, wholly or partially.

3. In case of a composite delegation headed by secretary/Additional Secretary and comprising officers of the level ofJoint Secretary and below, the proposal should not be split. Insuch cases, proposal of the composite delegation should bereferred to the Screening Committee as in the proformaprescribed vide this Ministry's O.M. No.19036/4/91-E.IV, datedthe 25th June, 1991 through concerned Financial Advisers.

4. It is further clarifi~d that all cases of deputation ofSecretary/Additional Secretary level officers including thosewhere the expenditure is to be borne by an International Agencyfully or partially, would continue to be submitted to theScreening Committee for their approval atleast 15 days before theintended date of departure through the concerned Financial

Adviser.5. Cases of all non-officials as also the composite delegationswhich include non-officials and in whose case the expenditure isto be borne by the Government of India would continue to bereferred to the screening committee for approval for obtaining

the orders of the Prime Minister.

6. All cases of deputation falling within the delegated powerswill be considered only after obtaining the advice of theFinancial Adviser concerned. Similarly, all cases of deputationshould be referred to the Screening Committee through the

Financial Advisers.

.---------

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7. From time to time, standard O.A. rates a~ admissible 1ndifferent countries have been Laid down by the Ministry ofExternal Affairs. While issuing sanctions these rates should bekept in view. The scale of entertainment allowance,contingencies and excess baggage have also been laid down by thisDepartment. It may, kindly be ensured by the respective FinancialAdvisers· that while issuing sanctions these limits are notexceeded. For sake of convenience the rates are mentioned below•-

Where it is obligatory to host Lunch/dinner by thedelegation, the rate of entertainment allowance admissibl~ will

be as under ·-Rs.7,500/-

Minister

secretary to theGovernment of India

Rs.6,000/-

Additional secretaryRs.4,500/-

s:_ontigenc~-~If the delegation is headed by Minister/Secretary Rs.200/­

per day for the delegation as a whole. In case the delegation isled by Additional secretary/Joint secretary the amount will berestricted to Rs.100/- per day. No additional amount would be

admissible for inland travel.

Excess baggageOnly 5k.g. is permitted in genuine cases where the duration

of stay abroad exceeds 7 days.

a. Hindi version of this o.M. is enclosed.

sd/­(J.P.PATI)

DIRECTOR (EG)Tel: 3012744

'TOAll Ministries/Departments of ~overnment of India.

Copies for information to all the Financial Advisers (byname) .They are requested to ensure that while considering casesunder the delegated powers or otherwise the above set ofinstructions are scrupulously followed and under no circumstancesthe sanctioned budget for foreign travel should be exceeded.

sd/­(J.P.PATI)

DIRECTOR (EG)Tel:3012744

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No.21/1/1/82-Cab.GOVERNMENT OF I ND I A (BHARAT SARKAR)

CABINET SECRETARIAT (MANTRIMANDAL SACHIVALAYi~)

New Delhi, the }-6th August, 198225 sravana, 1904(S)

To

The Chief Secretaries to the StateGovernments/Union Territories.

subject : Guidelines regarding foreign travel of Ministries ofState Government and Union Territories, Members ofstate Legislatures and Union Territories and State

Government officials.

sir,I am directed to say that reference are received from time

to time from State Governments for giving clearance to visitsabroad of Ministers of state Governments in their officialcapacity or of Members of State Legislatures or of officials asmembers of official delegations or on .invitation by foreignGovernments or organisations. In this connection the followingguidelines are being indicated which may be followed in thefuture in all such cases in respect of travel abroad of the

aforesaid categories of persons:-

(i) All proposals for visits of members of StateGovernments abroad in their official capacity will besent by the state Government addressed to Secretary toGovernment of India in the Ministry of Finance,Department of Economic Affairs for approval and releaseof foreign exchange, and copies of the letter would be

endorsed to:-

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MinistryCentralwith theMinistry

of External Affairs;Administrative Ministry concernedsubject matter of the visit; andof Home Affairs.J.

It may be noted that MHA have also to considerapplications under FCRA specifically when foreignhospitality or financial assistance is involved. It isthe responsibility of the person concerned to obtainthis clearance where such hospitality is involved.

This procedure will be applicable even in the case ofproposals where the expenditure is borne by statePublic Sector Undertakings or Corporations.

(ii) In case of official delegations their composition andbackground of the members may be indicated.

(iii)The work proposed to be transacted in each place ofvisit together with duration may be indicated,specially where official meetings are to take placewith functionaries of foreign Governments. It would beappreciated that keeping in view the need forconserving foreign exchange, the duration of stayabroad should be the minimum necessary.

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(iv) On receipt of reconmendations f~cG thA ditf~rentconcerned t·:inistries, Departr;1ent of E::.:onoi:.i·:~ .~.C['ajrswill consolidate the case and issue fin~l ordersregat·clingclearance of the visit, the numbe r of per:sonsto go abroad, the places to be visited and duration ofvisit at each place.

(v) Department of Economic Affairs will thereafter issueinstructions to the Reserve Bank of India for releaseof foreign exchange towards personal incidentals.Simultaneously, Ministry of External Affairs would beadvised to issue instructions to the Missions forrelease of Daily Allowance and other allowance as perrates prevalent in the country of visit and also forextending appropriate courtesies to the officialdelegations.

(vi) On the basis of formal clearance from the Deptt. ofEconomic Affairs, State Government would issuenecessary formal deputation orders endorsing copiesthereof to all concerned Ministries of the CentralGovernment and our Missions in the places to bevisited. The number and date of clearance receivedfrom the Department of Economic Affairs should bequoted in the deputatio~ orders. Without theDepartment of Economic Affairs reference number, theMissions will not be in a position to honour thesedeputation orders.

(vii) 1. In places of visit where there are noMissions, or if otherwise DA etc. is required tobe released in India itself, a certificate ofentitlement may be obtained from the Ministry ofExternal Affairs and forwarded to the Departmentof Economic Affairs for release of foreignexchange.

2. In making a reference to the Department of

Economic Affairs, the name of the branch of the

Reserve Bank of ,India from where the foreign

exchange is required to be released should be

clearly indicated.

(viii)Within three weeks of the completionleader of the delegation should sendMinistry of Finance, Department ofwith copies to the Ministry concernedmatter of the visit.

of the visit, thea report to theEconomic Affairswith the subject

2. Attention is drawn in this connection to the provisions ofthe Foreign Contribution (Regulation) Act of 1976 which laysdown certain restrictions on acceptance of foreign hospitality.Prior permission of the Central Govern~ent is necessary beforesuch hospitality (which includes travel assistance or concession)can be accepted by a Minister, Member of Legislature, officebearer of a political party, Government servant or employee of aCorporation. ~n cases where foreign__ hospit;a,lity isinvolved, includTh<f ·travel expenses, therefore, specific andprior clearance of the Ministry for Home Affairs is requiredbefore any acceptance is conveyed. A separate reference in theprescribed form FC.2 indicating the source from which the traveland stay expenses are proposed to be met should be madedirectly to that Ministry well in time.

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J. The above instructions may please be brought to the noticeof the Chief Minister,all Ministers and other officials.

Yours faithfully,

sd/­(Prem Kumar)

Additional Secretary to the Cabinet

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GOl/ E:RNMENT 0 f IND I A (BHARAT SARK!<.R)C1\BINE'T SECRETARIAT (MANTRIM.ANDAL SACfHl/,<\L;t>,YP.)

subjectPayments by Indian Missions abroad delegations/deputations of State Governments.

The undersigned is directed to refer to Ministry of ExternalAffairs O.M. No.Q/757/119/Accounts II/82 dated 15th April, 1983on the above subject wherein it has interalia been mentioned thatdespite the instructions contained in this Secretariat o.M. No.21/1/1/82-Cab.dated the 16th August, 1982 in respect of foreigntravel of Ministers of state Governments and Union Territories,Members of state Legislatures and Union Territories and stateGovernment officials, the Governments sometimes send delegationsabroad in anticipation of the approval of the Ministry of Financeand the Indian Missions have to perforce to make payments so thatthere is no embarrassment to the VVIPs/senior officers and theMissions are not unnecessarily blamed for discourtesy and poor

performance.2. The Ministry of External Affairs had also brought to ournotice the views expressed by the Ministry of Finance on thesuggestion of the Ministry of External Affairs that the Head ofMissions may be authorised to make interim payments todelegations/deputations sponsored by the State Governments whichproceed abroad in anticipation of the approval of the Ministry ofFinance. This suggestion was examined in this reference to theinstructions on the above subject. This Secretariat agree withthe Ministry of Finance that the payments to the StateGovernment's Ministers or members of state Legislatures should bemade only on receipt of specific instructions from them and itwould not be advisable for delegation of this authority to ourMissions. Apart from other reason this would tend to detract fromthe procedures as set out in the guidelines contained in thissectt. o.M. No.21/1/1/82-Cab. dated 16.B.82. We would suggesthowever,that Finance Ministry may lay down a time .tableinternally for clearance of cases of this nature so that delay isavoided; and State Governments advised to send such proposalswell in advance to as to avoid embarrassment. suitable ways mayhave to be devised for quick processing of urgent cases.

2. A copy of this o.M.is being endorsed to Secretary, Oeptt. ofEconomic Affairs for information and urgent necessary action.

sd/­(K. Ramiah)

Deputy Secretary to the Cabinet

Ministry of External Affairs,(Shri s.sabharwal, Under secretary (Finance III) ),

New Delhi.--Copy to Ministry of Finance (Oeptt.of Economic Affairs

(Shri R.P.Kapur, Joint Secretary) for information onct necessary

action. sd/­(K. Rami.ah)

Deputy secretary to the Cabinet

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----------PREM l:~UMl..,RADDITIONAL SECRETARYTele : J75288

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o.o.No. 21;1;1;a2-cab.

Kindly refer to thi• secretariat o.M.No.21/1/1/Bl-C•b· d•tedthe 15th August, 1982 regarding guidelines in respect o[ foreigntravel of Ministers of State Government and Union Territories,Ministers of state Legislatures and Union Territories and stateGovernment officials - a copy of which was endorsed to you. Inthe endorsement to the letter addressed to the Chief secretariesto the State Governments and Union Territories, it was inter-alia

mentioned as follows :

My dear K0pur,

II ( iV)Before 1ssu1ng final orders regarding the visit,the number of persons to g6 abroad, the place tobe visited and duration of visit at each place,Ministry of Finance (Oeptt. of Economic Affairs)would refer each proposal to the Prime Minister'sOffice for obtaining the clearance of Prime

Minister."

2. In this connection it is clarified that it is not theintention that proposal relating to the visit of state GovernmentOfficials should have the clearance of the Prime Minister. suchclearance would be necessary only in cases relating to travel byMinisters of State Government or Members of Legislature. Thismay kindly be kept in mind while processing proposals received

from State Governments.

Yours sincerely,

Sd/­Prern Kumar

Shri R.P. Kapur,Joint Secretary,oeptt. of Economic Affairs,New Delhi.

Copy forwarded for information to :

1. Shri K.M. Lal, Joint secretary (PP), Ministry of

External Affairs, New Delhi.

2. Shri L.M. Gupta, Joint secretary, Ministry of Horne

Affairs.

Sd/­Prem Kumar

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