Ministers' overseas travel

Advice on Ministers travelling overseas

The Cabinet Office provides Ministers' offices and departments every week with a list of Ministers overseas, indicating who will act on their behalf in their absence (link only available to people with access to the Public Sector Intranet). 

Prior agreement of the Prime Minister

As detailed in paragraphs 2.104 - 2.107 of the Cabinet Manual, the Prime Minister's prior agreement in principle must be obtained for a Minister's proposed overseas travel.  No commitment or understanding is to be entered into before this preliminary approval has been given.  In addition, where there is any doubt about travel to a particular destination (for example, for international relations reasons), the request for the approval of the Prime Minister must be supported by a recommendation by the Minister of Foreign Affairs.

Approval by Cabinet

Following agreement in principle from the Prime Minister, the Minister must obtain Cabinet's approval for the proposed travel (except for travel to Australia).  A paper is to be submitted to Cabinet that:

  • confirms that the Prime Minister has been consulted;
  • states the countries and cities to be visited and the duration of absence from New Zealand;
  • explains the reason for and the value to New Zealand of the visit - for example, specific conferences to be attended, or lists of those with whom discussions will be held and for what reason;
  • sets out the composition of the party and whether the Minister is to be accompanied by a spouse or partner, ministerial staff and/or departmental officials (for officials other than ministerial staff, details should be given of their designations, departments, the cost of their travel and the Vote(s) to which the expenditure would be a charge);
  • seeks approval, as appropriate, for the inclusion of Members of Parliament in the official delegation (see the Cabinet Office circular CO (00) 14, Procedures for Including Non-official Representatives on Official Delegations to International Meetings for details);
  • provides details of any non-official representatives included in the delegation, and states that the Minister of Foreign Affairs has approved their inclusion (see the Cabinet Office circular CO (00) 14, Procedures for Including Non-official Representatives on Official Delegations to International Meetings for details);
  • provides information on the total estimated cost and the Vote(s) to which it is to be charged (information should be provided on the main components of the overall cost);
  • confirms the Acting Minister(s) who will administer the Minister's portfolios in his or her absence (there is usually no need to arrange an Acting Minister for Associate Minister responsibilities); and
  • confirms that the Minister has secured, from the party whip, leave from Parliament, if the House will be sitting in the relevant period.

Where travel for Parliamentary Under-Secretaries is proposed, the relevant portfolio Minister should make the submission.

The following format for recommendations should be used:

 

The Minister of x recommends that Cabinet:

1. authorise [subject to leave from Parliament being secured - if the House is sitting in the period] his/her absence from New Zealand from [leaving date] to [returning date] to travel to [cities/countries] to [state purpose of visit];

2. agree that the Minister will be accompanied by [spouse/partner/office staff];

3. approve the expenditure of $____________ for the travel expenses of the ministerial party as a charge to Vote Ministerial Services (Ministers' Internal and External Travel);

3. note that the Minister will be accompanied by _____________________________________ of the Department/Ministry of _____________________________________ whose costs will be a charge to Vote _____________________________________;

4. approve the inclusion in the official delegation of [names of Members of Parliament accompanying Minister, if appropriate];

5. agree that in his/her absence the Hon _____________________________________ act as Minister of _____________________________________ [ensure all portfolios are covered]; and

6. note that the House is not sitting in his/her absence/leave from Parliament has been secured from the party whip.

If leave from Parliament has not yet been obtained, Cabinet's authorisation would be subject to leave from Parliament being secured.

Travel to Australia

Ministers proposing travel to Australia only require the approval of the Prime Minister.  Requests for approval should be prepared and submitted to the Prime Minister in the usual way as for other overseas travel.  Ministers should still report to Cabinet on the achievements and outcomes of their travel to Australia, in the same way as for other overseas travel (see Reporting on overseas travel below).

Travel costs met by non-government agencies and foreign governments

Any proposal that a Minister or Parliamentary Under-Secretary accept the payment of international airfares or other travel-related costs by another country must be approved by the Minister of Foreign Affairs and the Prime Minister. The Cabinet paper on the proposed travel should indicate that this approval has been obtained.

If it is proposed that an organisation other than a New Zealand government agency should fund any of the travel, accommodation or other expenses, the paper to Cabinet should provide details of the organisation and the expenses it has offered to meet. Any proposals for bodies other than government organisations to provide funding for travel by Ministers and Parliamentary Under-Secretaries should be assessed in the light of the guidelines on the public duty and private interests of Ministers and Parliamentary Under-Secretaries (see paragraphs 2.55 and 2.81 - 2.82 of the Cabinet Manual).

Authority for over-expenditure

While the Cabinet paper outlining the travel proposal is expected to provide only estimated costs, every effort should be made to ensure that these are as accurate as possible.

The Ministerial Services Unit of the Department of Internal Affairs keeps detailed accounting records of all ministerial travel, including overseas travel. When the actual cost of overseas travel is greater than that estimated and approved by Cabinet, further authority is required. All cases of over-expenditure will be submitted to the Minister responsible for Ministerial Services for authorisation or approval. This approval is not given lightly and all over-expenditure must be fully justified.

Travel to Antarctica

Cabinet approval is not required for travel to the Ross Dependency in Antarctica. Given the practical difficulties in communication with the Ross Dependency and the length of time usually required for visits there, Ministers and Parliamentary Under-Secretaries intending to travel to Antarctica should, however:

  • seek the approval of the Prime Minister for their intended travel, the composition of the party, the cost of travel, and the period that they will be away (final approval will be subject to obtaining leave from Parliament from the party whip);
  • seek the Prime Minister's agreement (by memorandum copied to the Cabinet Office) to Acting Minister arrangements during their absence;
  • seek the approval of the party whip for their absence; and
  • inform the Secretary of the Cabinet of the dates of their absence.

Reporting on overseas travel

    On their return, Ministers and Parliamentary Under-Secretaries are expected to report to Cabinet on the achievements and any outcomes of their overseas travel, including attendance at Australian Standing Council meetings. Reports should be submitted within four weeks of their return. They should provide details of the Minister's period of absence, countries visited, and meetings held or conferences attended, and outline the key points covered during the visit.