(1) The purpose of this Policy is to prescribe the circumstances under which travel is organised and undertaken by the University travellers. The Policy applies to all l travel arrangements of the University travellers on approved the University business regardless of the source of the funds, the duration of the travel, or the purpose of travel. (2) Travellers are required to exercise prudent business judgement regarding expenses covered by this Policy. Travellers are expected neither to gain nor lose financially when travelling on the University business. Travellers are also expected to minimise as far as reasonable the financial cost to the the University while taking into account the welfare of the staff member. (3) As part of the commitment by the the University to being sustainable and reducing its carbon footprint, staff should look at alternative options to avoid the need for travel including audio and videoconference facilities and other means of communication available at the the University. (4) This Policy applies to all persons travelling on behalf of the the University where travel is funded, either in part or in full, by Charles Sturt University and its controlled entities. This includes staff, students and guests of the the University. (5) In this Policy: (6) the University staff who travel domestically or internationally, and are eligible, are required to hold a the University corporate travel card. The liability for this card is held by Charles Sturt University, not the cardholder. It is a requirement that all eligible staff hold a travel card to allow for the card to be used as follows: (7) If a the University corporate travel card is used, it is important that a tax invoice / receipt is obtained and attached to the Online Expense Management System by the cardholder for each purchase where the amount exceeds $82.50 to facilitate the reconciliation of the University corporate travel card and allow the the University to reclaim any GST applicable to the purchase. (8) All transactions must be reconciled using the the University's Online Expense Management System. For expenses that relate to an Online Travel Plan, these must be allocated against the relevant plan. They also must be matched to the relevant expense category, e.g. airfare to air leg etc. All relevant tax invoices and receipts must be attached to the Travel Plan. (9) It will be the responsibility of the cardholder to retain these receipts for auditing purposes. Receipts must be retained as per Australian Taxation Officer (ATO) requirements (see: for 'Keeping your tax records'. Audits will be conducted on a random basis each month. (10) Expenses incurred on your University corporate travel card that are less than $82.50 (including GST) must still be processed via the Online Expense Management System, but are exempt from the requirement to attach a copy of the tax Invoice or travel order. (11) the University staff must gain approval by an authorised officer as per the Delegations and Authorisations Policy prior to travelling domestically or internationally. Travel not meeting the requirements of this Policy may be considered to be personal travel at the traveller's own expense. In seeking or granting approval, the traveller or authorising officer must ensure that: (12) the University staff who are requesting travel approval should discuss with their supervisor/manager that arrangements are made to cover their duties during the approved period of travel. (13) The the University has negotiated rates with a number of the airlines (e.g. Qantas Airways, Regional Express (REX), Virgin Blue, Air Canada, Singapore Airlines etc.) that are only available through the on-line booking tool, Travel Office or preferred Travel Management Company (TMC). (14) It is a requirement that all travellers complete a Profile Form to facilitate any domestic or international bookings. (15) The lowest logical airfare should be chosen at all times. This decision must not be influenced by the traveller's membership of a frequent flyer program. Should the traveller choose a more expensive option; e.g. due to an alliance to an airline for which they receive a personal benefit, they must pay the difference between this fare and the "best fare of the day". (16) All domestic air travel, including travel to New Zealand, is to be booked through the self-booking tool, (SBT) or through the the University's Travel Management Company (TMC). The the University does not support bookings made directly with airlines and/ or their associated websites. Any reservations made outside of policy may either not be reimbursed or, if charged to the the University's Corporate Travel Card, will be invoiced back to the traveller. (17) When utilising funding from an account held by the the University, all airline reservations must be made through the the University Travel Office. In certain circumstances, such as where funding is limited, the Travel Office may allow a traveller to make their own arrangements. In such cases, permission must be sought from the Travel Office in Advance. The the University will not support bookings made outside of policy. Any reservations made outside of policy may either not be reimbursed, or, if charged to the the University's Corporate Travel Card, may be invoiced back to the traveller. (18) For destinations where World Traveller Plus or Premium Economy fares are available, staff may seek approval of their Executive Dean/Executive Director or for Research Centres, the Deputy Vice-Chancellor (Research, Development and Industry), to travel at this fare type. (19) In exceptional circumstances, and on the recommendation of the Executive Dean/Executive Director, a Deputy Vice-Chancellor may grant a staff member approval to travel Business Class. The approval may be granted on the basis that the staff member is required to accompany an Executive who is travelling Business Class. (20) When travelling on official business any voluntary stopovers (i.e. stopovers chosen by the traveller to break the journey) will not be financially supported by the the University. Any costs incurred during a voluntary stopover will be a personal expense. If a stopover is requested for medical reasons a Medical Certificate must be provided to substantiate this expense. (21) Staff who are approved to travel domestically within Canada or the USA must complete a Travel Authority/Order Form and have this approved in accord with the Policy on Delegations and Authorisations prior to the commencement of the travel. All travel arrangements for domestic flights and rail should be reserved on an online booking tool such as EXPEDIA and charged to a credit card. Should a personal credit card be used reimbursement for the cost should be requested following the completion of the travel. The reimbursement claim must include an acceptable tax invoice or receipt. (22) Staff who are approved to travel to an overseas destination (excluding the USA) must in the first instance contact the the University Travel Office - travel@csu.edu.au , to allow costs and requirements to be evaluated. The travel will be required to be approved in accordance with the Delegations and Authorisations Policy on the International Approval Form . (23) The authorised standard of accommodation on the University business is, in most circumstances, 3-4 stars. It should provide a safe and secure environment, be convenient to the place of work, and be moderately priced with the aim of minimising the the University's overall travel costs. (24) The the University does have preferred accommodation agreements. These are referred to as "CSU Rates". However the the University is also eligible for "Government Rates" for accommodation in various hotel and motel chains within Australia. (25) When travelling on the University business, staff members should not be expected to share a room with other staff unless both travellers have agreed to this arrangement. (26) Accommodation costs must be supported by a tax invoice/receipt and is limited to the amounts listed on the the University's website. (27) Wherever possible, all costs should be charged to the the University's Corporate Travel Card. (28) Acceptable upper limits for business travel accommodation are available on the Travel: Accommodation@CSU webpage. (29) Accommodation at a conference venue may be utilised if no alternatives are nearby and/or the staff member is making a presentation. This accommodation may be over the upper limits detailed above and are required to be approved in the normal manner, prior to travel. (30) For International accommodation, it is recognised that hotel facilities may be less developed in some countries and some areas will require a higher standard of accommodation. Wherever possible, accommodation should be at a "reasonable" cost for a 3-4 star hotel. (31) If the the University traveller is travelling with family members, the the University will fund only the cost applicable to a single room. (32) All accommodation costs, where possible, should be charged to the University Corporate Travel card. (33) The the University recognises that there are times when staying with family or friends is a preferred option for travellers on the University business. This is acceptable and is encouraged by the the University, provided that overall work performance is not affected by any discomfort or inconvenience created by the home visit. This accommodation cost must be at "no cost to the the University". (34) It is also acceptable in these circumstances to take hosts to dinner provided the amount claimed is within the total of the traveller's overall meal allowance approved for this trip and destination. (35) Staff should ensure that for duty of care reasons, the administration in their area is advised of their accommodation details. (36) The the University currently operates a pool of motor vehicles for use in a number of campus locations. Rates are reviewed annually. Current rates are available on the Travel: Cars@CSU webpage. (37) Use of a the University pool vehicle requires the completion of an Online Travel Plan or a Travel Authority/Order form . (38) Staff and Research and Higher Degree students travelling on official the University business who require a motor vehicle must take a the University vehicle as their first preference. Only when a suitable the University vehicle is not available will other vehicle options be considered. (39) the University vehicles can be booked by the University staff and Council members, Research and Higher Degree students and staff. However, all drivers must have a current Australian Driver's Licence or International Driver's Licence (new staff members from overseas should apply for an Australian Driver's License after three months of arrival in Australia). (40) All vehicles include a log book. Drivers are required to maintain the log book and accurately record all travel. (41) All fuel purchases should be made using the fuel cards located in the various vehicles. (42) Fuel should only be charged to the University corporate travel card when the provided fuel card is unavailable or not accepted in the location where obtaining fuel. (43) Where a the University vehicle is not available (or the available vehicles are not suited to the work related journey, e.g. requests for particular vehicle specifications such as 4WD, minimum available seats, etc.), staff and Research and Higher Degree student's may apply for approval to use their private vehicle for official travel. It is a condition of any approval that the vehicle specified remains registered and covered by comprehensive motor vehicle insurance during the period for which this approval is made. The the University will not be responsible for any costs or losses associated with any damages regardless of how they are sustained to the vehicle during the travel specified on the Travel Authority/Order form or the Online Travel Planner. (44) Note on motorcycles: (45) The Online Travel Planner should be used to request the Use of a Private Vehicle on official travel. (46) Alternatively the Approval for Private Vehicle Use form (on the reverse of the white page of the Travel Authority/Order) must be completed by the applicant and approved per the Delegations and Authorisations Policy. The form, together with the Travel Authority/Order form, should be emailed to the the University Travel Office at least two days in advance of the journey to arrange for approval. (47) Reimbursement is at a set rate and may be claimed on completion of the journey only. Any claim for additional costs, e.g. as a result of a car accident, will not be met by the the University. This includes any loss of no claim bonus, excess charge or any other penalties on an insurance policy or traffic infringements. (48) Travellers using a private vehicle in accordance with this Policy must complete a Private Vehicle Declaration Form . (49) The form is to be submitted to the Travel Office where it will be kept on file to ensure compliance to procedures. (50) The requisite travel authority will still be required and should be forwarded to the Travel Office once travel has been completed for any kilometre reimbursement. The Online Travel Planner should be used to seek a reimbursement for kilometres once the plan has been approved and the travel completed. (51) Additionally the Online Travel Planner can be utilised to seek a reimbursement for kilometres once the plan has been approved and completed. (52) The the University has engaged a partner to manage vehicles under the fully maintained Novated Lease Program. These vehicles are private vehicles and all the conditions in this Policy relating to the use of private vehicles apply. (53) Car hire reservations may be made directly with the car rental company quoting the the University's special booking number, through the the University's Travel Management Company (TMC) referring again to the the University's unique number or using the the University's on-line Self Booking Tool. (54) Please refer to the Travel: Cars@CSU webpage for the car hire booking numbers. (55) Payment should be made using the the University corporate travel card including any fuel costs associated with the car rental. These must be reconciled in electronically using the Expense Type "Travel Domestic" or "Car Hire" for both the rental and any associated fuel costs. These expenses should be matched to the relevant Online Travel Plan. (56) Travellers should generally book an Intermediate sedan, unless: (57) the University staff on official business travel that includes driving to/from their destination should be aware of the the University Driving Hours Policy . (58) The the University insurance policy does not provide cover for damage or loss of rental vehicle. Travellers are therefore responsible for ensuring adequate insurance against damage and third party liability at the time of vehicle rental. It is acceptable to include in the car hire cost the additional insurance charge to reduce the excess of the vehicle to a reasonable level. Misuse of the vehicle or use outside the terms and conditions of the rental agreement may result in personal liability to the traveller. (59) The the University's international travel insurance policy will cover the rental vehicle excess (Collision Damage and Theft Waiver) that the Insured Person is liable for, up to AU$5,000. Therefore there is no requirement at the time of hiring to purchase extra cover in order to lower the amount of the Collision Damage and Theft Waiver. (60) Prudent business judgement is to be applied when using taxis. The the University encourages staff to share the cost of taxis with other staff members, where appropriate. (61) Travellers should use the the University Corporate Travel Card, wherever possible, to pay for taxis. When reconciling these expenses if the expense is less than $82.50 there is no requirement to attach a tax invoice or Travel Authority/ Order. Where applicable, these expenses should be matched to the relevant Online Travel Plan. (62) the University travellers may travel first class on domestic rail travel. (63) the University travellers should generally travel economy class on international rail - except in a third world country where they have obtained clearance from their Executive Dean/Executive Director to travel first class on the basis of safety concerns. (64) Meal allowance is a predetermined amount to cover an estimated expense and takes into account the dislocation factor of staff travelling on the University business and any incidental costs that may arise. It may be paid as an actual expense or maximum allowance based upon the purpose of the proposed travel and/or available funding. (65) No meal allowance is payable while in-flight. For low cost airlines where a meal option is payable, this cost will be included in your airfare at the time of reservation or, if not, may be paid using the University corporate travel card. If this is not accepted then it must be paid from personal funds and a reimbursement sought upon completion of travel and on presentation of a relevant receipt. (66) No meal allowance is payable when transit time at an airport is under four (4) hours. To claim any meal costs associated with transits after 4 hours the actual meal cost may be claimed with a receipt submitted to the Travel Office on your return for review or charged to the University corporate travel card. (67) The domestic and international meal allowance rates reflect the maximum allowance payable for official travel and can be found on the Travel Allowance Rates webpage. (68) Meal allowance payments made in advance for domestic overnight and international travel will attract payroll tax which is charged as a travel on-cost to the account code detailed on the traveller's approval forms. (69) If an allowance has not been pre-paid, it is acceptable that meal costs while travelling can be charged to the University corporate travel card (Actual Meal Expense) and then reconciled via the Online Expense Management system. These should be reconciled against the Expense Type "Travel Domestic". Where applicable, they should be matched to the relevant Online Travel Plan. No payroll tax is payable using this option. (70) Meal expenses incurred on your corporate travel card that are less than $82.50 including GST must be processed electronically, but are exempt from the requirement to attach a copy of the Tax Invoice or Travel Order. GST may be claimed for these expenses. Where applicable, they should be matched to the relevant Online Travel Plan. If the traveller's Faculty/Division/Centre chooses this procedure for actual meal expenses, then no further meal allowance is payable. The overall costs of meals should still be no greater than the daily meal allowance for the travel. (71) Staff members are eligible to claim an actual meal expense for same day travel while on normal the University duties away from their home campus. These rates are reviewed annually and are available at on the Travel: Allowance Rates webpage. (72) These meals may only be claimed while travelling by charging the corporate travel card (actual meal expenses) and later reconciling the expense electronically or alternatively by presentation of the relevant receipt/tax invoice and claimed as an Out of Pocket Expense through the Online Expense Management system. This will be processed as an EFT payment and the expenses should be matched to the relevant Online Travel Plan. (73) If a traveller pays the actual expense using the University corporate travel card, then no further claim is payable. The overall costs of meals should still be no greater than the daily meal allowance for the travel. No payroll tax is payable with this option. (74) Where travel includes an overnight stay, travellers may claim a meal allowance in accordance with the approved meal allowance rate. These rates are reviewed annually and are available on the Travel: Allowance Rates webpage. (75) Meal allowances should be included in the Online Travel Planner according to your Faculty/Division/Centre's policy. (76) Where travel includes an overnight stay your meal allowance may be claimed by submitting an approved Travel Authority/Order to the the University Travel Office. Payment will be made up to one week before travel by EFT transfer. The 'Payment Request' area of the Travel Authority/Order must be completed indicating the allowance to be paid. These may be paid to you 3 days before travel. (77) If an allowance has not been pre-paid it is acceptable that meal costs while travelling can be charged to the University corporate travel card (as Actual Meal Expenses) and then reconciled via the Online Expense Management system. They should be matched to the relevant Online Travel Plan. (78) If the traveller's Faculty/Division/Centre chooses to pay actual expenses using the University corporate travel card, then no further meal allowance is payable. The overall costs of meals should still be no greater than the daily meal allowance for the travel. No Payroll Tax applies to this option. The meal allowance also covers the cost of any gratuities/tips. (79) Upon return, any Out of Pocket Expenses may be claimed through the Online Expense Management system and will be processed as an EFT payment. Any meals included in the accommodation rate or conference registration should not be claimed as part of an allowance. (80) Meal allowance payments paid in advance will attract payroll tax and this will come from the account code detailed on the Travel Authority/Order or Online Travel Plan. (81) Where travellers are required to return home earlier than expected, they will be required to reimburse the the University for the days they have claimed a meal allowance. (82) International meal allowance is calculated from the start of the traveller's official business related activities to the first available flight on the conclusion of the official business related activities. i.e. time of arrival to time of departure. (83) The meal allowance also covers the cost of any gratuities/tips. (84) the University staff are entitled to recovery time on arrival at their international destination for the purposes of rest and recuperation of up to 1 full day, subject to approval from their manager. This recuperation time cannot be transferred. If recuperation time is required it must be taken upon arrival and at the destination point. Staff are still considered to be working at this time and, as such, are not required to apply for annual leave. (85) Where travellers are required to return to Australia earlier than expected, they will be required to reimburse the the University for the days that they have claimed a meal allowance. (86) For the University staff on official business where travel exceeds 35 days, the meal allowance rate that can be claimed for each additional day is 50 per cent of the maximum daily allowance rate. (87) International meal allowances are calculated and processed by the Travel Office prior to your departure and cannot be withdrawn from your university corporate travel card. International meal allowances can be viewed on the Travel: Allowance Rates web page. (88) Staff who travel may be eligible for meal and incidental allowances when travelling domestically in Canada or the USA at a rate of CAD$85.00 per day. Any meal costs included in seminars or conferences will reduce any claim. A meal allowance is not payable for same day travel or for practical experience visit (89) Incidental expenses will be reimbursed when they are directly related to official travel. These include reasonable work-related expenses incurred during travel and not normally incurred in the normal course of the working day. The traveller can claim an EFT reimbursement, provided legible receipts/tax invoices are provided. Examples of applicable incidentals are: laundry, work-related telephone calls, work-related internet access, excess baggage, parking (if related to business requirements). This does not include in-house movies etc. (90) Wherever possible, incidentals should be charged to your corporate travel card or included as part of the overall hotel account. An allowance for incidentals may be included as part of the 'Estimated Expenses' when completing the travel approval form. If receipts are unavailable, the traveller needs to provide a daily log outlining the travel and expenses incurred. (91) Items from hotel mini bars may be purchased as part of the meal allowance. No further allowance would be payable. These items may be included in your overall hotel account and paid using the corporate travel card. (92) For Out of Pocket Expenses, such as taxis, that were unable to be charged to the corporate travel card, or any other expenses of a similar nature, these must be claimed via the Online Expense Management system by attaching a receipt/tax invoice with a copy of the relevant Travel Authority/Order or International Payment Request form for reimbursement via EFT. They should be matched to the relevant Online Travel Plan. (93) The the University utilises a corporate travel card to pay for travel and travel related expenses. Where possible, payment and acquittal for all travel services are to be made via the corporate travel card and reconciled through the Online Expense Management system. (94) It is the responsibility of each employee who is issued a corporate travel card to manage their own account. The reconciliation of expenses should be processed by the 10th of each month. Failure to do so may result in the suspension of your card or eventual cancellation. (95) The reconciliation of expenses may be authorised to be carried out by another staff member. (96) A reimbursement is a payment to compensate a business related expense already incurred. (97) Any requests for travel related reimbursements should be submitted in the same calendar year as the expense was incurred. Requests for reimbursements submitted outside of this time frame may not be accepted. (98) In the first instance all "Out of Pocket Expense Claims" should be processed via the Online Expense Management system. This is available to all permanent staff members. For claims for casual staff, students and visitors to the the University, an approved Travel Authority/Order or International Payment Request Form and tax invoice receipts must be sent to the Travel Office for processing. All forms must be completed in full. (99) The following items are considered as additional claims, which are subject to a separate reimbursement and must be substantiated by original receipt/tax invoices: (100) In certain circumstances a 'Corporate Travelex Visa Debit Card' can be issued to a visitor or student with a preloaded value in lieu of an EFT reimbursement. This would allow the holder to access the funds via an ATM or use the card at merchants for purchases. Alternatively the card can also be taken overseas and funds accessed in local currency via an ATM. Proof of identity will be required before these can be issued in the form of a Passport or Drivers Licence along with the cardholder's mother's maiden name, home address and telephone contact. (101) Some elements of employee travel have a personal component that is either incidental or not incidental to the business travel. Where travel is considered not incidental, the the University will incur additional taxation in the form of Fringe Benefits Tax (FBT). Briefly described, FBT is the provision of non-cash benefits to employees and is administered by the Australian Taxation Office (ATO) under FBTAA (1986). (102) The the University applied for a private ruling from the ATO received June 2012 to clarify its position with regard to FBT and our travel policy. A copy of this ruling may be obtained from the Division of Finance if required. (103) As a guide, if the private travel component represents more than 50 per cent of the total travel time, or if the business component of the travel is only part funded, or if all of the travel is undertaken while you are on leave, then an FBT liability may apply. (104) In the event that a benefit is assessed as being received by the employee in accordance with this policy, the employee will be required to reimburse the the University the assessed private costs. A decision flowchart which assesses incidental versus non incidental personal travel components is available on the Travel Web Page. (105) The onus of responsibility remains with the employee when making declarations to the Travel Department. Any subsequent ATO audit or findings whereby the the University is assessed for additional taxation based upon the employees incorrect representations will result in the employee being required to repay any additional taxes, fines, and/or penalties incurred. (106) A travel diary must be completed for all overseas travel taken for the University business, research or field work. A travel diary must also be completed for all travel within Australia where the trip involves the employee being away from their home for more than 5 consecutive nights. (107) Where the employee does not provide a travel diary, all expenses will be deemed personal travel and the employee will be required to reimburse all expenses to the the University. (108) As a minimum a travel diary must show for each business activity: (109) A detailed travel diary is available for domestic travel as part of the Online Travel Planner within the Online Expense Management system. For international travel, a travel diary template can be found on the Travel Forms webpage. (110) The International Travel Approval Form will not be accepted without the Travel Dairy attached. (111) Where the travel has only the University business travel components then there is no FBT liability. (112) Where the travel has both business and private components and where the private travel is incidental to the the University business travel then there is no FBT liability. (113) Where the travel has both business and private components and where the private travel (i.e. period of annual leave or LSL) is combined with the University business travel and it is considered to be more than incidental to the business travel, the return airfare component may incur FBT. (114) All expenses for private travel whilst on the University business travel will be met by the employee. (115) If the predominant purpose of travel is for personal pursuits, then all costs with the exception of the University business expenses will be payable by the employee. This will include all airfares, accommodation, food, and any other travel related expenses whatsoever. (116) Where private travel is considered more than incidental and the predominant purpose of travel is the University business, the travel will be considered to have a dual purpose (business and private) and FBT is applicable on 50% of the return airfare in all cases. The employee will be required to personally pay to the the University 50% of the return airfare to reduce the FBT liability to zero. Funds administered by the the University cannot be used by the traveller to pay any applicable FBT liability. (117) In all cases the final interpretation of travel intentions will remain the interpretation of the Travel Office. (118) In limited circumstances the the University will offer the University travellers, a cash advance prior to travel. A travel advance may be used for expenses including: accommodation, land travel, field trip costs etc. This is to be acquitted within 14 days of your return and is closely managed by the Travel Office and is rarely provided for domestic travel. (119) Travel advances will only be provided in the following circumstances: (120) All cash advances are processed and dispensed through the Travel Office. (121) For most advances a 'Corporate Travelex Visa Debit Card' will be issued to a traveller with a preloaded value in lieu of an EFT payment. This would allow the holder to access the funds via an ATM or use the card at merchants for purchases. Alternatively the card can also be taken overseas and funds accessed in local currency via an ATM. Proof of identity will be required before these can be issued in the form of a Passport or Drivers License along with the cardholder's mother's maiden name, home address and telephone contact. (122) These must be acquitted within 14 days of the travellers return with a copy sent to the the University Travel Office. (123) Any unused funds must be returned to the appropriate account codes by contacting the Travel Office and requesting the balance be processed back to the codes. (124) All travel advances paid through the the University Travel Office must be acquitted against the 'exact' amount of expenses actually incurred. Staff must provide original supporting tax invoices/receipts for any expenditure necessarily incurred during the travel indicating the relevance of the expenditure to the travel. This includes the Corporate Travelex Cards. (125) Expenses incurred on a personal credit card, as part of a cash advance, must be substantiated. (126) Where actual receipts are not provided or made available for international travel, the traveller must ensure the expense is substantiated by making a travel diary notation or travel declaration. (127) Refer to the International Payment Request Form, available via the Travel Forms webpage. (128) It is the policy of the the University that staff who undertake work related travel are entitled to claim up to forty dollars ($40.00) per day (not per child) for care that is over and above their normal dependent care arrangements. This applies for dependants up to the age of 16 years, or where the dependant is in receipt of a disability support. This applies to both single day and overnight travel and is not subject to accommodation and meal allowance limits. (129) This may be included as part of an Online Travel Plan. The allowance can then be claimed once your travel has been completed and matched to the Online Travel Plan. (130) For staff claiming on a Travel Authority/Order, all dependent care expense claims must be included as a separate amount on the staff member's travel authority/order and approved by the appropriate Budget Centre Manager. (131) the University travellers who have approval from their appropriate manager, to incur entertainment and hospitality expenses, are expected to exercise due economy when providing hospitality and entertainment for guests and visitors. Hospitality and/or entertainment must, at all times, have a clear the University business purpose. (132) Entertainment and hospitality costs are subject to available funds. These expenses are subject to Fringe Benefits Taxes (FBT). (133) If these expenses have been charged against the corporate travel card the expenses must be reconciled via the Online Expense Management system using the Expense Type "Entertainment". Cardholders who attend these functions should ensure that they are clearly identified as "Local Employees" to capture any FBT liability. Staff are not required to list all attendees as long as the number of 'Local', 'Guest' and 'Employees Travelling' are clearly identified. This is to ensure the correct reporting of FBT and GST. They should be matched to the relevant Online Travel Plan. (134) The the University's primary responsibility is to protect the safety and wellbeing of all persons travelling on the University business. It is the traveller's responsibility while travelling to be mindful of potential risks in the local area and to act in a manner that will minimise harm to the traveller. (135) The the University has a duty to ensure that it is aware of the whereabouts of its travelling staff and students so that it can contact and provide assistance to such staff in the event of an emergency or other incident. Use of the the University's Travel Office and approved Travel Management Company (TMC) facilitates this. (136) The the University recognises that it is frequently necessary for staff members and students to travel overseas to undertake research, teaching or for other the University business. However, travel to some destinations may be at significant risk. Such risks must be managed in accordance with the the University's duty of care obligations to staff and students under Occupational Health and Safety Legislation, and with reference to travel advice issued by Department of Foreign Affairs and Trade (DFAT). Similarly, staff members and students are obliged to do all that is reasonably practicable to ensure that their acts or omissions do not create or increase a risk to the health and safety of themselves or others. (137) Overseas travel must be approved in advance by the appropriate delegate as per the Delegations and Authorisations Policy and Schedule 6 (Travel Delegations) and, should be based on current travel advice provided by the Australian Department of Foreign Affairs and Trade (DFAT). (138) DFAT's four levels of travel advice are as follows: (139) In exceptional circumstances only will staff and students be permitted to travel to, or remain in, these countries for work or study with the approval of the respective Senior Executive Committee member, where appropriate risk management strategies must be in place. (140) Any case for travel under this category must be made to the respective SEC member, who will then make a recommendation to the Vice-Chancellor. (141) Students and staff members must carefully consider the need to travel overseas when DFAT has advised against such travel, that is, where a DFAT Category 3 or 4 warning applies to the country to which travel is intended. (142) The the University reserves the right to deny travel where it considers the risk too great. (143) No student or staff member can be compelled to travel to a country, which DFAT has advised Australians not to visit. (144) the University employees and students who are foreign nationals should also consider safety warnings issued by their own government before deciding to apply to travel overseas. (145) Where a decision not to travel may affect/be affected by particular research grants, advice should be sought from the the University's Research Office if necessary and further approval sought from the Deputy Vice-Chancellor (Research, Development and Industry). (146) The the University has contracted International SOS (ISOS) to provide vital information on health and safety issues worldwide. International travellers are strongly encouraged to use the services of ISOS before and during international travel. Travellers, who book directly with the Travel Office, or register their details on the Personal Travel Locator, will automatically receive travel advice by email before departure. These advisories provide medical, security, cultural and other relevant information for the countries shown on the traveller's itinerary. (147) All travellers must register for alerts prior to departure. Access to ISOS is available via the Charles Sturt University Global Assistance Program website. (148) The ISOS website is available to all the University staff and students. The website provides comprehensive details for all counties as well as warnings regarding disease outbreaks, natural disasters, terrorist attacks, labour disputes etc. (149) If travelling to a destination DFAT has issued warnings about, or to any other destination that is unfamiliar to the traveller then ISOS can provide a 'Risk Assessment' which will not only provide the traveller with vital information but also assist the Approver responsible for reviewing the travel. (150) Travellers may call ISOS at any time before or during international travel to receive information, medical assistance, emergency evacuation assistance, translation services, and help to replace lost documents (e.g. passport) or help with any other travel related enquiries. (151) Travellers should obtain an ISOS emergency card prior to departure in the event ISOS services are required before or during travel. A card may be obtained by contacting the Travel Office. (152) It is the responsibility of the traveller to ensure they have had the required inoculations prior to travel. Costs related to immunisation required for the University travel will be paid for by the the University, after the traveller has sought any deductions from Medicare or private health cover. Receipts will need to be provided to the Travel Office. General health information is available on the ISOS website, by selecting the country or countries being visited. (153) Overseas travel insurance is available for the University travellers, students and any other persons on official travel on behalf of the the University and who's cost of travel is paid by the the University either in whole or in part and whether by reimbursement or otherwise. The policy is currently administered by CHUBB Insurance Company of Australia and full details are available on the Travel Insurance webpage. (154) This Policy does not cover a Person who is over eighty-five (85) years of age. (155) Key Benefits of the Insurance Policy are: (156) Note: All travel insurance is null and void if the University travellers are using tickets issued in someone else's name. the University travellers should not fly on any ticket other than the one issued in their correct name as it appears in their passport. (157) Staff on approved domestic travel may be covered for work related accidents/incidents under workers compensation, personal accident/injury and motor vehicle insurance where applicable. (158) The the University travel insurance will only be made available to accompanying spouses and partners where known, approved in advance of the travel and when they are travelling on the exact same itinerary as the the University traveller. (159) the University travel insurance will be available to accompanying spouses, partners and dependants when they are travelling on SSP or secondment to Ontario. All travellers must be travelling on the same itinerary as the the University traveller, whose cost of travel is paid by the the University either in whole or in part and whether by reimbursement or otherwise. (160) Insurance cover is currently also provided by the the University's insurance policy for private international travel in conjunction with official the University business. (161) Personal or private travel (non-the University business) may be permitted in conjunction with pre-approved the University business travel provided: (162) the University staff members must use some form of leave: annual, long service or leave without pay, to cover periods of absence that are not specifically required to conduct the University business. This does not apply to periods between authorised travel, when it is impractical to return to normal duties. (163) Employees wishing to take annual or other leave at the commencement, during, or at the conclusion of business travel, must obtain the appropriate permission from the relevant authority before making arrangements. If permission is granted, any additional costs (possible FBT liability) are at the traveller's own expense and any the University funding cannot be used to offset the costs for this personal travel. If a traveller has a weekend between official business appointments and wishes to travel to a different destination for personal reasons they shall not be eligible for any the University funding. Travellers must pay separately for the personal / private travel component of a trip and its associated costs. These costs must not under any circumstances be charged to the the University. (164) In determining whether a particular day is business related or private, travellers should consider the following question: "If I were travelling solely for the University business, when would I leave and when would I return?" Days outside this timeframe should be seen as personal travel. (165) Staff members may utilise the Travel Management Company (TMC) for booking the personal travel portion of their trip in conjunction with pre-approved business travel. If choosing to include personal travel, the staff member will pay for this using a personal (i.e. non-the University) credit card. (166) Employees need to be aware that where personal or private travel changes the dominant purpose of the travel from the University business to personal or private travel then Fringe Benefits tax may be payable to the Australian Tax Office. Staff members will be required to reimburse the the University for any Fringe Benefits Tax payable to the Australian Tax Office. (167) If changes are required to the travel arrangements for the personal portion of travel then the the University staff member may incur higher change fees and will need to deal directly with the Travel Management Company (TMC) (Travel Management Company). (168) Where a spouse, partner or dependent accompanies a the University staff member on official the University travel, the traveller must: (169) The the University will not fund any cost incurred for an accompanying spouse, partner, or dependent unless specific to an SSP Grant. (170) In special circumstances (e.g. secondment travel to the the University's Ontario campus) the University will fund travel for a spouse, partner and dependents if: (171) When chartering an aircraft is the only logical method of travel to and from regional and/or remote locations, travellers must in first instance contact the Travel Office. (172) When using a charter aircraft company, travellers must ensure the company holds a current Airworthy certificate and sufficient public liability insurance. A copy of the certificate and insurance conformation should be sent to the Manager, Procurement and Travel. (173) Airline Lounge memberships are available to the following staff of the the University without any further approval: (174) For other staff members who are travelling frequently on the University business and wish to request that their Lounge Membership be funded from a the University account should, in the first instance, seek by email the approval of their relevant Band 8 (SEC Member). (175) To be eligible to use the University funding as payment for lounge membership, the University staff must complete a minimum of five domestic trips (return) annually and/or a minimum of two return international trips annually. (176) If the traveller is funding the lounge membership personally, at no cost to the the University, the traveller may apply for membership by contacting the Travel Office to request a membership form. To be eligible for a lounge membership you must be a permanent member of staff. Should your employment status change during your membership you are required to advise this change to the Travel Office. (177) The the University will not fund Frequent Flyer memberships. (178) Frequent Flyer points that accrue as a result of official travel should be used for further official travel. Staff are encouraged to use these points and /or benefits for official travel and/or professional development and/or upgrade from economy to business class on international flights. (179) When redeeming frequent flyer flights it is also possible to offset your Carbon Emissions by using further points, this is encouraged as part of the the University's commitment to sustainability. (180) It is the responsibility of the traveller to request upgrades and redeem points direct with the relevant airline. The the University Travel Office and its appointed Travel Management Company (TMC) are not available to assist with the redemption of frequent flyer points. (181) Flights and hotels should be selected on the basis of the lowest pricing available and not on air/hotel frequent flyer or guest memberships. (182) It is the responsibility of the University travellers to ensure that they possess a valid passport (minimum validity of six months is preferred at all times) and appropriate visas, and that they comply with any other relevant immigration requirements, before embarking on international the University business. More information can be found at VisasDirect. (183) The the University will not meet the cost of the University traveller passport application or renewal fees. All travellers must advise the Travel Office of their passport details either by way of a Traveller Profile or email before they travel overseas. (184) The the University will meet the cost of the University traveller visa fees and associated photographs where they are required for the University business purposes. The the University Travel Office can assist with the application for business related visas. In some instances, fees may apply for the processing of these visas if a specialist Visa Processing Company is utilised. These costs will be detailed by the Travel Office in your official costing letter. The the University will not meet the cost of any 'Returning Resident Visa' for Australia. (185) All the University staff who require flight bookings to be made on their behalf by the Travel Office or Travel Management Company (TMC) must have a completed a traveller profile form, available via the Travel Forms webpage. (186) Travel Office staff, will in the first instance, if they suspect any policy breaches: (187) Travel Office staff, will in the second instance, if they suspect further policy breaches by a the University Traveller: (188) At any time if any staff suspect an alleged breach of policy that may involve corrupt conduct, maladministration or serious waste by staff they can inform the the University General Counsel or University Secretary who may then initiate an internal or external investigation under the Public Interest Disclosure Act or the Corruption and Crime Commission Act that results in the matters being reported to the Corruption and Crime Commission or the Police (all investigations are monitored by the Audit and Risk Committee). (189) Nil. (190) Nil.Travel Policy
Section 1 - Purpose
Scope
Section 2 - Glossary
Top of Page
Section 3 - Policy
Part A - University Corporate Travel Card
Part B - Approval to Travel
Part C - Replacement Arrangements
Part D - Air Travel
Preferred Travel Supplier
Best Fare of the Day
Booking Domestic Air Travel
Booking International Air Travel
Class of Travel
Staff
Overseas Travel
Domestic Travel
Chancellor
First class
Business class
Vice-Chancellor
Business Class
Business Class
Deputy Vice-Chancellors
Business Class
Economy Class/Business Class
Executive Deans, Executive Directors (Levels I, II, III)
Business Class
Economy Class
Other Staff
Economy Class
Economy Class
Stopovers
Ontario Campus - Domestic Canada/USA Travel
Ontario Campus - International Travel
Part E - Accommodation
Accepted the University Costs per night on Domestic travel
International Accommodation
Staying With Friends and Family
Part F - Ground Transportation
the University Vehicles
Use of Private Vehicles
Novated Lease Vehicles
Car/Vehicle Rental
Driving Hours Policy
Car Insurance
Domestic Travel
International Travel
Taxi
Rail Travel
Part G - Meal Allowances
Claim in Advance
Paid by the University Corporate Travel Card
Single Day Travel
Domestic Overnight Travel and New Zealand
International Meal Allowance
Ontario Domestic Meal Allowances
Incidental and Out of Pocket Expenses
Payment of Travel Expenses
Reimbursement of Travel Expenses
Part H - Fringe Benefits Tax (FBT) Implications on Travel
Travel Diaries
Private Travel and FBT
Part I - Travel Advance
Acquittal of Travel Advances
Part J - Dependent Care Expenses Whilst Travelling
Claiming Dependent Care Expenses
Part K - Entertainment and Hospitality
Part L - Traveller Health and Safety and Duty of Care
Overseas Travel by Staff and Students to High Risk Areas
Travel Advice and Authorisation to Travel Overseas
Risk Category
DFAT Warning
University Policy
Category 1
Be alert to your own security
Delegates must ensure that staff and students take due note of DFAT warning and prepare an appropriate risk management strategy. Staff and students should register their details with " Smartraveller" through the the University Travel web page. Travel must be approved by the relevant Executive Dean, Executive Director and Deputy Vice-Chancellor (Research, Development and Industry).
Category 2
Exercise a high degree of caution
Category 3
Reconsider your need to travel
Executive Dean, Executive Director, Deputy Vice-Chancellors should reassess the need to travel and advise accordingly. Travel must be approved by the relevant Executive Dean, Executive Director and Deputy Vice-Chancellor (Research, Development and Industry).
Category 4
Do not travel
Decision to Travel
International SOS travel advice
Emergency Card
Health Requirements
Part M - Travel Insurance
International Travel Insurance Cover
Domestic Travel Insurance Cover
Insurance Cover for Partners
Part N - Private Travel
Part O - Associated Personal / Private Travel
Part P - Accompanying Spouse, Partner and Dependent Travel
Part Q - Charter/Private Aircraft Use
Part R - Airline Lounge Membership
Part S - Frequent Flyer and Other Types of Memberships
Part T - Passport/Visa Requirements
Part U - Traveller Profile Form
Part V - Non-Compliance
Public Authority
Section 4 - Procedures
Section 5 - Guidelines
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