Travel

1. Overview
2. Class of Travel
3. Travel Agent
4. Travel Profile
5. Domestic Travel Procedure
6. International Travel Procedure
7. Reimbursement of Travel Expenses


1.  Overview

The travel guidelines cover travel on University business including air travel, accommodation and car hire.  Approval for travel expenditure must be in accordance with the financial delegations.  


2.  Class of Travel

Air travel must be economy class unless otherwise approved by the Vice-Chancellor. 


3.  Travel Agent

Campus Travel is the authorised University Travel Agent for all travel bookings.  Under the corporate airfares agreement between the University and Qantas, generous discounts (including web-based airfares) are provided when booked through Campus Travel.

Campus Travel
Ph: 1300 555 062


4.  Travel Profile

A travel profile is completed when a staff member first books through Campus Travel

The travel profile compiles valid information such as contact details and the details of any delegated person who can book travel on behalf of the staff member.  It also includes relevant details such as the staff member’s default cost code, supervisor name and any specific requests or medical conditions that may impact upon travel arrangements.  These details are automatically generated on any booked travel.  Should the travel relate to a different cost code, the staff member quotes the alternate cost code to Campus Travel when making the booking.

5.  Domestic Travel Procedure

Staff members (or designated personal assistants in the case of executive staff) contact Campus Travel by phone, email or via the Campus Travel Web Site to book airfares, hotel accommodation or car hire. Campus Travel  utilises information from the travel profile  of the staff member for the booking.  The staff member quotes a cost centre if the cost is not being charged to their designated cost centre.  The name and contact details of the staff member’s supervisor are also confirmed before the booking is generated.  Campus Travel  ensures the most cost effective bookings in line with the staff member’s requirements.  Once booked and confirmed, Campus Travel  emails both the staff member and the nominated supervisor with an itinerary confirming the travel arrangements.  These details include dates, class of airfare, accommodation and pricing.  A copy of this email is sent to the staff member’s supervisor.  Should the supervisor wish to question any component of the booked travel, they should first discuss the matter with the relevant staff member and if necessary, contact the Finance Office (Melbourne).  Should the travel not be queried, the associated travel costs will appear on the supervisor’s future month end report.

To cancel or vary travel arrangements, the staff member notifies Campus Travel direct. Campus Travel will then confirm a revised travel itinerary or cancellation via email. A copy of this email will be sent to the Finance Office (Melbourne).


6.  International Travel Procedure

All staff require approval before travelling overseas.  This includes travel to international conferences and for any other travel where the staff member is to be covered by University insurance. If the trip has a private travel component, the traveller should contact the Insurance Manager.

For Academic staff, the International Travel Authorisation Form – Academic Staff   is completed and sent to the:-

  • Head of School or Cost Centre for approval; and 
  • Dean or Director for approval; and
  • Pro-Vice-Chancellor (Academic Affairs) for endorsement; and
  • Pro-Vice-Chancellor (Research and International) for approval.

For Administrative staff, the International Travel Authorisation Form – Administrative Staff  is completed and sent to the:-

  • Supervisor for endorsement; and
  • Relevant Core Planning Group Member for approval.

The approved form is then faxed to the Finance Office (Melbourne) on (03) 9495 6096, where an ACU Travel Order number is issued to the staff member.  The ACU Travel Order number and relevant cost centre is then supplied by the staff member to Campus Travel, who will proceed with booking their international travel arrangements. Once the travel has been booked and confirmed, Campus Travel  emails the staff member with an itinerary confirming the travel arrangements.  These details include dates, class of airfare, accommodation and pricing.

To cancel or vary travel arrangements, the staff member notifies Campus Travel direct.  Campus Travel will then confirm a revised travel itinerary or cancellation via email. A copy of this email will be sent to the Finance Office (Melbourne).

Should the supervisor wish to question any component of the booked travel, they should first discuss the matter with the relevant staff member and if necessary, contact the Finance Office (Melbourne).  Should the travel not be queried, the associated travel costs will appear on the supervisor’s future month end report.

Executive staff may delegate authority to book international travel or accommodation on their behalf to their respective assistants.

For further guidance on international travel by Academic staff, refer to Pro-Vice-Chancellor (Research and International) guidelines for International Travel for Academic Purposes Including Conference Leave


7.  Reimbursement of Travel Expenses

A staff member should not be out of pocket as a result of incurring actual expenses associated with the carrying out of University business where such expenses are reasonable and have been approved by the staff member’s supervisor prior to expenditure.

All requests for payment or reimbursement of costs associated with University-related travel will require the following documentation to be forwarded to the Finance Office (Strathfield):-

Domestic or international travel in excess of five nights requires the following documentation to be forwarded to the Finance Office (Strathfield):-

A staff member may request a cash advance for anticipated expenses. However, prior notice of five working days is required to transfer the advance to their bank account.  The advance must be acquitted as soon as possible following expenditure by forwarding the following documentation to the Finance Office (Strathfield):-

Unspent funds from a cash advance are repaid to the University. Please note that a cash advance will not be issued if a previous advance remains outstanding.

Schedule 1 to the Personnel Relations Policy – Reimbursement of Actual Expenses outlines guidelines for claiming reimbursement of actual expenses and includes a guide to limits on amounts claimable based on Australian Taxation Office ruling TR 2004/19.   The Schedule covers local and overseas travel and provides guidelines on limits in relation to accommodation, meals and incidental expenses.  Also provided are guidelines on reimbursement of fares and motor vehicle expenses.  It is important that staff members familiarise themselves with the requirements of this Schedule.

 

 

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