The four-page circular not only seeks necessary details from the heads of departments about foreign tour proposals it receives, but has also fixed country-wise daily allowance for those who propose to undertake overseas tours in future. The GAD circular is significant in view of the Comptroller and Auditor General (CAG)'s recent report indicting the Gujarat Government for not initiating action against some ministers and senior bureaucrats who were not only found to have not obtained necessary permission and clearances before making foreign trips in 1997, but had also drawn extra daily allowances.

The circular says: ``The administrative department concerned in the Secretariat shall ensure that the officer(s) proposed to be sent abroad does not leavethe country without necessary prior approval and permission of the competent authority concerned.'' For officers working on government posts, the proposal for obtaining orders of the competent authority (ie Chief Minister) must be routed through the Secretary of the administrative department concerned, additional chief secretary (Personnel), GAD, and the minister concerned.

``It may be clarified that the Chief Secretary's approval is NOT the approval of the GAD and, therefore, the files must be sent to ACS (Personnel), GAD, and NOT directly to the Chief Secretary.''

It further says, ``For the officers in Boards, Corporations, Companies etc., the proposals for foreign visits must be accompanied by the Board Resolution approving such foreign visits. The proposal received from these government agencies concerned should be examined by the administrative department concerned in the Secretariat and then it should be sent to ACS (P) GAD, the Finance Department, the Chief Secretary, the minister concerned and theChief Minister.''

After the approval of the State Government is obtained, ministers, MPs and MLAs will have to seek approval of the Prime Minister while officials, besides these elected members, will have to obtain approval of the Ministry of External Affairs and the Ministry of Finance (Department of Economic Affairs). They must obtain approval of the Ministry of Home Affairs, if an element of foreign hospitality is involved, insists the circular.

The officer(s) proposed to be sent abroad will have to mention the purpose of his visit in the proposal and whether the expenditure is to be borne by the State Government, Centre or foreign organisation. The proposal should also mention if the expenditure is to be borne out of the project funds, and whether the project funds are in the form of refundable loan or non-refundable grant/aid.

They will have to furnish details regarding foreign visits undertaken by the same officers in the last two years.

The GAD circular also directs that no entertainmentallowance should be granted to officers without the express approval of the government.On their return the officials must submit a report to the government within 15 days, containing details about whom they met during their trips abroad, what was the nature of discussion and conclusions drawn and an action plan for follow-up with the time limits specified.

The GAD has fixed the daily allowance for officials and non-officials, who propose to undertake foreign visits, ranging from $60 (US) to $100 (US), if the Indian Embassy abroad is taking care of their expenditure for accommodation and transport.