2015 Annual Meetings New Per Diem Allowance Payment Process for Bank Governors and Alternate Governors

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1 OFFICIAL USE ONLY SecM IDA/SecM IFC/SecM MIGA/SecM September 2, 2015 FROM: The Corporate Secretary 2015 Annual Meetings New Per Diem Allowance Payment Process for Bank Governors and Alternate Governors 1. Attached for information is a document entitled New Per Diem Allowance Payment Process for Bank Governors and Alternate Governors. 2. In line with the World Bank Group s efforts to streamline and reduce operational costs, Corporate Secretariat will introduce a new method at the 2015 Annual Meetings for payment of the Per Diem Allowance for Bank Governors and Alternate Governors. A Visa Debit Card, with the pre-determined per diem amount, will be provided in lieu of cash distribution. The Visa Debit Card will allow Governors to withdrawal cash from the available ATMs in the meeting venue and hotels, or to use the debit card to pay for travel related expenses and services such as hotel, food and beverage, and taxis or rental cars. 3. This document contains information on the new Visa Debit Card payment of per diem to Bank Governors and Alternate Governors who attend the 2015 Annual Meetings in Lima, Peru. We would like to request your assistance in relaying the details to your member country delegations. 4. Questions on this document should be referred to Ms. Yeo (ext ). Distribution: Executive Directors and Alternates This document has a restricted distribution and may be used by recipients only in the performance of their official duties. Its contents may not otherwise be disclosed without World Bank Group authorization.

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3 ANNUAL MEETINGS ANNOUNCEMENTS 2015 ANNUAL MEETINGS NEW PER DIEM ALLOWANCE PAYMENT PROCESS FOR BANK GOVERNORS AND ALTERNATE GOVERNORS

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5 2 Per Diem Allowance The following guidelines will apply for the payment of per diem to World Bank Governors and Alternate Governors for attendance at the 2015 Annual Meetings. Payment will be made by Visa Debit Card. Joint Bank/Fund Governors will be paid by cash. 1. Allowance A per diem allowance will be paid for attendance at the 2015 Annual Meetings in Lima, Peru. Governors and Alternate Governors are entitled to a per diem of US$ a day for a period of three days, for a total of US$ 1, Time spent in Lima outside the eligible period of reimbursement (October 9 through October 11, 2015) is at the attendee s own expense. A maximum of two payments shall be made for each member country. 2. Eligibility In order to be eligible for payment, the Bank must receive written credentials from the member country, designating an individual as Governor or Alternate Governor (either on a permanent basis or for the duration of the Annual Meetings). If a Governor or Alternate Governor is unable to attend the Annual Meetings, the Bank Governor may designate in writing a Temporary Alternate Governor, who may receive reimbursement on the same basis as, and in lieu of, the Governor or Alternate Governor. 3. The Multilateral Investment Guarantee Agency (MIGA) does not reimburse Governors, Alternate Governors, or Temporary Alternate Governors for any expenses incurred in attending the Annual Meeting of the Council of Governors. 4. The International Centre for Settlement of Investment Disputes (ICSID) does not reimburse Representatives, Alternates, or any Temporary Alternates, whether specially designated or serving ex officio, for any expenses incurred in attending the Annual Meeting of its Administrative Council. 5. Payment Per diem allowances can be picked up at the Finance office in Lima on Level 1 of the Banco de la Nacion Office Tower as follows: a) In person. Governors and Alternate Governors only need to present their 2015 Annual Meetings registration badge. b) Authorize third-party pick up. Governors and Alternate Governors may authorize payment to a designated third party by completing the attached Third Party Authorization form (attachment 1). The authorized third party must bring the completed form, signed by the Governor or Alternate Governor, along with a copy of the Governor or Alternate Governor s national passport (name and signature pages), a copy of the Governor or Alternate Governor s registration badge (front and back), and the authorized individual s 2015 Annual Meetings registration badge. 6. Please be advised that all per diem allowances for the 2015 Annual Meetings must be claimed by 12 noon on Sunday, October 11, 2015, no exceptions. As the payment for Bank Governors will be via Visa Debit Card, it is strongly recommended that payment is picked up as early as possible in order to use the Visa Debit Cards during the Annual Meetings in hotels, food and beverage outlets, retail, taxi services or to withdraw cash in USD or Peruvian Soles.

6 ATTACHMENT 1 WORLD BANK GROUP THIRD PARTY AUTHORIZATION FORM FOR GOVERNORS/ALTERNATE GOVERNORS PAYMENTS I, (Governor/Alternate Governor) (Delegate Country) (Delegate s Badge ID No. - see back of badge) hereby authorize (Name of authorized individual) to collect on my behalf (Badge ID No. authorized individual - see back of badge) reimbursement for the 2015 Annual Meetings per diem allowance. (Date) (Delegate s signature) Instructions The individual authorized to receive payment must provide: (i) a copy of the Governor s or Alternate Governor s national passport (name and signature pages), (ii) a copy of the Governor s/alternate s registration badge (front and back), and (iii) his/her Annual Meetings registration badge.

7 ATTACHMENT 2 Payment of Per Diem Allowance Frequently Asked Questions (FAQs) 1. Where can I claim payment of the per diem allowance? The World Bank Finance office will process all reimbursement claims and is located on Level 1 of the Banco de la Nacion Office Tower. 2. What are the World Bank Finance Office hours? The World Bank Finance Office will be open from Thursday, October 8 to Saturday, October 10, 2015 from 8:30 am to 6:00 pm daily and Sunday, October 11 from 8:30 am to 12 noon. 3. Can I authorize someone to pick up the per diem allowance on my behalf? Yes, an authorized individual may bring a completed third party request form with: a) a copy of their 2015 Annual Meetings registration badge, b) a copy of the Governor and Alternate Governor s 2015 registration badge (front and back) and, c) a copy of the name and signature page(s) from the Governor and Alternate Governor s national passport. The person authorized to pick up the reimbursement will be required to acknowledge receipt of the Visa Debit Card. 4. Where can I find the third party payment authorization form? The form is available on the EDs Portal under the Annual and Spring Meetings header: Annual Meetings 2015 Third party Authorization Form and on the Annual Meetings website. 5. How much is my allowance for attending the Annual Meetings? Governors and Alternate Governors are entitled to a per diem of US$ a day for a period of three days, for a total of US$ 1, How will I be paid? World Bank Governors will be issued a Visa Debit Card which will be pre-loaded with the full per diem entitlement of US$ 1,050. Joint Bank/Fund Governors will be paid by cash. 7. Can I receive cash? Bank Governors will not be paid in cash in Lima, Peru. All reimbursements for Bank Governors will be made via a Visa Debit Card. Only Joint Bank and Fund Governors will be paid in cash. 8. What is the deadline to claim per diem allowance? Per diem allowance for the 2015 Annual Meetings in Lima, Peru must be claimed by 12 noon on Sunday October 11, The Visa Debit Cards have cash withdrawal limits per day that will need to be taken into account. Detailed instructions will be provided upon receipt of the card. 9. How do I use the Visa Debit Card? The card is a prepaid VISA card that can be used at all establishments affiliated to VISA. The Visa Debit Card should be used to settle hotel bills upon check out, pay for food and beverage consumption, taxi services or to withdraw cash in US Dollars or Peruvian Soles at the ATMs. All transactions will be made using a pin number that will be provided upon receipt of the card along with detailed instructions on how to use the card. The amount on the card will be reduced as it is used. 10. Who may I contact for further information or clarification? During the 2015Annual Meetings, please call or visit the World Bank Finance Office or contact Sabra Lewis at slewis2@worldbank.org.