University Travel Procedures

Council has approved a Policy on Travel, Accommodation and Subsistence, These procedures reflect that policy and apply to all staff travelling on official University business paid from University funds.
Staff travelling overseas for teaching also should see relevant provisions of the policy on Offshore Teaching - Conditions for Academic Staff.
Specific information is available for field trips.

For use of University or private vehicles, for intra or interstate travel, see "Policy on Use of University Vehicles for University Business"

Travel Arrangements

- Approval to travel
- Arranging travel
- Travel Health

Insurance

Standard Rates

- Meals and incidentals based on ATO rates
- Accommodation

Finance Forms

- PHT Confirmation Travel
- STA Confirmation Travel
- Staff Advance
- Travel Diary
- Staff Expenses Claim Form

Payment Arrangements

- Staff Advance
- Purchasing Card
- “Pay on Actuals” system
- “Pay a daily allowance for meals and incidentals” system (international travel only)

Acquittal and Reimbursement for Travel

- Accommodation
- “Pay on Actuals” system
- “Pay a daily allowance for meals and incidentals” system (international travel only)
- Unspent advance
- Supporting documentation

Overseas Risk Advice

- DFAT (Department of Foreign Affairs and Trade)
- DFAT travel advisories
- DFAT travel health
- Guiding principles for approval of overseas travel
- Travel Doctor health alerts
- World Health Organisation
- US National Centre for Infectious Diseases

Rental Cars

Qantas Club

1. BOOKING TRAVEL

1.1 Obtain approval [clause 3]

1.1.1 Written or verbal approval to be obtained before making a booking
Staff intending to undertake University travel are required to seek verbal or written approval from the Authorised Person (members of the Senior Executive, Executive Deans, University Librarian, Executive Director of Administration, AOU heads) in advance before booking any travel.

1.1.2 Written approval needed before confirming / paying
Written approval must be obtained from the Authorised Person before any travel is confirmed. This is usually achieved by signing the Travel Confirmation Form.

1.1.3 Special consideration may be needed for International travel
[clause 3.2 and 3.3]
Care should be taken to ensure that any health or security issues in the destination country are given due consideration. Clause 3.2 and 3.3 of the Policy outlines the key considerations with respect to travel, health and security. The requirements for approval for travel to high risk areas (as identified in DFAT travel advisories) is set out in Subclause 3.3.4. See also Overseas Risk Advice

1.2 Preferred travel suppliers and accommodation and subsistence standards

1.2.1 University preferred suppliers [clause 4.1]
(a) Travel agents
The Travel Agents selected by the University as preferred suppliers are:

- Phil Hoffmann Travel (PHT) – agent for domestic and international travel.
- STA Travel – agent for domestic (from 1 July 2004) and international travel.

(b) Airlines
Qantas is the University’s preferred airline and should be used wherever possible.

(c) General exceptions
The Authorised Person may approve the use of another supplier on certain grounds, such as:

- a package deal connected with a conference offering substantial cost savings;
- route availability;
- a cheaper airfare is available (a quote having been obtained from the preferred airline).

Otherwise, the use of other suppliers is not to be approved, unless exceptional circumstances have arisen. In such instances, approval must be sought from the Executive Director of Administration.

1.2.2 Accommodation standards [clause 4.2]
The standard for accommodation, for both domestic and international travel is “moderate business class convenient to the place of business”.

1.2.3 Meals and incidentals (subsistence) standards [clause 6.1.1]
The Standards rates are based on those released periodically by the Australian Taxation Office, with respect to the rates established for the salary ranges

- salary range less than or equal to $90,000
- salary range $90,001 to $160,100
- salary range $161,101 and above

Reasonable overseas/per diem allowances amounts 2008-2009 income year Download
Reasonable domestic/per diem allowances amounts 2008-2009 income year Download

1.3 Checklist for travel bookings and associated purchasing, record keeping and acquittal requirements.

The checklist below sets out purchasing procedures and acquittal and record-keeping obligations for domestic and international travel.

1.4 Booking Domestic and International Travel via Travel Agent

This may be arranged either through Phil Hoffmann Travel or STA Travel , either online or by phone or fax, using the Travel Confirmation Form

1.4.1 The Travel Confirmation Form must be completed with full details of travel.

1.4.2 Travel approval and general ledger account number to be approved in writing by Authorised Person (members of the Senior Executive, Executive Deans, University Librarian, Executive Director of Administration, AOU heads).

1.4.3 Travel Confirmation Form to be faxed to travel agent as confirmation of travel.

1.4.4 Confirmation form given to local accounts office to ensure all accounting requirements are met.

1.5 Booking domestic air travel on line

1.5.1 Verbal or written approval by Authorised Person (members of the Senior Executive, Executive Deans, University Librarian, Executive Director of Administration, AOU heads) must be given before booking travel.

1.5.2 Access the Phil Hoffmann website. Two options are available;

• Qantas Red E-deals
• Virgin Blue (refer 1.2.1(c))

1.5.3 You must acknowledge all restricted conditions when purchasing these cheaper airfares.

1.5.4 The University purchasing card may be used to purchase online discounted airfares when travelling on behalf of the University.

1.5.5 Confirmation of approval for travel will occur online when monthly reconciliation is authorised. Phil Hoffmann Travel will send tax invoice to client as confirmation of purchase.

1.5.6 Booking confirmation to be retained as backing documentation when reconciling purchasing card statement using myPCard.

1.5.6 Confirmation form given to local accounts office to ensure all accounting requirements are met.

2. PAYMENT OF TRAVEL EXPENSES

2.1 Airfares

These are generally paid direct by the University to the supplier, in advance of the travel, from the account number indicated on the Travel Confirmation Form or by purchasing card (in the case of on-line booking, in which case this is for domestic travel only.) The standard for all air travel is economy. [clause 5]

2.2 Accommodation, meals and incidentals [clause 6.1]

Travel expenses may be paid as follows:

• invoice sent direct to Flinders University from travel agent – refer section 1.4
• through the use of the University purchasing card
• by staff spending an advance paid by the University

However, travellers are encouraged to book and pay for accommodation before departure, either by use of the University purchasing card or by payment on invoice. Payment and acquittal options are set out below.

2.3 Other expenses [clause 6.5]

Where additional expenses are likely to occur, arrangements with regard to these must be agreed in advance with the Authorised Person and acquitted as indicated in section 3.2. (Examples include, tips, telephone calls (official and reasonable family-related), local transportation costs on official university business, dependant care expenses and car hire).

2.4 Purchasing Cards

The University purchasing card is the preferred option for use by staff members while travelling on behalf of the University.

2.4.1 The purchasing card can be used for travel expenses including;

• domestic flights booked on line, as per section 1.4
• accommodation
• meals and incidentals
• other travel related expenses eg taxis
• conference registration

2.4.2 Consistent with all purchasing card procedures, reconciliations are to be completed on a monthly basis through myPCard.

2.4.3 Tax invoices/receipts must be retained as backing documentation and to be expensed against staff member’s cost centre on reconciliation.

2.4.4 The University Purchasing Card must be used for legitimate University purchases only.

2.4.5 Mini bar purchases, private entertainment eg videos, lengthy telephone calls home – must be separated from accommodation account and paid by staff member as personal expense.

2.5 Staff Advances

2.5.1 Domestic Travel [clauses 6.2]

The Travel Policy states that the University will meet the actual costs incurred by the staff member up to the standard rates. (Refer section 1.2.3)

(a) Advances are issued to staff members who require funds in advance for approved travel in circumstances where a purchasing card is not suitable.

(b) Staff requiring an advance will complete the Request for Staff Advance form including dates of departure and return.

(c) It is the responsibility of the staff member to check that the advance form is correctly coded and authorised, and that supporting documentation is provided.

(d) An invoice will be entered as a ‘Prepayment’ on the Flinders Finance system using the advance account code (3251). Procedures required to clear the advance will be forwarded with the cheque.

(e) Advance acquittal given to local accounts office to ensure all accounting requirements are met.

(f) Existing advances must be acquitted before any more advances or reimbursements are given to staff members.

2.5.2 International Travel [clause 6.3]

In response to the greater complexity inherent in international travel, the Travel Policy provides two options for payment and acquittal of meals and incidentals expenses.

(a) “Pay on actuals” system
In this system the University will meet the actual costs incurred on meals and incidentals, up to the permitted standard rates. All meals and incidentals items of expenditure are to be acquitted.

Where a travel advance has been paid (rather than a University purchasing card used), any unspent monies for meals and incidentals must be returned to the University. Receipts must be included as part of acquittal.

(b) “Pay a daily allowance for meals and incidentals” system
In this system, the traveller must confirm that he/she undertook the travel itinerary/program indicated eg travel diary, boarding pass, receipts/documentation for non pre-paid accommodation. However, detailed acquittal of individual meals and incidentals is not required as this will be deemed to have occurred at the relevant standard rates for the destination country. (refer 3.3)

The advantage of this system is that acquittal is simpler for the traveller and less onerous and time consuming for the administrative area responsible. However, a disadvantage is that such unacquitted expenditure attracts payroll tax of 5.25%, which is to be borne by the area concerned.

(c) Travel in connection with the policy on Off Shore Teaching – Conditions for Academic Staff
It should be noted that “Pay a daily allowance for meals and incidentals” system applies where staff are travelling for the purpose of off shore teaching. See clause 7 in the policy .

(d) The Cost Centre Head will decide which system will be used, having regard to the nature of the activity, volume of travel in the work area and the cost effectiveness of each system.

(e) Travel diaries
Irrespective of the system used, a travel diary must be completed.

3. RECORD KEEPING, ACQUITTALS AND REIMBURSEMENTS FOR TRAVEL

3.1 Travel Diaries

3.1.1 A travel diary must be maintained where travel undertaken is:

- outside of Australia irrespective of duration;
- within Australia of more than 5 consecutive nights and the purpose of the travel is not exclusively in the course of the employee’s employment ie private component.

3.1.2 Weekend stays before/after University business conference to purchase cheaper return airfares are not classed as private travel and do not incur FBT.

3.1.3 Travel diary to be completed by staff members, within 14 days after completing the activity concerned, and stapled to the back of the ‘staff expenses claim form’.

3.1.4 On return, forward completed copy of travel diary to the local accounts office with a copy of itinerary or other relevant documents eg copy of conference agenda. The diary will be checked at the local accounts office for correct account numbers and any private travel component. In the event of a private component, the diary will then be forwarded to General Accounts for calculation of Fringe Benefits Tax (if applicable).

3.2 “Pay on actuals” system (domestic and international travel)

All expenses must be acquitted using the Staff Expenses Claim Form with all receipts enclosed and travel diary stapled to back of form (when required) within 14 days after completing the activity concerned. In addition to the website link, forms are available from your local accounts office and the General Accounts in the Registry Building.

3.3 “Pay a daily allowance for meals and incidentals” system (international travel only)

Staff members should use account code ‘2023 – per diem allowance unacquitted)’ when acquitting expenditure for meals and incidentals while travelling on behalf of the University. The Staff Expenses Claim Form should be used as required in 4.2 above, except that individual receipts for meals and incidentals are not required. A travel diary must be completed (refer 3.1)

3.4 Unspent advance

For domestic travel and international travel using the “pay on actuals” system, the balance of any advance unspent must be returned to the University, either by making a payment at the Cashiers Office, or at the local accounts area. Payment can be made by cash, cheque or personal credit card. All cheques are to be made payable to ‘Flinders University’. The account number “2099 - travel recoup” and tax code “No Tax” for the receipt. Receipt must be included as part of acquittal.

3.5 Expenditure in excess of standard rates [clause 6.1.3]

If a staff member has spent in excess of the standard rates, then he or she will be required to demonstrate to the Authorised Person that the expenditure was justified in the circumstances. Receipts must be provided to substantiate the expenses.

3.5.1 Excess expenditure not approved by Authorised Person
If expenditure was incurred on the University purchasing card in excess of the standard rates, or for non approved items, the amount must be repaid to the University by the staff member responsible, within 14 days. Receipt must be kept as supporting documentation.

Payment should be made to the Cashiers Office or local accounts area, and may be made by cash, cheque or personal credit card. All cheques are to be made payable to ‘Flinders University’.

If the staff member has incurred the excess expenditure using personal funds, additional funding from the Univesity to cover the amount would not be available.

3.5.2 Excess expenditure approved by authorised person
The staff member must complete the Staff Expenses Claim Form for the additional expenditure, including all supporting documentation, have the claim authorised and sent to Accounts Office to enable a cheque to be drawn.

3.6 Unacquitted advances

Please note that subsequent advances and reimbursements will not be issued until any outstanding advance is acquitted.

3.7 Supporting documentation

3.7.1 Supporting documentation must be originals of tax invoices/receipts. Refer to web site for requirements of a Tax Compliant Invoice . A faxed copy may be used when it is the only documentation received from the supplier.

3.7.2 All receipts/tax invoices must be made out to the staff member and not other family members, partners or friends. Only the staff member’s portion of the expenses are to be used to acquit a staff advance.

3.7.3 Tax invoices, for expenses within Australia, are required for all expenditure >$82.50 GST inclusive so that Flinders University can claim reimbursement for the GST portion. Evidence of a tax invoice is preferred but not required for receipts <$82.50 GST inclusive to claim the GST portion.

3.7.4 If no tax invoice can be obtained eg taxi fares in Asia, staff members should document transaction details for supervisor’s approval when completing ‘staff expenses claim form’. If staff members have supporting documentation but not a proper tax invoice for transactions >$82.50 GST inclusive, he/she must code the expense as “zero tax” and the total charge must be expensed against their cost centre.

3.7.5 If the University has only made a contribution towards a staff member’s travel expenses, staff in the Accounts Office can stamp the original paperwork as being partially reimbursed, retain a photocopy and give the original documentation back to the staff member.

4. INSURANCE [clause 8]

4.1 Information about our insurance policy document, schedule of benefits and a list of frequently asked questions are available from the University Insurance Officer and the insurance web page.

4.2 Staff members are automatically covered with insurance when travelling within Australia on behalf of the University.

4.3 Staff members travelling overseas must register for insurance prior to departure by completing an on-line application form.

Following on-line approval by the Insurance officer, a Travel Certificate and a travel diary will be emailed to the staff member.

4.4 The procedure for making an insurance claim is set out on the insurance web page.

5. RENTAL CARS [clause 6.5.3]

Staff members must quote specific codes to obtain appropriate discounted government rates from the car hire company and arrange for direct payment by the University to the rental agency or by purchasing card.

5.1 Avis

Staff should quote the relevant number to access the corporate discounted rates, as follows:

5.2 Budget –

Budget Customer Discount (BCD) number to quote, E105008.

6. QANTAS CLUB [clause 6.6.4]

6.1 Qantas Airways Limited, as a preferred supplier of travel services to the University, provides discount corporate rates for membership to the Qantas Club. Application forms may be obtained from Personnel Policy and Practice in Human Resources Division.

6.2 In accordance with the policy, applications for membership may be submitted to the Manager of Human Resources.

6.3 Applications should include approval from the Cost Centre Head and the account number from which the membership is to be paid.

7. TAX INFORMATION [clause 9]

7.1 GST is charged on all domestic travel within Australia unless linked to a connecting overseas flight.

7.2 Zero tax is charged on all overseas travel including connecting link within Australia.

7.3 Fringe Benefits Tax (FBT)
Weekend stays after a conference to purchase cheaper return airfares are not classed as private travel and do not incur FBT.

FBT may be incurred where private travel has occurred in conjunction with University travel. In such cases, the travel diary will be forwarded to general accounts for calculation of FBT (if applicable) – as set out in section 3.1.4.

Further information about FBT is available on the Univesity’s web site.

7.4 Payroll Tax is to be charged against cost centre in the instance when the per diem rate has not been acquitted, as explained in section 2.5.2.

7.5 Contact the Tax Accountant, Financial Services Division, (extn 12301) regarding queries on GST and FBT.

8. TRAVEL HEALTH

The University has an arrangement with The Travel Doctor whereby staff can obtain travel related medical information, treatment and advice prior to travelling overseas on University business. 

The University will, in most instances, cover the cost of visits to The Travel Doctor by staff travelling on University business.  Further details regarding the services and products that the University will cover are outlined at 8.3 below.

8.1 Services Available

The services available to staff are as follows:

Travel consultation

This appointment would usually last for between 20-30minutes and would include the provision of general health education information, including:

• travel advisory information; and
• a copy of the International Health Guide.

As a result of this consultation staff may also be advised to obtain vaccinations which can be provided by The Travel Doctor. 

Targeted travel health medicals

The Travel Doctor advises that as a general rule they would only recommend this service for staff who are planning on being away for in-excess of 3 months, or frequent travellers (those who make more than 4 trips per year).

8.2 Procedures for obtaining these services

a) The staff member makes an appointment with the Travel Doctor that would include them detailing the services they require (as detailed above).  The contact details of the Adelaide Clinic are:

TMVC House 27-29 Gilbert Place
Adelaide SA 5000
ph: (08) 8212 7522
fax: (08) 8212 7550

email: adelaide@traveldoctor.com.au

The Travel Doctor also has other offices, the locations of which are detailed on their web site. Please note that if you intend to visit a Travel Doctor clinic outside of Adelaide you should check that they have the necessary arrangements in place so that you are not charged for the cost of your visit.

Staff who are considering making an appointment with the Travel Doctor are strongly encouraged to discuss it with their supervisor before taking further action.

b) On arrival for their appointment, the staff member presents their staff ID Card, and states which Flinders Cost Centre or Faculty they are from. 

8.3 Payment for Travel Doctor Services

The University will cover the cost of the following Travel Doctor services:

• Standard travel consultations;
• Targeted travel health medicals; and
• Vaccines and anti-malarial prophylaxis (where required)

Any other services (or products), including first aid kits, insect repellent, nets etc, must be paid for by the individual staff member.

The Travel Doctor will arrange for invoices to be forwarded to the appropriate section of the University for payment.

9. Queries and comments

Queries and comments may be directed to June Persico, Accounts Supervisor, by email (june.persico@flinders.edu.au) or by telephone (extn 12058).

In accordance with the University’s Policy on Travel, Accommodation and Subsistence a list of preferred/approved travel suppliers will be maintained. Details of these suppliers follow:

Travel Agents