DEPARTMENT OF STATE.

LEGAL AUTHORITY

Section 6 of Article IV of the Constitution of the Commonwealth of Puerto Rico of July 25, 1952, created the Department of State. Through Executive Order, the Governor assigned the Department additional duties and responsibilities.


MISSION

To promote and strengthen the relations of the Governor of Puerto Rico and promote his/her active participation in subnational, national, regional and international organizations. Also, to promote the cultural image of Puerto Rico at the national level and in other countries, projecting and exalting its potential for economic and commercial development.


VISION

The Department of State aims to become a proactive agency and to establish a more dynamic interrelationship with the rest of the nation and the world, in particular with the peoples of America and Caribbean, focusing Puerto Rico as a Cultural Window of the World: Puerto Rico Universal. In addition, it is focused on discovering innovative solutions to have an agile, rightful government; that is also diligent in servicing its citizens.


ORGANIZATIONAL STRUCTURE

The Department of State is comprised of the following organizational units:

  • Office of Legal Affairs
  • Office of the Auditor
  • Office of Communications and Press
  • Office of Appointments of the Governor
  • Office of Orientation and Citizen Services
  • Office of Human Resources
  • Office of the Secretary
  • Deputy Secretary of Administration
  • Deputy Secretary of Government Affairs
  • Deputy Secretary of Protocol Affairs
  • Deputy Secretary of Government Affairs
  • Deputy Secretary of Examining Boards
  • Deputy Secretary of Foreign Relations
  • Deputy Secretary of Services

GEOGRAPHIC LOCATION

The Department of State is located on San Jos Street, on the corner of San Francisco in Old San Juan. Also, it has centers of service or integrated services located in the Central Office in Old San Juan, the Plaza Las Americas Shopping Center in Hato Rey, Arecibo Fajardo, in the Mayaguez Mall and in Guayama.

PROGRAMMATIC STRUCTURE

POSITIONS FILLED

Authorized and Proposed Positions 2009 2010 2011 2012
Sept./08 Sept./09 Sept./10 Feb./11 Proj.

 

Total amount of positions 281 244 138 137 125

PROGRAMS

Hemispheric Affairs

Program Description

Activities assigned to this program were consolidated under the Program of Relations between Puerto Rico and other countries.

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 11 0 0 0
Total, Positions 11 0 0 0

Coordination of Private and Public Cultural Promotion Projects

Program Description

Supports, motivates and solidifies efforts to promote cultural projects at different sectors of Puerto Rico. Is responsible for the registry, archive and dissemination of Puerto Rican life and protocol functions.

Objectives

  • Develop a program of cultural, scientific and technological exchange to publicize our achievements and advances in these areas at foreign countries.
  • Strengthen our cultural relationships with countries of the Caribbean.
  • Have citizens, private civic organizations and government agencies participate actively in cultural promotion through the creation of projects and special activities.

Customers

Citizens, civic organizations, private entities and governmental agencies.

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 18 18 12 12
Total, Positions 18 18 12 12



General Management and Administration

Program Description

Directs, administers, supervises and coordinates the activities of the Department. Also counsels the Governor, Secretaries and Chiefs of Agencies in subjects of foreign relations, protocol and other aspects inherent in the functions of the Department. Assists the Secretary on tasks delegated by the Governor and during his role as Interim Governor.

Objective
  • Facilitate the formulation of public policy of the Department of State, particularly as regards to the image of the Government of Puerto Rico. In the area of subnational, national, regional and international relations, establish mechanisms of managerial support necessary for improving the levels of efficiency and effectiveness of the governmental action, as well as significantly improve accessibility to services that the Department of State offers, so that they are effective, rapid and of quality.


Customers

The Governor, the Secretaries and the Chiefs of Agency, directorate and operational personnel of the Department of State, organizations of state and municipal government, the press and the public in general.


Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 71 79 49 36
Total, Positions 71 79 49 36


Tax Exemption Claims Evaluation

Program Description

Transferred to the Department of Commerce and Economic Development effective July 1st, 2008 as mandated by Act No. 73 of 2008, knows as the Economic Incentive Act for the Development of Puerto Rico.

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 14 0 0 0
Total, Positions 14 0 0 0

External Relations

Program Description

Plan, coordinate, direct and supervise activities and programs related to cultural exchange and technical cooperation with other states of our nation and with other countries, in search of closer multi-sectorial relations that facilitate socio-economic and commercial development of Puerto Rico.

Customers

Federal and state agencies, state executive officials and functionaries from visiting countries, the Consular Corps accredited in Puerto Rico, students, athletes and other participants of international sporting events.

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 16 26 14 14
Total, Positions 16 26 14 14

Incorporation services, Passports, Regulations and Examining Boards

Program Description

Processing of exams and emissions of licenses for those professions and occupations regulated by the 22 Examining Boards; the registry of authenticity of signatures of notaries and functionaries who legalize documents to be used outside of Puerto Rico; registry of corporations, passports, registry of brands; the registry of commercial transactions and copies of approved laws, among others.


Objective

  • Provide citizens direct services assigned to the Secretary of State by law and regulation.


Customers

Residents of Puerto Rico, visitors and all government entities


Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 151 121 63 63
Total, Positions 151 121 63 63



FISCAL YEAR 2011-2012 ADOPTED BUDGET

The adopted consolidated budget for fiscal year 2011 2012, is $9,852,000. The resources include: $5,606,000 from the Joint Resolution - General Fund, $50,000 from Special Appropriations General fund and $4,196,000 from State Special Funds.

Operational Expenses reflect a decrease of $143,000, in comparison with the resources assigned for the fiscal year 2010-2011. This decrease is due to the implementation of costs control measures.

The resources of the Joint Resolution - General Fund will allow the Department meet its commitments and promote effective relations between the Government of Puerto Rico and the United States, foreign countries and international organizations. Also it will help guarantee the authenticity of approved Acts, the signatures of notaries and public functionaries and maintain various Registries such as: Trade Marks, Corporations, Commercial Names and Intellectual Property.

Special Appropriation General Fund is destined for the Council of Reorganization and Modernization, created in virtue of Act No. 82 of December 17, 2009, known as the Act of Reorganization and Modernization of the Executive Branch. The Council is in charge of coordinating the efforts of studies and evaluations on the organization, functioning and processes of each one of the agencies to guarantee uniformity in the process of modernization of the Executive Branch. Also, it makes recommendations to the Governor on changes and adoption of the measures that it deems necessary to comply with the ends expressed in Article 3 of Act No. 182, supra.

State Special Funds are used to defray part of the operational costs. These funds are generated from a portion of the income that the Department of State collects, by way of services it gives to citizens for the inscription of corporations of limited responsibility. Registration of Trademarks and Commercial Names, Register of Furniture Rights, processing of passports, sale of laws and regulations, and the administration of examinations and issuing of licenses to the 22 Examining Boards, among others.



SUMMARY OF AVAILABLE RESOURCES

Consolidated Budget  (thousands $) 2009 2010 2011 2012

 

Program  
Operational Expenses Actual Actual Budget Adopted
Coordination of Private and Public Cultural Promotion Projects 2,170 949 842 825
External Relations 757 706 943 889
General Management and Administration 3,346 3,023 3,691 2,383
Hemispheric Affairs 603 639 0 0
Incorporation services, Passports, Regulations and Examining Boards 7,637 5,461 4,519 5,755
Subtotal, Operational Expenses 14,513 10,778 9,995 9,852
Total, Program 14,513 10,778 9,995 9,852
 
Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 7,942 2,944 1,852 5,606
Special Appropriations - General Fund 1,337 0 853 50
State Special Funds 5,234 3,063 2,850 4,196
Local Stabilization Fund 0 4,771 4,440 0
Subtotal, Operational Expenses 14,513 10,778 9,995 9,852
Total, Funding Sources 14,513 10,778 9,995 9,852
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 9,459 8,382 6,365 6,030
Rent and Utilities 628 364 854 818
Purchased Services 1,163 627 695 423
Transportation Expenses 39 66 154 60
Professional Services 660 434 317 2,128
Other Expenses 410 174 256 93
Non Distributed Allocations 1,804 597 963 50
Previous Years Debt Payments 4 0 0 0
Equipment Purchases 96 44 182 72
Office Supplies and other Materials 222 70 151 156
Advertising and Media Expenses 28 20 58 22
Subtotal, Operational Expenses 14,513 10,778 9,995 9,852
Total, Expense Category 14,513 10,778 9,995 9,852



SUMMARY OF RESOURCES BY PROGRAM

Hemispheric Affairs

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 603 237 0 0
Local Stabilization Fund 0 402 0 0
Subtotal, Operational Expenses 603 639 0 0
Total, Funding Sources 603 639 0 0
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 526 571 0 0
Rent and Utilities 36 41 0 0
Purchased Services 19 14 0 0
Transportation Expenses 4 5 0 0
Other Expenses 13 3 0 0
Office Supplies and other Materials 5 5 0 0
Subtotal, Operational Expenses 603 639 0 0
Total, Expense Category 603 639 0 0
 

Coordination of Private and Public Cultural Promotion Projects

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 833 402 246 825
Local Stabilization Fund 0 547 596 0
Special Appropriations - General Fund 1,337 0 0 0
Subtotal, Operational Expenses 2,170 949 842 825
Total, Funding Sources 2,170 949 842 825
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 701 803 662 661
Rent and Utilities 29 49 101 100
Purchased Services 27 40 47 47
Transportation Expenses 6 6 10 5
Professional Services 11 16 19 9
Other Expenses 29 12 0 0
Non Distributed Allocations 1,337 0 0 0
Equipment Purchases 6 6 0 0
Office Supplies and other Materials 24 17 2 2
Advertising and Media Expenses 0 0 1 1
Subtotal, Operational Expenses 2,170 949 842 825
Total, Expense Category 2,170 949 842 825
 

General Management and Administration

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 3,346 815 654 2,333
Local Stabilization Fund 0 2,208 2,184 0
Special Appropriations - General Fund 0 0 853 50
Subtotal, Operational Expenses 3,346 3,023 3,691 2,383
Total, Funding Sources 3,346 3,023 3,691 2,383
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 3,083 2,736 2,427 1,926
Rent and Utilities 101 88 177 174
Purchased Services 79 63 151 147
Transportation Expenses 5 24 22 12
Professional Services 17 6 28 24
Other Expenses 36 87 0 31
Non Distributed Allocations 0 0 853 50
Previous Years Debt Payments 4 0 0 0
Equipment Purchases 1 1 17 13
Office Supplies and other Materials 20 18 16 6
Subtotal, Operational Expenses 3,346 3,023 3,691 2,383
Total, Expense Category 3,346 3,023 3,691 2,383
 

External Relations

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 757 556 294 889
Local Stabilization Fund 0 150 649 0
Subtotal, Operational Expenses 757 706 943 889
Total, Funding Sources 757 706 943 889
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 251 302 668 667
Rent and Utilities 33 45 138 137
Purchased Services 29 38 60 59
Transportation Expenses 11 10 37 17
Other Expenses 21 6 0 0
Non Distributed Allocations 405 298 10 0
Office Supplies and other Materials 7 7 28 7
Advertising and Media Expenses 0 0 2 2
Subtotal, Operational Expenses 757 706 943 889
Total, Expense Category 757 706 943 889
 

Incorporation services, Passports, Regulations and Examining Boards

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 2,403 934 658 1,559
Local Stabilization Fund 0 1,464 1,011 0
State Special Funds 5,234 3,063 2,850 4,196
Subtotal, Operational Expenses 7,637 5,461 4,519 5,755
Total, Funding Sources 7,637 5,461 4,519 5,755
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 4,898 3,970 2,608 2,776
Rent and Utilities 429 141 438 407
Purchased Services 1,009 472 437 170
Transportation Expenses 13 21 85 26
Professional Services 632 412 270 2,095
Other Expenses 311 66 256 62
Non Distributed Allocations 62 299 100 0
Equipment Purchases 89 37 165 59
Office Supplies and other Materials 166 23 105 141
Advertising and Media Expenses 28 20 55 19
Subtotal, Operational Expenses 7,637 5,461 4,519 5,755
Total, Expense Category 7,637 5,461 4,519 5,755