Manual on Staff Development in the Public Service

6.1         Identification of appropriate Training Programmes 

6.1.1      When it is found that local educational structures do not provide courses in particular specialised areas, departments have to resort to overseas educational bodies and organisations in order to cater for the training needs of their employees.  Opportunities for the training of public officers overseas are wide and varied.  As in the case of local training, great care should be taken to identify the educational institutions and training organisations which provide the most appropriate and highest level of training facilities.  

6.1.2      In deciding to provide overseas training to officers, particular attention should be given to the financial aspect of this type of training.  In fact, overseas courses involve a high level of expenditure which comprises the payment of tuition fees, subsistence allowances, travel expenses etc.  Overseas training should only be resorted to as a last option and after carefully studying its feasibility and cost effectiveness.  The most effective way of providing overseas training in today’s circumstances is through distance learning programmes.  It is important that the need for overseas training should be identified on a long-term basis by the department itself rather than the individual officers.  Overseas staff development programmes should be directly linked to departmental needs related to the implementation of projects and policies set down in departmental business plans.

6.1.3       Distance Learning Programmes

Where distance learning programmes are undertaken the conditions laid down as regards payment of tuition fees, forms of undertaking, drawing up acts of hypothecation and refunds are governed by the rules and conditions set down in this Manual.

6.2         Government Sponsored Courses Abroad

6.2.1      Public officers who are sponsored by their employing departments to follow courses of training abroad are entitled to the following payments:

              a)   full salary;

              b)   registration and tuition fees;

              c)   subsistence allowance;

              d)   book and equipment allowance;

  e)   return air passage;

              f)    personal insurance.

6.2.2      Subsistence allowance

6.2.2.1    The daily rates of subsistence allowance paid to officers sent for training abroad are set out in circulars issued from time to time by the Ministry of Finance.  A distinction should be made between training that is operations-linked, ie where an individual is obliged by his Department to attend short (maximum 2 weeks) training courses/workshops/seminars that are crucial to Departmental operations and international commitments, and training that is more of an academic/informative nature that may add value to the individual participant but is not a requisite from a departmental perspective.  When the former case applies, Departments should make a case as to why they consider that duty travel subsistence rates should apply rather than Scholarship Rates, forwarding same to SDO and copying the Ministry of Finance.  Full details should be forwarded by the requesting Department and if any subsidised accommodation/meals is being made available this should be taken account of by SDO/MFIN in its decision to endorse request or otherwise.

6.2.2.2    Training subsistence allowance is paid at the travel rate (which is distinct from the duty travel rate referred to above) or resident rate in accordance with the following:

a)  the allowance is paid at the travel rate for the first sixty (60) nights spent in each country, regardless of the nature of the training programme;

                   b)   if the officer attending the programme is a full-time resident student, his/her allowance will be paid at the resident rate after the first sixty nights. When resident students have to undertake official short trips away from their base, their allowance will be raised to the travel rate for the specific period spent in travel. If a resident student can give proof that he/she has kept his/her permanent accommodation in the country of study during a short trip undertaken as part of his/her training programme, he/she will be entitled to reimbursement of the actual amount spent for the retained accommodation during his/her authorised absence from his/her permanent place of living;

                   c)   if the officer's programme calls for periods of study in several different locations, he/she is a travelling student. His/her allowance is paid at the travel rate. The allowance is reduced to the resident rate for any period spent in one location in excess of sixty nights.

6.2.2.3    The same apportionment of subsistence applicable to duty travel rates applies also to training subsistence rates ie: 60% accommodation and breakfast, 30% two main meals, 10% other expenses.

6.2.2.4    A person who undergoes a course of training which is a pre-requisite of appointment and who is not employed in the service on a regular full-time basis, or is only employed on a part-time basis, on the date on which the notice calling for applications was issued, receives allowances at (c) and (d) in sub-paragraph 6.2, a return passage and, if married a dependants' allowance on the approved scale. The rates of dependants' allowance are set out in circulars issued by the Office of the Prime Minister. They are currently as follows:

              Spouse -   €1851.55 per annum                 up to a maximum of

              Children - €617.19per child per annum       €3703.11pa

6.2.2.5    Subsistence allowance is paid from the night following arrival in the country of study, provided that not more than three days - five, if a Saturday and Sunday intervene - elapse between the date of commencement of payments and the start of the course. Every scholarship holder is expected to return to Malta at the first available opportunity after the termination of his/her course and subsistence allowance will only be paid up to his/her return to Malta or up to three nights beyond the termination date, whichever is the earlier.

6.2.2.6    An officer who is granted an overseas scholarship must notify his/her employing department about the date of termination of the course. This declaration is to be supported by documentary evidence from the university or other institution which he/she is attending, confirming the effective date of termination.

6.2.2.7    Subsistence allowance is not paid in respect of periods spent in Malta by scholarship holders when the cost of passages for the visit is met out of public funds. Where the scholarship holder comes out to Malta at his/her own expense, subsistence allowance will only be paid if there is an assurance that he/she will return to the country of study to complete his/her course.

6.2.2.8    A scholarship holder may not engage in any paid employment without the permission of the respective Head of Department. Where such permission is given, the subsistence allowance is reduced by an amount equal to the remuneration received in respect of such employment.

6.2.3      Book and equipment allowance

An allowance of €349.35 is paid to officers who attend courses of study abroad of more than one month and up to one year, and of €139.74 for each full year thereafter. The allowance is payable at the beginning of each academic year unless otherwise stated in related circulars.

6.2.4      Travelling expenses abroad

Where an officer is required to undertake journeys to complete a course of study, the actual travelling expenses incurred are refundable. Fares from home to the place of study and vice-versa are not refundable.

6.2.5      Luggage expenses

6.2.5.1    Officers and persons selected for a course of studies prior to appointment, attending courses of not less than six months duration, are refunded luggage expenses on 100kgs of luggage (packed so as not to exceed 0.3 cubic metres (m3) in volume). Such luggage is to be transported by the cheapest means possible and is additional to any free baggage allowed by the transport company they travel with. No payment is made for the transport by air of any luggage accompanying a scholarship holder in excess of the free allowance permitted by air companies.

6.2.5.2    For outward trips from Malta, the department responsible for making arrangements in respect of the training of the scholarship holder, is required to obtain three competitive quotations for the transport of luggage from the point of departure to the point of destination. Where not less than three quotations are received, the department is authorised to accept the lowest. Where, on the other hand, a call for quotations elicits less than three replies, and time does not permit a fresh call to be made, the department is to refer the quotations received to the Ministry of Finance, together with its recommendations. 

6.2.5.3    Scholarship holders about to return to Malta following completion of their overseas training are required to obtain three quotations from firms in the country of their studies who are prepared to transport their luggage to Malta and the payment of expenses from public funds is normally restricted to the amount of the lowest quotation. Before any refund of luggage expenses can be authorised, it will be necessary for the scholarship holder to produce documentary proof that the correct procedure has been followed. In addition, receipted bills should also be submitted.

6.2.5.4  In the case of scholarships involving distance learning programmes, only tuition fees are payable.  The amount payable for tuition fees may also be limited in accordance with the conditions set down in the respective circular.

6.3        Fellowships, Scholarships by Foreign Governments and International Organisations

6.3.1      Offers of scholarships by foreign governments and international organisations are from time to time published by the Ministry of Foreign Affairs in the Government Gazette and the local media. Heads of Department who consider that the fields of study specified in the relative notice are of interest to their department and would meet existing training needs, are invited to take advantage of these offers by nominating suitable officers for these courses.

6.3.2      With regard to clearance for the submission of nominations, the procedure set out at sub-paragraph 4.2 should be observed. Nominations should then be forwarded to the Permanent Secretary, Ministry of Foreign Affairs by the closing date stipulated in the relative notices. Where so required, applications should be made on the appropriate forms obtainable from the Ministry of Foreign Affairs

6.3.3      Public officers should be advised that when approached by any embassy or any international organisation or other (local or foreign) institution or organisation in connection with the grant of training awards, the officer concerned should advise the embassy, institution or organisation that such approach should be made to Government through the established channels.

6.3.4      The embassy, institution or organisation should also be advised at the same time that any such offer should be made without indicating any specific nominee and that it is up to the Government to decide on the most suitable nomination. Any individual so referred to by name will automatically be disqualified from nomination by Government.

6.3.5      Officers, other than those employed on a part-time basis, awarded fellowships, etc, by foreign governments, international agencies or other organisations after outright nomination by the department, or after selection limited to serving officers, receive the following from public funds, provided, in all cases, that the course of study has a direct connection with their duties:

              a)   full salary;

              b)   the cost of passages, where this is not met by the awarding agency;

              c)   a book and equipment allowance, where such an allowance is not paid by the awarding agency and provided that such allowance would have been paid had the officer been sent on a Government sponsored course;

         d)   the difference between the subsistence allowance paid by the awarding agency and the Government approved rate applicable to the country where the scholarship is tenable;

              e)   refund of luggage expenses as provided in sub-paragraph 6.2.5.

6.3.6      Attention is particularly drawn to the provisions in the previous paragraph which stipulate that only officers who are nominated directly by their employing department, or after selection limited to serving officers, are entitled to the payments set down in the same paragraph.

6.3.7            Officers who, on their own initiative, apply for fellowships, scholarships, etc through other Government organisations (eg the Ministry of Foreign Affairs or the Ministry of Education), may only be granted study leave in accordance with the provisions set down in paragraph 6.4 hereunder.  No other payments from public funds should be issued in such cases.

6.4         Courses undertaken on Own Initiative

6.4.1      Officers who undertake courses on their own initiative may be granted assistance by way of paid study leave. Requests for paid study leave are considered:

              a)   on the production of satisfactory documentary evidence concerning the                  officer's admission for the course;

              b)   if the course has a direct connection with the officer's work;

              c)   provided the employing department is able to release the officer

                    without employing a substitute.

6.4.2      Where either, or both conditions at (b) and (c) above are not met, an officer may be granted unpaid study leave subject to the exigencies of the Public Service.

6.4.3      Leave for study purposes

An officer seeking to undertake a course of studies not connected with his or her duties may be granted unpaid study leave if it is considered advisable to encourage this initiative, and provided documentary evidence is produced that the leave is required for the purpose stated.

6.4.4      Officers who are engaged with Government on a contract basis must observe the modalities as indicated in their respective contract.

6.5         Medical Examination

Officers including prospective appointees, proceeding abroad on training courses of six-months' duration or more, may be required to present themselves for a medical examination to be certified fit to undertake such courses before leaving Malta.

6.6         Investments by Government Officers undergoing Courses of Study Abroad

The attention of all officers proceeding abroad for study purposes is to be drawn to the provisions of the External Transactions Act (Cap 233).  Further information may be obtained from the External Transactions Data Office at the Central Bank of Malta.

6.7         Duty during the Summer Vacation

Officers following courses of study overseas who return to Malta for their holidays are required to report to their employing departments, and they are to be recalled to perform duty in their department during the period of the summer vacation of the institution where they are following such courses of study, irrespective of whether they are on paid or unpaid study leave.

6.8         Income Tax

Scholarship holders remain liable to income tax on the funds received from their employer, if such funds would still have been received by reason of the employment in the absence of such scholarship.   Further information regarding the position of trainees in those countries with which Malta has an agreement for the relief of double taxation should be obtained from the Inland Revenue Department.  Such information should be brought to the notice of officers proceeding on a scholarship to the countries in question.

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