Travel

Travel Policy

Policy Code: FN936

Purpose

The University recognises the need for travel on University Business. This policy sets out the University's protocols regarding travel, and details the procedures to be followed by employees, students and any other approved persons undertaking University-supported or official business travel to enable:

  • Clearly defined accountabilities associated with managing travel on behalf of the University;
  • A travel environment, which strives to achieve the highest standard of safety and security for travellers; and
  • Maximised value obtained from University funds, expended on travel.

Scope

This policy applies to anyone undertaking or approving official business travel fully or partially supported by the University for University-related business or study, regardless of funding source. This policy must be read in conjunction with the University's other policies including Delegations Policy, Professional Development Policy, Corporate Purchase Card Policy, Health and Safety Policy, Motor Vehicle Policy and Purchasing & Procurement Policy.

Legislative Context

Definitions

Term Definition
Best available fare The lowest cost fare, taking into account considerations such as safety, comfort, convenience and practicality of schedules, and the extent to which the travel is certain and unlikely to need to be cancelled, changed and/or refunded.
Cash Advance Approved sum of money advanced to the traveller’s bank account, which must be fully reconciled within 30 days upon return from travel. A Cash Advance will exclude a staff member from applying for a Travel Allowance.
Delegation Band Value Limit Table Schedule of delegations as per the Delegations - Contract, Financial, Staffing and Tender Policy
Financial Delegate Officers with the financial delegation to approve expenditure of University funds up to their value limit as reflected in the Delegation Band Value Limit Table.
Fringe Benefits Tax (FBT) A tax paid by employers on some cash and non-cash benefits provided to employees as a result of their employment.
Risk assessment The process of evaluating likelihood and severity of harm arising from a hazard. 
Travel Allowance Approved sum of money paid directly to traveller either prior or post travel. Travel Allowances are issued when travelling to international destinations operating largely under a ‘cash economy’.  Travel Allowances are not reconcilable and amounts paid will appear on the traveller’s Income Statement.
Travel Diary A register of dates, places and duration of your activities and travel captured in the Travel Calculator & Diary. The purpose of a travel diary is to help determine work-related versus private elements of your trip and needs to be produced by the traveller when travelling from home for 6 or more consecutive nights. The determination of the number of nights away commences from when the employee first departs their home and concludes when the employee returns to their home.
University Business Includes travel sanctioned by the University, which supports the University’s teaching, learning, research and engagement activities.
University Funds All funds controlled by the University, including grant money, consultancy earnings, research funding, earnings from entrepreneurial ventures, donations and in-kind contributions.

Policy Statement

  1. The University recognises that travel is often an integral part of the work of the staff and students of the University.
  2. This policy is designed to ensure that the University:
    1. fulfils its duty of care obligations to university travellers;
    2. makes the most efficient use of its resources in the travel booking and expense management process;
    3. maintains accurate records for all travel approval and travel related expenditure;
  3. This policy applies to:
    1. all travel undertaken on behalf of the University or for the purposes of official university business or study, which involves:
      1. any trip from the traveller’s usual workplace; or
      2. an overnight stay.
    2. travel funded by a third party, but travellers are also required to meet any additional requirements of the funding body.
  4. All University staff, students (excluding students requiring travel on a student exchange programs), and affiliates undertaking approved business or study on behalf of the University, must undertake travel in accordance with the Travel Procedure.  Where actions are taken outside or against the Travel Procedure, the University is not obligated to reimburse staff or students for any costs incurred.
  5. Travel approval is required for all travel. Travellers must not under any circumstances authorise their own travel. All travel must be endorsed by a supervisor and pre-approved by the appropriate Financial Delegate (either Dean, Director, PVC, DVC or VC) prior to ticketing in accordance with the relevant Finance Procedures and Human Resources Procedures.
  6. Prior to committing to the expenditure of money, the appropriate authorising Financial Delegate must ensure that the expense:
    • is an appropriate and reasonable use of University funds
    • is subject to available funding
    • complies with all applicable legislation
    • is able to withstand public scrutiny
    • is the most economical and effective outlay for its purpose
    • is appropriate for the effective operation of the University
    • is to be incurred in line with approved University policies and procedures

Please refer to Travel Procedure for further guidance on the above.

Responsibility

The Director, Finance (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this policy and its accompanying procedure/s.

The Manager, Financial Services (as the Policy Sponsor) is responsible for maintaining the content of this policy as delegated by the Approval Authority.

Additional responsibilities are as follows:

Position Areas of Responsibility
Vice Chancellor and President Travel approval for Deputy Vice Chancellors.
Deans / Directors / Deputy Vice Chancellors

Approval for domestic and international travel applications.

Adherence to all travel related policies and procedures.

Financial Delegates

Approval of travel related expenses as per Section 1.1 of the Delegation Band Value Limit Table.

Adherence to all travel related policies and procedures.

Travellers

Arrange and conduct travel in accordance with all travel related policies and procedures.

Risk assessment undertaken as applicable.

Promulgation

The Travel Policy will be communicated throughout the University community in the form of an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved policy.

Implementation

The Travel Policy will be communicated throughout the University community in the form of an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved policy.