Ref. Ares(2016)767823 - 12/02/2016
EUROPEAN COMMISSION 
 
OFFICE FOR THE ADMINISTRATION AND PAYMENT OF INDIVIDUAL ENTITLEMENTS 
 
 PMO.2 - Missions 
Head of Unit 
 
 
Brussels, 12 February 2016 
PMO/FS/ht 
 
Mrs Helen DARBISHIRE  
Email address : 
xxxxxxxxxxxxxxxxxxxxxxxx@xxxxxxxx.xxx
 
 
 
  
 
Subject: Your application for access to documents – Ref GestDem 2015/6011 
  
I refer to your e-mail in which you give further details regarding the scope of your initial request for 
access to documents registered under the reference number GestDem 2015/6011. 
Firstly, I would like to inform you that the delay in replying to your request is due to administrative 
reasons. 
You request access to documents containing information on the financial management system by 
which the Commissioner's expenses are processed and the database in which the data on expenses is 
held. In particular, you are interested in obtaining a guidance manual or other instruction document or 
memo that explains by whom and how expenses are processed, and a summary document or guidance 
manual or other relevant document on the database in which Commissioner's expenses are 
processed/stored, which contains details on the structure of the database, including the fields that it 
contains. 
Members of the College (Commissioners) and cabinet staff, including the head of cabinet, are bound 
by the terms of the Guide to missions for Commission personnel (C(2008) 6215). Commissioners are 
also bound by the Code of conduct for Commissioners (C(2011) 2904). The Code of conduct for 
Commissioners is a derogation of the general principles laid down in the Guide to missions, therefore 
the Guide to missions continues to be applied if the Code of conduct provides no specific rules. These 
two documents are clear, however, at which point and to which level of detail expenses are to be input. 
You may reuse the document requested free of charge for non-commercial and commercial purposes 
provided that the source is acknowledged, that you do not distort the original meaning or message of 
the document/documents. Please note that the Commission does not assume liability stemming from 
the reuse. 
 
Yours faithfully, 
 
 
Fernanda SERRA 
 
 
Encl: 
2 
    
European Commission - B-1049 Brussels – Belgium - Telephone: (32-2) 299 11 11 
Office:AN88 2/27 - Telephone: direct line (32-2) 296 04 06  
 
Electronically signed on 12/02/2016 18:03 (UTC+01) in accordance with article 4.2 (Validity of electronic documents) of Commission Decision 2004/563
E-mail: xxxxxxxx.xxxxx@xx.xxxxxx.xx 

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