Policy on Travel, Accommodation and Subsistence

1.

Preamble and Scope

1.1

This policy has been established to ensure that the University

• is accountable for its use of public funds for travel
• fulfils its duty of care obligations to University travellers; and
• has efficient and cost effective administrative arrangements

1.2

The policy applies to staff, students and other persons travelling (“University traveller”) on official University business paid for by the University.

1.3

The formal travel procedures arising from this policy are listed separately, including booking travel, procedures for international travel, insurance and travel health.

2.

Principles

2.1

The University will only fund travel if it is for official University business (“University travel”). Funds of the University include recurrent funds and non-recurrent funds (including research grants, funds in consulting accounts).

2.2

Staff/students must seek approval from an Authorised Person to undertake University travel.

2.3

The University will only require or permit staff/students to travel when it is safe to do so, having reasonable regard to available information.

2.4

Staff/students who undertake University travel are accountable for compliance with this policy.

2.5

Staff who authorise travel are accountable for compliance with this policy.

2.6

The University will provide financial support for University travel consistent with the purpose of the travel, the public nature of the University and community standards.

2.7

No staff member/student may approve his/her own travel or benefits.

2.8

University travel should be booked using the suppliers approved/preferred by the University.

3.

Responsibilities

Cost Centre Heads

Responsible for:

• ensuring that this policy and associated procedures are implemented in their Cost Centre; and
• approving international travel to DFAT level 4 countries

Authorised Persons

Responsible for approving all travel prior to departure, in accordance with this policy and associated procedures.

Managers and Supervisors

Responsible for:

• implementing this policy and associated procedures within their unit;
• ensuring that risks associated with travel are managed effectively;
• ensuring that satisfactory provisions for health and safety are made for travel undertaken by staff/students in their unit;
• for international travel, maintaining a copy of the staff/students travel itinerary and contact information for the duration of the travel, and contacting the staff/student to ensure their safety in the event of an incident or emergency at their location; and,
• advising the Vice-President (Strategic Finance and Resources) by email about any staff/student affected by an incident or emergency and the status of their safety and future travel.

University Travellers

Responsible for complying with this policy and associated procedures, including:

• seeking approval to travel prior to departure;
• monitoring and adhering to the relevant Department of Foreign Affairs and Trade (DFAT) travel advice prior to international travel and while overseas and registering with DFAT Smartraveller before travel;
• obtaining travel related medical information, treatment and advice prior to travelling overseas;
• registering with the University’s insurance provider prior to departure if travelling overseas;
• not deliberately placing themselves or others at risk of injury;
• providing the Authorised Person with a full travel itinerary and contact information for the duration of the travel if travelling overseas; and,
• to the extent practicable, contacting the Authorised Person to advise of safety and seek agreement that travel should continue in the event of an international incident or emergency at their location

4.

Approval for Travel

4.1

Authorised Persons

4.1.1

Persons authorised to approve travel (Authorised Persons) are:
• senior executive staff with line management responsibility for a cost centre
• Deans of School.

4.1.2

Where an Authorised Person's authority is to be delegated, the delegation must be approved in writing by the relevant Cost Centre Head and must specify the scope and any limits.

4.1.3

Staff/students intending to undertake University travel are required to apply for approval from the Authorised Person, normally the manager or supervisor, in advance of the travel. Approvals must be recorded in writing.

4.2

Cost Centre Heads and Vice-Chancellor

4.2.1

Any proposed international travel to DFAT level 4 countries/areas must be approved in advance by the relevant Cost Centre Head, or in the case of the Senior Executive, by the Vice-Chancellor (see clause 7 and the international travel procedure).

5.

Preferred/Approved Suppliers

5.1

The University will contract travel agents to provide a range of travel services. These services importantly include assisting the University to locate staff in the event of an international incident or emergency, and assist those staff with return travel if required. All international travel must be booked through them. By using travel agents, the University can also economise on travel administration.

5.2

The University has also entered into a number of commercial arrangements to secure discounted air fares and incentives that produce savings for the University. The discounted fares are only available through the contracted travel agents.

5.3

The University will maintain a list of preferred/approved travel suppliers. University travel should be booked through one of the contracted travel agents wherever possible. Changes to the list must be approved by the Vice-President (Strategic Finance and Resources).

5.4

Grounds on which the Authorised Person may approve the use of another supplier are:

• grant conditions stipulate the use of a particular supplier, in which case the conditions of the grant prevail;
• a package deal connected with a conference offering substantial cost savings;
• supplier route availability;
• significant delays to departure and/or arrival times will be incurred; and,
• a cheaper fare with comparable conditions (i.e. change and cancellation rules) and supplier standard and service is available

In the case of international travel, University travellers should consider the risks of using others supplier (especially purchased outside of Australia) against the expected savings to be achieved.

In all other cases the use of other suppliers will not be approved unless exceptional circumstances have arisen. Approval must be sought in writing from the Vice-President (Strategic Finance and Resources).

6.

Class of Travel

6.1

The standard for all air travel is economy or discounted fares.

6.2

Except where Frequent Flyer Points are used to up-grade (see clause 10), staff members must make a case for flying at any other class than economy or discounted fare.

6.2.1

A case must be made to the Authorised Person.

6.2.2

Approvals given must be recorded in writing for monitoring purposes.

6.2.3

An Authorised Person may require a staff member to travel a day earlier and pay additional accommodation rather than approve a higher class of travel.

6.3

The standard air travel for the University senior executive is business class.

7.

Health & Safety and Duty of Care

7.1

The University reserves the right to decline or withdraw approval, restrict, or cancel University travel, having regard to health warnings, security warnings or other factors both before departure and during travel.

7.2

The University may not require staff members to travel in areas they feel may be unsafe, given their particular circumstances.

7.3

Before booking, all University travellers travelling overseas must check the Department of Foreign Affairs and Trade (DFAT) website prior to seeking approval for their travel and prior to travel, to determine if there are any travel advisories or warnings that apply to intended travel destinations.

7.4

Travel to DFAT level 5 countries/areas is not permitted. If travel has already commenced, travellers must follow DFAT advice and, to the extent practicable, contact the Authorised Person who must inform the Cost Centre Head.

7.5

Travel to high-risk areas (DFAT level 4) should be reconsidered.

7.6

If the proposed travel to a DFAT level 4 country/area is considered to be essential and not able to be deferred the traveller must submit for consideration by the Cost Centre Head a risk analysis (as per the international travel procedure guidance), supported by the Authorised Person, which includes a description of steps to be taken to mitigate the risks should the travel proceed.

7.7

The Cost Centre Head must approve any proposed travel that is in this category and, if it is to be approved, must ensure they can demonstrate due diligence in their approval. If after considering the risk analysis and controls to be in place to mitigate the risks the Cost Centre Head is not convinced about the relative safety of the travel, he/she should not approve it.

7.8

If a DFAT travel advisory for the intended travel destination is raised to level 4 or 5 after approval but prior to travel, approval must be sought again as per clauses 7.4 – 7.7 above

7.9

Travellers should register with DFAT Smartraveller before travel.

7.10

University travellers must provide the Authorised Person with details of their travel itinerary and contact information for the duration of the travel if travelling overseas.

7.11

In the event of an international incident or emergency at their location University travellers should, to the extent practicable, contact the Authorised Person to advise of their safety and seek agreement that travel should continue.

8.

Health Requirements

8.1

University travellers must ensure that they obtain travel related medical information, treatment and advice, including any required vaccinations, prior to travelling. These services are available to University travellers from the University's Health Service or The Travel Doctor (see the travel health procedure).

9.

Travel Expenses

9.1

Accommodation and subsistence

9.1.1

Where travel is approved by the University, the University will normally meet the costs associated with accommodation, meals, incidentals and other approved items, up to the standard rates adopted by the University, subject to the availability of funding.

9.1.2

Standard rates

Rates for meals and incidentals are included within the University's travel procedures. The standard for accommodation is moderate business class hotels convenient to the place of business.

9.1.3

Adjustments

When meals are provided as part of conference registration packages the amounts allowed must be adjusted. When appropriate meals are served during flights, eligibility for meal allowances should commence on arrival at the destination and cease upon departure.

9.1.4

Expenditure in excess of standard rates

Where persons incur expenses in excess of the University's standard rates, they will be required to demonstrate to the Authorised Person that the excess expenses were justified in the circumstances. They will also be required, for ATO purposes, to substantiate all expenses.

9.1.5

5 If the Authorised Person does not find the excess expenditure to be justified, the expenditure will not be approved. Depending on the circumstances, staff will be required to refund the excess expenditure to the University (in which case: the amount owing must be paid within fourteen (14) days of the determination by the Authorised Person; or additional funding from the University will not be forthcoming).

9.2

Domestic travel - payment and acquittal

9.2.1.

Only actual expenditure incurred on accommodation, meals, incidentals and other items will be met by the University, up to the standard rates.

9.2.2

Staff may pay for travel expenses as follows:

• through the use of a University purchasing card, either for direct payment or, where necessary (and approved), for withdrawal of cash advances

or where this is not possible

• by cash advance paid to a staff member before commencement of travel, which is based on a costed itinerary; or
• by reimbursement at the end of travel

9.2.3

All expenses must be acquitted in the appropriate way, and by the due date, as specified in the travel procedures.

9.3

International Travel - payment and acquittal

9.3.1

Reflecting the greater complexity of international travel, there are two methods of payment and acquittal.

9.3.2

The University will:
• meet the actual costs incurred by the staff member up to the standard rates (in which case all expenditure must be acquitted as for domestic, above); or
• pay the staff member a travel allowance up to the standard rates (in which case different arrangements for acquittal would apply and detailed acquittal of all expenditure would not be required); as determined by the Cost Centre Head, having regard to the nature of the activity

9.3.3

The Cost Centre Heads’ decision about the method of compensation will be final. The procedures to be followed are set out in the Travel Procedures.

9.4

Offshore Teaching

9.4.1

If the travel is for the purpose of conducting offshore teaching, this policy should be read in conjunction with the University's Offshore Teaching - Conditions for Academic Staff Policy.

9.5

Other Items

9.5.1

Tips
Where tipping is expected and customary, and where approved as an anticipated travel expense by the Authorised Person, the University will cover the cost of tips for service. Tips should be identified in the receipt or invoice, where possible.

9.5.2

Dependent care expenses arising from University travel
While staff members are responsible for making their own dependent care arrangements, the University may provide financial assistance where additional dependent care costs are directly incurred as a result of the staff member travelling on University business. Requests for the reimbursement of such costs must be made to the Authorised Person in writing, in advance of travel. Proof of the expenditure must be submitted to be reimbursed.

9.5.3

Car Hire
The University will maintain a list of preferred suppliers of car hire. In Australia, staff must obtain appropriate discounted government rates from any car hire company and arrange for direct payment by the University to the rental agency or by credit card. Anticipated expenditure on car hire when overseas must be foreshadowed in the travel itinerary and be approved by the Authorised Person. Overseas car hire must only be undertaken with credible and reliable service providers. The University’s travel insurance policy will cover rental car motor insurance excess to a limit of $5000. To be eligible, insurance must be taken out with the rental company.

9.5.4

Airport Lounges
Cost Centre Heads may authorise the payment of airport lounge memberships where they believe that this represents value for money for the University. Lifetime membership will not be funded by the University.

10.

Frequent Flyer Points

10.1

FFPs gained by staff in the course of University travel should be used to purchase future University travel wherever possible.

10.2

Staff travelling on University business may use FFPs to upgrade from economy (no approval required).

11.

Insurance

11.1

Flinders University has a corporate travel policy that provides cover for persons travelling on University business in certain circumstances.

11.2

University travellers must register for insurance for all international travel prior to departure.

11.3

Current information about the University's corporate travel policy, the cover available for intrastate, interstate and international travel, and the procedures required to arrange cover, is available under the travel procedures.

12.

Tax requirements

12.1

Fringe Benefits Tax (FBT) is a tax imposed where certain non salary benefits are provided to staff. FBT on travel can arise where private and business travel is combined, or where substantiation requirements, such as travel diaries, are not met. Staff must comply with all lthe acquittal/record keeping requirements relating to travel as specified in the Travel Procedures. Staff should refer to the Combining Business and Private Travel Policy and Procedures to ensure that no FBT liability arises when a private travel component is added to travel on University business.

12.2

Staff who travel within Australia will pay GST on most travel and incidental travel purchases. Under the GST legislation, the University is entitled to claim back any GST paid on goods and services it purchases on condition that it can support the claim with correct documentation.

Staff should refer to the University's financial policies and procedures to ensure that they attend to any specific acquittal/record keeping requirements with regard to GST