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TRAVEL
TRAVEL BOOKING TOOL (Under Development)
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A travel authority is required for all employees of the University travelling on official University business. Where this involves an airfare the relevant travel authority is the A8 "travel authority" form. Where the travel only incurs car travel, the Motor Pool "vehicle requisition" from also operates as a "travel authority". Where staff are using their own salary package vehicle, a travel authority must be obtained, this may be either the A8 or other official memorandum.
For those staff whose roles encompass regular car business travel, special arrangements need to be established with their supervisor, to ensure that approval and records relating to their travel plans are provided and approved.
Any persons, other than staff, who are travelling on University business are also required to complete an A8. To maintain compliance with Taxation Ruling 2005/16 the University requires independent contractors to meet all their own expenses (including airfares) as part of the contracted services. These expenses are to be claimed by invoice on completion of the consultancy/contract or as a progress payment as stipulated under the terms of their appointment.
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A staff member proposing to travel outside the city limits of Armidale on official University business must have the approval of their supervisor.
A staff member proposing to travel overseas (see Overseas Travel), must have their travel authorised as follows:
- Faculties by the relevant Executive Dean
- Central Services staff by Pro Vice-Chancellor(Academic),
Pro Vice-Chancellor(Research), Executive Director
( Business & Administration) - Executive Deans and Directors, Deputy Vice-Chancellor,
Pro Vice- Chancellors and Executive Director by the
Vice-Chancellor
The Australian Taxation Office requires Travel Diaries to be completed under the following circumstances:
- Where travel exceeds 5 days within Australia
- When leave is taken in conjunction with travel
- For all overseas travel
Once the diary is completed a copy must be lodged with the Financial Services Directorate. The diary on the back of the Travel Claim Form may be used.
Where the amount of leave taken in conjunction with travel is greater than 50% of the amount of business travel, a "No Private Use Declaration - Travel Expense Benefit" form must be completed. This form is available from the Accounts Payable office. In some circumstances, Fringe Benefits Tax may be applied to the personal use proportion of the travel.
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COMPLETION OF AN A8
Please ensure that the form is completed as follows:
- Name
- Staff/Student number
- Position
- Department
- Purpose of journey (adequate description of
purpose required not just research) - Destination
- Dates and Itinerary
- Appropriate expenditure requirements
- Appropriate expenditure charge code
- Authorisation - the appropriate authorisation must
be completed
- Commitments will be raised for airfare, accommodation,
meal allowances, conference registration, taxi fares and
car hire - Meal allowances will normally be paid on completion
of travel - Mileage(no commitment will be raised)
- Private vehicles will be paid through the payroll
- University pool vehicle charges will be charged
through the normal Motor Vehicle use charge
process on completion of the journey - refer
Motor Vehicle Policy
PROCESS FOR ACTIONING A8's
- Forward Accounts Payable
Financial Services Directorate,
where an authority number (A8 Number) will be issued - Retain the fourth copy for your records
- Accounts Payable will issue a warrant to the UNE's
Travel Agent to prepay any airfares, accommodation or
car hire - Conference registration can also be paid
Generally accommodation allowances are not provided in advance, however if there is a financial hardship to the traveller then an advance can be arranged. Other areas where an advance may be necessary are:
- Where pre booking of accommodation is not possible
- Camping field trips
Under these circumstances an appropriate advance may be negotiated on the standard accommodation rate (where applicable). On return, accommodation advances must be acquitted by original receipts. Credit card statements are not an acceptable form of receipt.
Meal Allowances are generally claimed on completion of travel. However, in exceptional circumstances, advances may be obtained. These allowances are a per the University Staff Award. All meal allowances are paid through payroll and in the case of study leave will be taxed at the travellers current tax rate. It must be remembered that claims for meal allowance must be received in time to be processed and sent to payroll in time to meet payroll deadlines (all documentation must be lodged with Human Resources by the Wednesday prior to the corresponding pay). No responsibility will be accepted for the late lodgment of claims.
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Effective from the first pay period on or after 1 October 2008 the meal allowances will be :
Breakfast (before 7.00am) $13.65
Lunch (if after 1.30pm) $19.35
Dinner (if after 6.30 pm) $33.00
Please Note: Meal Allowance for a single days travel is not applicable.
Single day travellers are only entitled to claim reimbursement for actual expenditure to the value of the equivalent meal allowance. Original receipts must be attached to the claim. Credit card statements are not an acceptable form of receipt.
Where staff are required to pay accommodation or other expenses they may be reimbursed on their return, based on supporting original documentation. Credit card statements are not an acceptable form of receipt.
Accommodation will be reimbursed up to $170.00 + GST city and $100.00 + GST country within Australia. Under some circumstances, the relevant Executive Dean or Divisional Manager may make exceptions to this rate.
To obtain reimbursements for travel expenditure a Travel Claim Form must be completed and forwarded to Accounts Payable. With the exception of standard meal rates, original documentation must accompany the claim. Credit card statements are not an acceptable form of receipt.
To facilitate processing time, please include the relevant A8 number of the Travel Claim Form.
NB Wherever practical, all claims must be lodged against the A8 within 2 weeks of completion of travel.
The University currently has a contract with New England Travel Centre as Travel Manager, for the provision of all domestic and overseas air travel. The University currently has in place a preferred airline agreement with Qantas, for both domestic and overseas travel. Wherever practical, University personnel are required to take advantage of this and travel with Qantas. In order to maintain this agreement, our current Travel Manager, New England Travel, has been instructed, wherever practical, to promote Qantas. Accommodation can also be booked through the Travel Manager or the National University Travel Consortium (NUTC) web site. Wherever possible, all travel should be booked through the University's Managers.
Staff are requested to use the University's Travel Manager.
Staff should not normally be required to pay for airfares, except in exceptional/emergency situations. Airfares procured outside the above guidelines could result in the traveller being denied reimbursement.
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- A University vehicle must be used for all official University travel. If however, a
Motor Pool vehicle is not available, the Head of the Department must approve
the use of a private vehicle. (See the Motor Vehicle Policy) - An A8 must be completed for all travel outside the Armidale City Area
- Effective from the first pay period on or after 1 October 2008, mileage
allowance (as per the minimum rates under the current University
Staff Award) when using private vehicles is as follows:
Engine Capacity Cents per km
1600 and under 22.29c
1601cc - 2600cc 26.50c
over 2600cc 28.43c
- Please Note: That mileage to Capital Cities or other destinations with a
direct rail route is paid on a set rate equivalent to a return first class rail fare.
- To claim mileage, a staff member should complete a Travel Claim Form
stating the relevant A8 number. The mileage section of the Claim Form
must be completed. The Travel Claim Form should then be forwarded to
the Accounts Payable Section of the Financial Services Directorate.
- Payment of mileage allowance will be processed through the payroll
system in accordance with Australian Taxation ruling. It is advisable
to keep a record of all mileage claimed for taxation purposes. Fuel
costs may be claimed as an alternate to a mileage allowance on
production of original receipts.
- Staff are advised that if using their private vehicle for business purpose
they should ensure that their vehicle insurance policy encompasses such
use, as the University policy does not extend to private vehicles.
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If a hire car is required, this request should be included on the A8. Hire cars may be booked through the University's Travel Manager.
When using a Hire Car, please ensure that the Insurance conditions set out by the Hire Car Company are adhered to.
- Cab Charge vouchers are available from Accounts Payable for taxi fares
- Cab charge vouchers are accepted all over Australia and are completed
similar to a cheque and given to the taxi driver - The A8 number should be written on the Cab Charge voucher
- If a Cab Charge voucher is not used, taxi fares can be refunded
by completing a Travel Claim Form and attaching the appropriate
docket and forwarding to Accounts Payable for processing. Claims
for taxi fares cannot be processed unless the dockets are attached.
- Conference/Registration fees will be prepaid if required. Simply tick
the Conference Registration prepaid box on the A8 form, attach the
completed documentation and forward to Accounts Payable. The
payment will be processed and paid and will be forwarded together
with the appropriate documentation to the Conference Organisation.
- If the Registration fee has been pre-paid by the staff member, a
Travel Claim Form should be completed and forwarded to
Accounts Payable, together with the appropriate documentation for
processing. The A8 number must be included on the claim.
For assistance with the travel booking procedures, reimbursement claims and any special travel or funding requirements contact the Accounts Payable Coordinator on extension X2161.
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The University's International Office must be notified of all official overseas travel one month in advance of the proposed departure date. This notification must contain a copy of the intended travel itinerary. The International Office will then have the opportunity to try to incorporate other official University business to these trips in an attempt to maximize the value added and reduce the overall cost to the University.
An A8 must be completed and approved as previously described (see completion of A8 form).
Airfares - See guidelines as per general travel - New England Travel Centre
Conference Registration - See guidelines as per general travel
Hire Cars - Claims for hire car must appear on the A8. The University's Travel Manager has a vast network of agents, worldwide, offering special deals on hire cars. Hire cars booked by individuals whilst overseas, will be reimbursed by completing a Travel Claim Form and submitting original receipts on their return. Credit card statements are not an acceptable form of receipt. When using a Hire Car, please ensure that there is appropriate insurance coverage provided and adhere to the requirements.
Accommodation
- Claims for accommodation must be shown on the A8 and can be
booked through the University's Travel Manager, paid directly by
Accounts Payable on receipt of an invoice from the accommodation
provider or paid for by the individual and claimed on their return
by completing a Travel Claim Form and submitting original receipt.
Credit card statements are not an acceptable form of receipt. - It is appreciated that the cost of accommodation overseas could
lead to some financial hardship for travellers. In exceptional
circumstances the University may advance staff (where
accommodation can not be prepaid) accommodation costs based
on information supplied by the University's Travel Manager as to
reasonable standards and cost. This advance would need to
be acquitted on the travellers return by completing a Travel
Claim Form and submitting original receipts. Credit card
statements are not an acceptable form of receipt. An alternative
would be to look through the NUTC by paying a booking fee and
paying for the accommodation on a credit card when leaving
the Hotel/Motel.
Incidental expenses will only be reimbursed on the completion of the journey and on presentation of a completed Travel Claim Form together with original receipts. Credit card statements ar not an acceptable form of receipt.
Refer to Insurance Web site
