DoDI 7250.13, "Use of Appropriated Funds for Official Representation Purposes," May 22, 2023

DOD INSTRUCTION 7250.13

SE OF APPROPRIATED FUNDS FOR OFFICIAL REPRESENTATION

PURPOSES

Originating Component: Office of the Director of Administration and Management

Effective: May 22, 2023

Releasability: Cleared for public release. Available on the Directives Division Website

at https://www.esd.whs.mil/DD/.

Reissues and Cancels: DoD Instruction 7250.13, “Use of Appropriated Funds for Official

Representation Purposes,” June 30, 2009, as amended

Approved by: Michael B. Donley, Director of Administration and Management

Purpose: In accordance with the authority in DoD Directive 5105.53 and the January 11, 2021 Deputy

Secretary of Defense (DepSecDef) Memorandum, this issuance establishes policy, assigns

responsibilities, and prescribes procedures governing the use of appropriated funds for official

representation purposes throughout the DoD pursuant to Section 127 of Title 10, United States Code

(U.S.C.).

DoDI 7250.13, May 22, 2023

TABLE OF CONTENTS 2

TABLE OF CONTENTS

SECTION 1: GENERAL ISSUANCE INFORMATION .............................................................................. 3

1.1. Applicability. .................................................................................................................... 3

1.2. Policy. ............................................................................................................................... 3

SECTION 2: RESPONSIBILITIES ......................................................................................................... 4

2.1. DA&M. ............................................................................................................................. 4

2.2. Under Secretary of Defense (Comptroller)/Chief Financial Officer, Department of

Defense (USD(C)/CFO)...................................................................................................... 4

2.3. Directors of the Defense Agencies and DoD Field Activities. ......................................... 4

2.4. Directors of the Defense Agencies and DoD Field Activities and the Chairman of the

Joint Chiefs of Staff. ........................................................................................................... 5

2.5. OSD and DoD Component Heads. ................................................................................... 6

2.6. Secretaries of the Military Departments and the Inspector General of the Department of

Defense. .............................................................................................................................. 6

SECTION 3: ORF AUTHORITIES AND PROCEDURES .......................................................................... 8

3.1. General. ............................................................................................................................. 8

3.2. Authorized Visits by Foreign Dignitaries and Other Officials. ...................................... 11

3.3. Visits By U.S. Citizens. .................................................................................................. 13

3.4. General Guidance for ORF Expenditures. ...................................................................... 14

GLOSSARY ..................................................................................................................................... 19

G.1. Acronyms. ...................................................................................................................... 19

G.2. Definitions. ..................................................................................................................... 19

REFERENCES .................................................................................................................................. 21

FIGURES

Figure 1. Sample ORF Delegation of Authority. ......................................................................... 10

Figure 2. Sample ORF Request to WHS/Financial Management Directorate ............................. 18

DoDI 7250.13, May 22, 2023

SECTION 1: GENERAL ISSUANCE INFORMATION 3

SECTION 1: GENERAL ISSUANCE INFORMATION

1.1. APPLICABILITY.

This issuance applies to OSD, the Military Departments, the Office of the Chairman of the Joint

Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of Inspector General of

the Department of Defense, the Defense Agencies, the DoD Field Activities, and all other

organizational entities within the DoD (referred to collectively in this issuance as the “DoD

Components”).

1.2. POLICY.

a. Pursuant to the authority of Section 127 of Title 10, U.S.C. and the annual DoD

Appropriations Acts, the Secretary of Defense (SecDef); the DepSecDef; the Director of

Administration and Management (DA&M) in support of the SecDef and DepSecDef; the

Directors of Defense Agencies and DoD Field Activities; the Secretaries of the Military

Departments; the Chairman of the Joint Chiefs of Staff; and the Inspector General of the

Department of Defense may approve the use of appropriated funds within the limitations of

appropriations made available for such purpose for official representation.

b. Official representation funds (ORF) are used to host official receptions, dinners, and

similar events, and to otherwise extend official courtesies to guests of the United States and the

DoD to maintain U.S. and DoD standing and prestige.

DoDI 7250.13, May 22, 2023

SECTION 2: RESPONSIBILITIES 4

SECTION 2: RESPONSIBILITIES

2.1. DA&M.

The DA&M:

a. Budgets and accounts for resources necessary to support ORF requirements for:

(1) The SecDef, the DepSecDef, and the OSD Components.

(2) Defense Agencies and DoD Field Activities that are not funded with operations and

maintenance appropriations or are not delegated ORF authority.

b. Approves ORF expenditures over $20,000 but not to exceed $100,000 per event for the

SecDef, the DepSecDef, the OSD Components, the Defense Agencies, and the DoD Field

Activities.

c. Forwards ORF requests exceeding $100,000 per event to the DepSecDef for approval.

d. Authorizes the use of appropriated funds for official representation expenses not

specifically covered by this issuance, provided such use is pursuant to this issuance.

e. Establishes internal management controls pursuant to DoD Instruction (DoDI) 5010.40 to

ensure resource limitations are not exceeded.

2.2. UNDER SECRETARY OF DEFENSE (COMPTROLLER)/CHIEF FINANCIAL

OFFICER, DEPARTMENT OF DEFENSE (USD(C)/CFO).

In addition to the responsibilities in Paragraph 2.5., the USD(C)/CFO:

a. Prepares and submits annual reports pursuant to Section 127(d) of Title 10, U.S.C., which

include an accounting of any individual ORF expenditures in excess of $100,000.

b. Develops allocation amounts and memorandums for DepSecDef approval for the SecDef;

the Chairman of the Joint Chiefs of Staff; the Commander, United States Special Operations

Command; and the Directors of select Defense Agencies and DoD Field Activities.

c. Collects quarterly execution reports as required in Paragraph 2.3.

2.3. DIRECTORS OF THE DEFENSE AGENCIES AND DOD FIELD ACTIVITIES.

Under the authority, direction, and control of their respective OSD Principal Staff Assistants

(PSAs) and in addition to the responsibilities in Paragraphs 2.4. and 2.5., the Directors of the

Defense Agencies and DoD Field Activities:

a. Approve ORF expenditures not to exceed $20,000 per event.

DoDI 7250.13, May 22, 2023

SECTION 2: RESPONSIBILITIES 5

b. Forward ORF requests exceeding $20,000 per event to the DA&M for approval.

c. Forward ORF requests exceeding $100,000 thru the DA&M to the DepSecDef for

approval.

d. ORF financial authority.

(1) Directors of Defense Agencies and DoD Field Activities with financial authority for

ORF will include ORF in their annual budget estimate submissions, using the Emergency and

Extraordinary Expense Limitation Exhibit, OP-24, pursuant to Chapter 3, Volume 2A of

DoD 7000.14-R and budget guidance. Forward requests for additional ORF to the DepSecDef

through the USD(C)/CFO. Use the following address:

Associate Director, Defense-Wide Activities

Office of the Under Secretary of Defense (Comptroller)/

Chief Financial Officer, Department of Defense

Pentagon, Room 3C749

Washington, DC 20301–1100

(2) Directors of Defense Agencies and DoD Field Activities who do not have financial

authority for ORF must request financial authority to host ORF events from the OSD Component

PSA designated to provide resources to support their programs.

(3) Directors of Defense Agencies and DoD Field Activities will finance representational

expenses when tasked to manage visits affecting multiple DoD Components or visits of foreign

dignitaries and officials that have DoD-wide implications and benefits. Exceptions are:

(a) When expenses are incurred in connection with parts of a visit that are to non-

DoD installations located in the National Capital Region as defined in DoD Directive 5105.53,

and other points of national interest that are included in the itinerary as a courtesy to the foreign

dignitary. The managing Defense Agency or DoD Field Activity will coordinate such expenses

in advance and charge them to the accounts of the SecDef or the Chairman of the Joint Chiefs of

Staff, as appropriate.

(b) When expenses are incurred in connection with parts of a visit that are to another

DoD Component’s DoD installation, or to an industrial facility performing activities related to

another DoD Component. The managing Defense Agency or DoD Field Activity will coordinate

such expenses in advance and charge them to the accounts of the DoD Component visited.

2.4. DIRECTORS OF THE DEFENSE AGENCIES AND DOD FIELD ACTIVITIES

AND THE CHAIRMAN OF THE JOINT CHIEFS OF STAFF.

In addition to the responsibilities in Paragraph 2.5., the Directors of the Defense Agencies and

DoD Field Activities and the Chairman of the Joint Chiefs of Staff submit a quarterly listing of

all ORF obligations and expenditures to the DA&M no more than 25 calendar days following the

close of the quarter being reported. The Office of the DA&M (ODA&M) monitors and submits

an annual ORF execution report to Office of the USD(C)/CFO consisting of Joint Staff, Defense

DoDI 7250.13, May 22, 2023

SECTION 2: RESPONSIBILITIES 6

Agency, DoD Field Activity, and ODA&M input no later than 31 calendar days following the

close of the fiscal year being reported.

2.5. OSD AND DOD COMPONENT HEADS.

The OSD and DoD Components heads:

a. Budget and account for the resources necessary to support their respective Components’

ORF requirements.

b. Use ORF pursuant to this issuance for visits of foreign dignitaries and officials that have

DoD-wide implications and benefits when designated to manage such visits by the DepSecDef

(for the SecDef and DepSecDef) or the Director of the Joint Staff (for the Chairman and Vice

Chairman of the Joint Chiefs of Staff) in support of the DoD Senior Foreign Official Visit

Program.

c. Delegate responsibilities for approving the use of ORF, in excess of $2,000 per event to

no lower than members of the Senior Executive Service (SES) and general officers/flag officers

(GO/FOs) or to the individual “acting” or performing the duties of a vacant SES/GO/FO position

and up to $2,000 to no lower than a General Schedule (GS)-15 or O-6.

d. Establish internal controls, pursuant to DoDI 5010.40, to ensure resource limitations are

not exceeded.

(1) Monitor the use of ORF to ensure that expenditures made for official hosted

functions in connection with official events comply with socially acceptable mores of U.S.

society, and that U.S. policy objectives and U.S. taxpayer interests are served jointly.

(2) Maintain records on ORF use on a function-by-function basis to record how and why

these funds are used. For example, records should document the purpose for which funds were

used, including names, titles, and the organizations of the persons attending and expense

receipts.

e. Submit annual ORF execution reports to the Office of the USD(C)/CFO no later than 31

calendar days following the close of fiscal year being reported.

2.6. SECRETARIES OF THE MILITARY DEPARTMENTS AND THE INSPECTOR

GENERAL OF THE DEPARTMENT OF DEFENSE.

In addition to the responsibilities in Paragraph 2.5., the Secretaries of the Military Departments

and the Inspector General of the Department of Defense submit a quarterly listing of all ORF

obligations and expenditures to the Office of the USD(C)/CFO, Deputy Comptroller

(Program/Budget) no later than 31 calendar days following the close of the quarter being

reported.

DoDI 7250.13, May 22, 2023

SECTION 2: RESPONSIBILITIES 7

2.7. SECRETARIES OF THE MILITARY DEPARTMENTS, INSPECTOR GENERAL

OF THE DEPARTMENT OF DEFENSE, CHAIRMAN OF THE JOINT CHIEFS OF

STAFF, AND CHIEF, NATIONAL GUARD BUREAU.

In addition to the responsibilities in Paragraph 2.5., the Secretaries of the Military Departments,

the Inspector General of the Department of Defense, the Chairman of the Joint Chiefs of Staff,

and the Chief, National Guard Bureau:

a. Develop and oversee ORF policy guidance pursuant to this issuance.

b. Authorize the use of appropriated funds for official representation expenses not

specifically covered by this issuance, provided such use is in accordance with this issuance.

c. Approve ORF expenditures not to exceed $100,000 per event.

d. Forward any ORF requests exceeding $100,000 per event through the DA&M to the

DepSecDef for approval.

e. Finance associated expenses when tasked to manage visits affecting multiple DoD

Components or visits of foreign dignitaries and officials that have DoD-wide implications and

benefits. Exceptions are:

(1) When expenses are in connection with parts of the visit that are to non-DoD

installations located in the National Capital Region as defined in DoD Directive 5105.53 and

other points of national interest that are included in the itinerary as a courtesy to the foreign

dignitary. The managing organization will coordinate such expenses in advance and charge them

to the accounts of the SecDef or the Chairman of the Joint Chiefs of Staff, as appropriate.

(2) When expenses are incurred in connection with parts of the visit that are to another

DoD Component’s DoD installation, or to an industrial facility performing activities related to

another DoD Component. The managing organization will coordinate such expenses in advance

and charge them to the accounts of the DoD Component visited.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 8

SECTION 3: ORF AUTHORITIES AND PROCEDURES

3.1. GENERAL.

a. The individuals listed in this paragraph are authorized to receive official courtesies during

official visits to the field and while on other official travel, and are authorized to approve ORF

expenditures, host ORF events, and extend official courtesies on the DoD’s behalf. These

authorities extend to those who are serving in an acting capacity or performing the duties of the

listed individuals. Paragraph 3.2. lists others authorized to approve the use of appropriated funds

for official representation and to extend official courtesies. Delegation of authority to approve

ORF expenditures or host an ORF event must be submitted in writing on letterhead, signed by

the DoD or OSD Component head, before the event.

(1) Presidentially appointed, Senate-confirmed civilian officials. This does not include

the Inspectors General of the National Security Agency and the National Reconnaissance Office.

(2) Chairman of the Joint Chiefs of Staff.

(3) Vice Chairman of the Joint Chiefs of Staff.

(4) Director of the Joint Staff.

(5) Chiefs and Vice Chiefs of Staff of the Army, Air Force, and Space Force.

(6) Chief and Vice Chief of Naval Operations.

(7) Commandant and Assistant Commandant of the Marine Corps.

(8) Chief, National Guard Bureau.

(9) Combatant Commanders.

(10) Deputy Commander, United States European Command.

(11) Chief Judge and Associate Judges of the U.S. Court of Appeals for the Armed

Forces.

(12) OSD PSAs not included in Paragraph 3.1.a.(1).

(13) Senior Civilian Representative of the SecDef in Europe.

(14) Deputy Chief Technology Officers.

(15) Directors of the Defense Agencies.

(16) Directors of the DoD Field Activities.

b. The individuals listed in Paragraph 3.1.a. are authorized to:

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 9

(1) Approve the use of ORF.

(2) Host official receptions, dinners, and similar events, and to otherwise extend official

courtesies to guests of the United States and the DoD for the purpose of maintaining U.S. and

DoD standing and prestige.

(3) Delegate the authority to approve the use of ORF, host ORF events, and extend

official courtesies as provided in this issuance.

c. At their discretion when the situation warrants, the individuals listed in Paragraph 3.1.a.

may delegate authority to host ORF events and extend official courtesies to a GS-15 equivalent

or O-6. If an event involves a DoD installation (e.g., base or post) or ship, the commander of the

installation or ship may delegate the authority to host and attend these events to an O-5 or O-6.

The delegating authority will document these exceptions within the ORF package. The

individuals listed in Paragraph 3.1.a. and their delegees (SES, GO/FO, GS-15 equivalent, or O-6

or O-5 installation or ship commander) will extend official courtesies for:

(1) Civilian or military dignitaries and officials of foreign governments.

(2) Senior U.S. Government officials (i.e., Assistant Secretary equivalent or above).

(3) Dignitaries and senior officials of State and local governments.

(4) Other distinguished and prominent citizens (including, but not limited to, retired or

former civilian or military DoD officials) who have made substantial contributions to the United

States or the DoD.

(5) DoD personnel eligible for official courtesies during official visits to the field as

listed in Paragraph 3.1.a.

d. Delegations described Paragraph 3.1.c. must specify whether the delegation’s scope

includes ORF approval authority, the authority to host events and extend official courtesies, or

both. Delegations must be made in writing before the ORF expense estimate is documented in

the ORF approval package. See Figure 1 for a sample delegation memorandum.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 10

Figure 1. Sample ORF Delegation of Authority.

ORF Authority Letterhead

XXXX DEFENSE PENTAGON

WASHINGTON, DC 20301-XXXX

MEMORANDUM FOR [Approving official]

SUBJECT: Official Representation Funds, Delegation of Authority

Within the Office of the [identify office], authority and responsibility relating to

official representation funds is delegated to [identify position]. The [identify position] is

hereby delegated authority to [include or exclude the following as determined by the

ORF authority]:

[Approve ORF expenditures not exceeding $X,XXX for events qualifying for

ORF funding pursuant to DoD Instruction 7250.13. This authority [may/may not] be

further delegated [if re-delegable, limit such re-delegation to no lower than

GO/FO/SES].]

[Host and attend ORF events in the absence of [identify ORF authority]. This

authority [may/may not] be further delegated [if re-delegable, limit such re-delegation to

no lower than GS-15/O-6].]

[Designate hosts of ORF events when [ORF authority and delegee] are not

available to host and attend.]

[Sign requests for ORF on behalf of [identify ORF authority]. This authority

[may/may not] be further delegated [if re-delegable, limit such re-delegation to no lower

than GO/FO/SES or to the individual “acting” or performing the duties of a vacant

SES/GO/FO position].]

[Signature block of ORF authority or

official delegated authority to sign ORF

requests]

Attachments:

e. Document venue, catering, and infrastructure costs (e.g., tables, chairs) in the ORF

approval package.

f. ORF authority will not be used to pay for:

(1) Meals or refreshments for U.S. Government military and civilian employees in

connection with routine interagency or intra-agency working meetings, except for activities

involving senior officials eligible to receive official courtesies during official visits to the field.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 11

(2) Purely social events intended primarily for the entertainment or benefit of DoD

officials and employees, their families, or personal guests. However, ORF may be used to pay

expenses for official courtesies that are minimally required to host those DoD officials eligible to

receive official courtesies during official visits to the field.

3.2. AUTHORIZED VISITS BY FOREIGN DIGNITARIES AND OTHER OFFICIALS.

a. Only the SecDef or, when absent, the DepSecDef will extend invitations to foreign heads

of state or heads of government to visit the United States at DoD expense. Only the following

can extend invitations to other foreign dignitaries:

(1) The SecDef.

(2) The DepSecDef.

(3) The Secretaries of the Military Departments.

(4) The General Counsel of the Department of Defense.

(5) The Inspector General of the Department of Defense.

(6) The Chairman of the Joint Chiefs of Staff or the Vice Chairman of the Joint Chiefs of

Staff.

(7) The Military Service Chiefs.

(8) The Chief, National Guard Bureau

(9) The Combatant Commanders.

(10) The Directors of Defense Agencies and DoD Field Activities.

b. All DoD Components sponsoring foreign dignitaries must comply with DoDI O-2000.27.

To enhance the decision-making process, proposals to invite those authorized guests will include

the planned itinerary and estimated cost data.

c. For SecDef and DepSecDef counterpart visits and their respective bilateral or multilateral

working groups, ORF may be used to fund no more than eight visiting foreign officials per visit.

For all other visits and to the greatest extent possible, invitations will be limited to foreign

counterparts of those DoD officials designated in Paragraph 3.1.a., their spouses, and no more

than three accompanying staff officers.

d. For OSD Components, Defense Agencies, and the DoD Field Activities:

(1) When the approver(s) determine the visit is in DoD best interest, ORF may be used to

fund no more than six visiting foreign officials (per country) participating in unilateral working

groups.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 12

(2) OSD Components, Defense Agencies, and DoD Field Activities must submit requests

for exceptions to the limitations imposed in Paragraph 3.2.d.(1) to the DA&M for approval in

advance. These waiver requests are submitted as memorandums signed by the authorized

requesting official that provide justification for exceeding the limits outlined in Paragraph 3.2.

For example, the memorandums may refer to the reciprocal nature of a long-standing agreement

between the United States and the visiting country where a certain number of participants are

expected or additional officials or subject matter experts necessary to cover the range of required

topics in support of a DoD program.

e. The visiting foreign dignitary will normally be responsible for transportation to and from

the continental United States except, for example, by special invitation from the SecDef or

DepSecDef, or the Chairman of the Joint Chiefs of Staff or the Vice Chairman of the Joint Chiefs

of Staff.

f. Invitations will be for no more than 10 work days.

g. The DoD may pay lodging, food, and official entertainment costs for the night before and

the night after a specific visit when approved in advance by the inviting DoD official.

h. For leisure activities and entertainment of foreign dignitaries and officials and members of

their official party:

(1) Lodging and meals, including formal luncheons, dinners, and receptions, are the

normal DoD responsibilities as host, and are not considered leisure activities or entertainment.

(2) Leisure activities or entertainment may be planned during the official portion of the

visit. If provided at DoD expense, such activities and entertainment should be limited to one or

two events per visit and should be modest in nature, reflecting a level of hospitality that the

typical American host, whose rank and position are equal to that of the foreign dignitary, would

provide to a special guest during a 1 week visit in their residence.

i. Normally, the following will not be arranged, unless the foreign dignitaries and officials

bear associated costs:

(1) Significant detours or deviations from the established itinerary to accommodate

leisure activities and entertainment.

(2) Activities occurring before and after the official portion of the visit, unless approved

in advance by the inviting DoD official.

j. Military quarters will be used to lodge foreign dignitaries and officials whenever

appropriate. Commercial lodging facilities will be used when military quarters are not available

or are not suitable for the dignitary or the occasion.

k. U.S. personnel traveling with the official party will be limited to the number necessary to

provide escort, interpreting, security, or other essential services that may be necessary to

accomplish the visit’s purpose.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 13

l. When desired by the foreign dignitary, the Washington-based foreign defense or military

service attaché may be included in the official party at the inviting DoD official’s discretion.

m. The appropriate DoD or Service attaché may be included in the official party at the

inviting DoD official’s discretion.

n. Senior foreign dignitaries hosted by other Federal agencies requesting DoD support can

be hosted by the DoD in accordance with Paragraph 3.2.c.

o. ORF may also be used for official courtesies overseas and upon visits by U.S. vessels to

foreign ports and visits by foreign vessels to U.S. ports.

p. DoD military airlift is reimbursable with ORF in accordance with DoDI O-2000.27.

3.3. VISITS BY U.S. CITIZENS.

a. Official courtesies may be offered to:

(1) Federal, State, and local dignitaries and officials such as the President and Vice

President of the United States, Cabinet members, members and employees of Congress, State

governors, city mayors, other distinguished or prominent citizens who have made a substantial

contribution to the United States or to the DoD, and news media personnel when requested and

approved by the hosting agency leadership.

(2) Gold Star recipients, which includes:

(a) Immediate family members of a Service member who died serving during any

period of war or hostilities in which the Military Services were engaged, as described in Section

1126 of Title 10, U.S.C. and DoDI 1348.36.

(b) The domestic partner of such a Service member.

b. Official courtesies may include the cost of luncheons, dinners, receptions, mementos, and

participation expenses at DoD-sponsored events. The approving official may approve other

expenses with specific justification.

c. For the purposes of this issuance, members of boards, commissions, task forces (BCTFs)

and DoD Federal advisory committees (FACs) may be considered distinguished and prominent

citizens.

(1) When otherwise consistent with these principles, ORF may be approved for FAC

meetings and subcommittee meetings in modest amounts for breakfast before meetings begin,

light refreshments (e.g., coffee and soft drinks), and light lunch meals between morning and

afternoon sessions of advisory committee or subcommittee meetings. Only on rare occasions

will modest requests for ORF be approved for dinner meals, provided such meals are served

during working sessions with required public notice, and properly opened or closed to public

participation.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 14

(2) ORF ordinarily will not be used for BCTF meetings, but may be approved in modest

amounts within the same limitations applied to FACs. In such instances, the approving authority

must determine in writing that all meeting participants are distinguished or prominent citizens

who have made a substantial contribution to the United States or the DoD.

(3) ORF will not be approved for social events associated with FACs or meetings not

properly noticed, opened, or closed to the public under rules applicable to FACs.

(4) ORF will not be approved for social events associated with BCTFs.

3.4. GENERAL GUIDANCE FOR ORF EXPENDITURES.

a. The following guidelines are types of expenses for which ORF may or may not be used,

but they are not all inclusive.

(1) ORF may be used for the following expenses of the official party, as well as

authorized U.S. escort officers and interpreters when required:

(a) Lodging.

(b) Venues.

(d) Gratuities for services rendered by non-government personnel.

(e) Official communications made by U.S. escort personnel that relate directly to the

official visit.

(f) Valet services (e.g., laundry and dry cleaning) that normally would not have been

incurred except for travel associated with the official visit.

(g) Entertainment (e.g., theaters, sports activities and events, concerts, and

sightseeing tours).

(h) Taxi fares including ridesharing services (e.g., Uber or Lyft), and rental vehicle

fees, when government transportation or other government-rented vehicles are not available.

(i) Gifts and mementos under the following conditions:

1. DoD officials designated in Paragraph 3.1.a. and officials delegated authority

to host ORF events and extend official courtesies may present gifts and mementos funded by

ORF.

2. Other officials may present gifts and mementos only in exceptional

circumstances if specifically authorized in writing by one of the officials designated in Paragraph

3.1.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 15

3. The aggregate cost of gifts presented by any DoD official to any authorized

guest at a DoD-sponsored event may not exceed the minimal value pursuant to Section 2694 of

Title 22, U.S.C. and defined in Section 7342(a)(5) of Title 5, U.S.C. The General Services

Administration revises the minimal value in a Federal Management Regulation Bulletin every 3

years. This information may be found at the General Services Administration website under

Policy & Regulations, Policy, Personal Property Policy Overview, Special Programs, Foreign

Gifts: https://www.gsa.gov/policy-regulations/policy/personal-property-policy-

overview/special-programs/foreign-

gifts#:~:text=Minimal%20Value%20for%20Foreign%20Gifts,to%20revise%20this%20minimal

%20value.

4. When deemed appropriate by an authorized host and approved by proper

authority, gifts may be personalized with the presenter’s name, title, and organization. However,

personalized gifts may only be ordered in very limited quantities to ensure the entire supply is

used during that person’s tenure.

5. Bulk gift purchases including, but not limited to, coins or quantities of

identical items must take into consideration the schedule of events within each fiscal year, such

that gift purchases will not exceed the anticipated number of events or recipients for which the

gifts are purchased. Gift supplies may be maintained at a level reasonably necessary to prevent a

gap in supply at the end of a fiscal year, but gifts may not be stockpiled using current year

funding for future exchanges in subsequent fiscal years. Where feasible, mementos for

presentation to foreign dignitaries should be made in the United States.

(j) Fees for automated teller machine usage in support of the mission.

(2) ORF will not be used to pay for:

(a) Personal items (e.g., clothing, toiletries, cigarettes, hair and beauty care,

shoeshines, and souvenirs).

(b) Long-distance telephone calls from the authorized guests, except when directly

related to the visit’s purpose.

(d) Holiday or greeting cards.

(e) Receptions and similar expenses in connection with retirement ceremonies for

DoD personnel and change-of-command ceremonies, except for those specifically approved in

advance by the SecDef, the DepSecDef, the DA&M, the Secretary of the Military Department

concerned, the Inspector General of the Department of Defense, or the Chairman of the Joint

Chiefs of Staff or the Vice Chairman of the Joint Chiefs of Staff.

(f) Classified projects for intelligence purposes.

(g) Membership fees or dues.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 16

(h) Portions of an event that are eligible for funding with morale, welfare, and

recreation (MWR) funds. ORF are limited to activities not eligible for MWR funding that relate

directly to extending official courtesies to distinguished and prominent citizens.

(i) Repairs, maintenance, and renovation projects to enhance the appearance of DoD

facilities.

(j) Gifts for DoD officials unless otherwise authorized by this issuance. Items given

as gifts by DoD organizations to authorized DoD officials listed in Paragraph 3.1.a. should be

limited to mementos. For this purpose, mementos are items that should cost less than $100 and

are of little intrinsic value (e.g., coins, paperweights, lapel pins, and plaques). Such mementos

may be funded by ORF for the purposes provided in this issuance. Mementos for visiting DoD

officials cannot be purchased with standard operation and maintenance funds or MWR funds.

b. To ensure official entertainment costs are minimized, the following guidelines for ratios

of DoD personnel (including spouses) to authorized guests should be observed.

(1) In parties of fewer than 30 persons, at least 25 percent of invitees expected to attend

should be honored or distinguished guests and members of their party.

(2) In parties of 30 or more persons, at least 50 percent of invitees expected to attend

should be honored or distinguished guests and members of their party.

(3) Normally, DoD spouses will not be included as members of the official party for

ORF-funded events. However, DoD spouses may be included in the official party at such events

when spouses of authorized guests are invited and expected to attend, and the authorized host

determines that attendance of DoD spouses is appropriate and desirable.

c. To the greatest extent practicable, provide a complete list of proposed attendees that

distinguishes DoD personnel from those of the guest party with the ORF request. If there are

changes, event requesters will update the attendee list and submit to the authorized approving

authority for approval within 10 work days after the function is held to show those in actual

attendance.

d. When it is appropriate or desirable for an ORF-funded event to include the attendance of

large number of personnel (in excess of the ratios in Paragraph 3.4.b.), the DoD personnel in

excess of the ratio may be considered part of the official party, provided they are previously

approved by the event’s authorized approving authority. All personnel in excess of the ratios in

Paragraph 3.4.b., who are considered to be appropriate and desirable to attend an ORF-funded

event but who are not previously approved as part of the official party, will pay a pro rata share

of expenses.

e. To ensure the integrity of the congressional limitation on emergency and extraordinary

expenses, pursuant to Section 127 of Title 10, U.S.C.:

(1) Expenses will be incurred solely for authorized representation functions and will be

charged to official representation funds that are a part of the emergency and extraordinary

expense limitation.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 17

(2) Other expenses (e.g., salaries, travel, and transportation of DoD personnel) will be

charged to the appropriation properly chargeable for such costs.

(3) ORF expenses cannot be charged to non-ORF funds to avoid emergency and

extraordinary expense limitations.

f. All DoD personnel authorized to expend ORF will personally monitor the use of such

funds to ensure the highest order of propriety and integrity of all expenditures.

g. When possible, requesters and approvers should verify fund availability and approve

funding at least 10 work days before the use of ORF or as soon as practical before the event.

h. Guidelines for reimbursement for personal expenditures funds used to pay for ORF

authorized events is outlined in Chapter 11, Volume 10 of DoD 7000.14-R.

i. Defense Agencies, DoD Field Activities, and other organizations serviced by Washington

Headquarters Services (WHS)/Financial Management Directorate should refer to the sample

memorandum template in Figure 2 to request ORF applicable to ODA&M.

DoDI 7250.13, May 22, 2023

SECTION 3: ORF AUTHORITIES AND PROCEDURES 18

Figure 2. Sample ORF Request to WHS/Financial Management Directorate

ORF Authority Letterhead

XXXX DEFENSE PENTAGON

WASHINGTON, DC 20301-XXXX

MEMORANDUM FOR DIRECTOR, FINANCIAL MANAGEMENT

DIRECTORATE, WHS

SUBJECT: Request for Official Representation Funds

The [identify ORF authority, e.g. “Under Secretary of Defense for XXXX (USD

(XXX)”] has approved the use of official representation funds (ORF) for [state

purpose(s) of expenditure(s), such as breakfasts, working lunches and snacks during

(identify event eligible for ORF)] at the Pentagon on [insert date(s)].

[If the ORF authority will not host and attend, identify who is delegated the

authority to do so, e.g. “The USD (XXX) has delegated [insert name] to host and attend the

event on [her/his] behalf”].

In accordance with DoD Instruction (DoDI) 7250.13, ORF must extend official

courtesies to guests of the DoD and for the purpose of maintaining the standing and

prestige of the United States and the DoD. As such, [describe what will be provided and

why].

Request approval of ORF [not to exceed] $X,XXX.00 to cover the [estimated]

expenses associated with [list items to be purchased].

Date: [Month Day, Year]

[Use table format or other format as

appropriate]

[Identify item or

quantity]

[Itemized

costs]

The disbursing agent for this event is [insert name, office symbol, and phone

number]. The final list of attendees and actual cost breakdown will be provided after the

event. The authorized guests have been determined to be distinguished and prominent

citizens of the United States who have made significant contributions to DoD and our

Nation, in accordance with DoDI 7250.13. My point of contact for this request is

[provide name, office symbol, and phone number].

[Signature block of ORF authority or

official delegated authority to sign ORF

requests]

Attachments:

[Attendee list identifying authorized guests and DoD employees]

[Event agenda/schedule]

DoDI 7250.13, May 22, 2023

GLOSSARY 19

GLOSSARY

G.1. ACRONYMS.

CRONYM

EANING

BCTF

board, commission, and task force

DA&M

Director of Administration and Management

DepSecDef

Deputy Secretary of Defense

DoDI

DoD instruction

FAC

Federal advisory committee

GO/FO

general officer/flag officer

General Schedule

MWR

morale, welfare, and recreation

ODA&M

Office of the Director of Administration and Management

ORF

official representation funds

PSA

Principal Staff Assistant

SecDef

Secretary of Defense

SES

Senior Executive Service

U.S.C.

United States Code

USD(C)/CFO

Under Secretary of Defense (Comptroller)/Chief Financial

Officer, Department of Defense

WHS

Washington Headquarters Services

G.2. DEFINITIONS.

These terms and their definitions are for the purpose of this issuance.

ERM

EFINITION

authorized guests

Personnel who are eligible to receive official courtesies

in accordance with this issuance.

dignitaries

Elected, appointed, or other senior officials of Federal,

State, local, or foreign governments.

DoDI 7250.13, May 22, 2023

GLOSSARY 20

ERM

EFINITION

domestic partner

A member of an unmarried cohabiting couple, especially

when considered in the context of eligibility for spousal

benefits.

leisure and entertainment

One’s time off-duty (or after work) or the manner how one

spends their time off-duty.

official courtesies

Official receptions, dinners, and similar events organized

to maintain U.S. and DoD standing and prestige.

official party

A group of personnel who are authorized to receive official

courtesies in accordance with this issuance.

points of national interest

Venues and locations with special significance or

symbolism, including national parks, memorials,

monuments, museums, and national cemeteries as well as

buildings such as the White House, the U.S. Capitol, and

the Pentagon.

DoDI 7250.13, May 22, 2023

REFERENCES 21

REFERENCES

Deputy Secretary of Defense Memorandum, “Re-establishment of the Assistant to the Secretary

of Defense for Intelligence Oversight and the Director of Administration and Management,”

January 11, 2021

DoD 7000.14-R, Volume 2A, Chapter 3, “Department of Defense Financial Management

Regulations (FMR): Budget Formulation and Presentation,” current edition

DoD 7000.14-R, Volume 10, Chapter 11, “Department of Defense Financial Management

Regulations (FMR): Contract Payment Policy,” current edition

DoD Appropriations Acts

DoD Directive 5105.53, “Director of Administration and Management (DA&M),”

February 26, 2008

DoD Instruction 1348.36, “Gold Star Lapel Button, Service Flag, and Service Lapel Button,”

December 21, 2016, as amended

DoD Instruction O-2000.27, “DoD Senior Foreign Official Visit Program,” December 20, 2012,

as amended

DoD Instruction 5010.40, “Managers’ Internal Control Program Procedures,” May 30, 2013, as

amended

United States Code, Title 5, Section 7342(a)(5)

United States Code, Title 10

United States Code, Title 22, Section 2694

Available at https://crsreports.congress.gov/AppropriationsStatusTable