The State Department web site below is a permanent electronic archive of information released prior to January 20, 2001.  Please see www.state.gov for material released since President George W. Bush took office on that date.  This site is not updated so external links may no longer function.  Contact us with any questions about finding information. NOTE: External links to other Internet sites should not be construed as an endorsement of the views contained therein.

DSSR 300 Definitions

DSSR 312 Scope

Authority

Regulations on representation allowances are contained in chapter 300 of the DSSR.  Implementing regulations for the Foreign Affairs Agencies are found in 3 FAM 3241.

 
Principal features

Representation allowances are intended to cover allowable items of expenditure by employees, including foreign national employees, whose official positions entail responsibility for establishing and maintaining relationships of value to the United States in foreign countries and by adult family members acting with or on behalf of these employees.

 Representation funds made available to a mission may be used at the discretion of the chief of mission for any expenditure, consistent with section 320 of the DSSR, and not specifically prohibited by law or regulation. However, the chief of mission should take into consideration and attempt to abide by not only the letter, but also the spirit of the applicable laws and regulations.

 Entertainment as an allowable expense includes hosted dinners, parties, breakfasts, sports or cultural events. It must be clearly demonstrated that the purpose of the representational event is to directly promote U.S. foreign policy interests; that the expenditure is not for personal recreation; and that the expenditure is not otherwise prohibited by 3 FAM 3242.2 or section 330 of the DSSR.

Post management officers should review 3 FAM 3241.3 on the applicable principles outlined for USAID, USIA, Commerce and Agriculture personnel assigned to posts in foreign areas.

 
Representational Planning

Effective use of representation funds entail: a defined policy (i.e., a determination on the part of the chief of mission of the specific objectives to be pursued); a planned program (i.e., the careful weighing of alternatives to arrive at a program best suited to accomplish the policy objectives as established in the mission program plan); an allocation of funds (i.e., the assignment of responsibility for implementing the program to individual officers or employees); and a continuing review of representation activities to ensure effective utilization of available funds.

To ensure embassy personnel are aware of the philosophy and basic guidelines associated with the representation allowance, the Office of Allowances encourages posts to develop an administrative policy on the use of representation funds.  In addition to providing general guidance, the policy should establish dollar limits for the various types of approved representation activities.  Financial management officers should review DSSR 340 and 4 FAM 432 for instructions covering the vouchering, certifying, payment, and accounting for representation expenditures.
 

 

Q: Can the embassy use representation funds to pay membership fees or dues for an individual employee in any society, club or association?

 A: Title 5 of the U.S.Code states that membership fees for individuals may not be paid, regardless of the resulting benefit to the agency. An agency may, however, purchase a membership in its own name, upon an administrative determination that the expenditure would further the authorized activities of the agency. The GAO has ruled that an expenditure for an agency membership must be justified on a “necessary expense” theory. To do this, the membership must provide benefits to the agency itself. Posts should consult their regional bureaus/Washington, D.C. headquarters before purchasing a membership in the name of the embassy.
 

 Q: Can the embassy reimburse an employee for expenses incurred in attending the local American Chamber of Commerce meeting?

A: Representation funds may be used to pay for attendance at professional meetings, including meal costs, which are considered reasonable and customary expenses of such meetings, when a determination is made by the chief of mission or designated representative that an association or professional meeting be attended for representational purposes. Funds may not be used to pay for meals at professional meetings (consular, commercial or other associations) when the primary benefit is to the employee.
 

 Q: The ambassador recently hosted a reception for a visiting CODEL. The other invitees were American business persons based in the country. The financial management officer has questioned the validity of the reimbursement claim because host country nationals were not included on the invitation list. Can post reimburse the ambassador for this claim?

A: Yes. Reimbursement of representational events for members of the legislative and/or judicial branches of the United States Government is allowable. Employees can also be reimbursed for hosting representation events for other American citizens who are not employees of the Federal Government, including state and local officials and business persons.

 

Note: Since representation relationships are established and maintained primarily with host country officials and private citizens, guest lists for representation events should reflect minimum guest ratio guidelines set by the chief of mission for each type of representation function (rarely more than fifty percent USG executive branch employees), to ensure representative cross sections are invited [see 3 FAH-1 h-3244.3].

 

Q: Can the embassy reimburse an employee for the printing and engraving costs of the Christmas cards he mailed to his host country contacts?

A: No. The comptroller general has ruled that printing of Christmas cards, or other types of greeting cards is prohibited.
 

Q: Can employees be reimbursed for expenses associated with printing or engraving invitations to official functions?

A: Yes. Under 22 U.S.C. 2669(a), reimbursement can be made for printing or engraving costs for invitations to official functions.
 
 

Q: Can post use representation funds to purchase bulk items needed for representational events?

A: At the discretion of the chief of mission or his/her designee, purchases of representation supplies in advance of a function is limited to the type and quantity necessary due to circumstances at post.  Each post should develop written guidelines to cover the specific situations where advance purchases are authorized.  For State, representation funds reimbursement or payment, except for invitation cards to official functions and American wine, is permitted only event-by-event on the basis of guest (recipient) lists.  Bulk purchases to cover several future representation events, even though practical and economical, except for invitation cards and American wine, must be financed by the host or other officer and reimbursed only on an event-by-event basis.  Reasonable amounts of invitation cards and American wine (not to exceed a year's supply -- prior year's usage should be used as a benchmark) may be procured and paid for or reimbursed as a bulk purchase in lieu of buying new cards or American wine for each event.

 American wine, if purchased in bulk from official funds, must be under inventory control of the accountable property officer, and must be accounted for (as a no-reimbursement item) on representation vouchers. In no case, however, is the post authorized to use excess year-end funds to purchase wine, invitations, or other representation supplies and materials which are not a bona fide need of that fiscal year.

 

Q: Can representation funds be used to reimburse employees who invite foreign guests to the marine ball?

A: Expenditures for tickets or admission to unhosted events are a poor use of representation funds, and while not prohibited, are considered allowable only in those instances where the highest levels of host country officials are present and the attending employee has the necessity and opportunity to fulfill the purpose of the representation allowance. Attendance at a Marine ball, or other strictly social function normally does not permit an officer to meet the criterion for the representation allowance. However, at the discretion of the chief of mission or his/her designee, reimbursement can be made if it is determined that the invited guests' attendance will assist the embassy in promoting U.S. Foreign policy interests.

 

Q: While in the U.S. for consultations, the ambassador hosted a dinner for the Foreign Minister of Xanadu. Can the embassy use post's representation funds to reimburse her for the expense?

A: No. Representation funds alloted to posts can only be used in foreign locations. Representation expenses incurred in the U.S. Are reimbursed from the appropriation for emergencies in the diplomatic and consular service (K fund). Post officials should consult with the appropriate assistant secretary in their regional bureaus before hosting events in the U.S.

 

Q: Can representation funds be used to hire extra waiters to serve at official representation events?

A: Yes. The Comptroller General has ruled that the State Department's representation allowance appropriation can be used to fund this expense.

 

Q: Are receipts required for representation expenditures?

A: Yes. Evidence of expenditure will be supplied for each expenditure of $75 or more for any single occasion.  This should not be interpreted to mean that no receipts are necessary for expenditures for less than $75.  Representation expenditures must be supported by receipt, copy of canceled check, credit card charges, admission ticket stub or other similar physical means.  For each expenditure less than $75, the employee's certification will be sufficient when it is impracticable to obtain a receipt.