The University will only pay for actual expenditure incurred on accommodation, meals, incidentals and other items, up to the Reasonable Travel Allowance Rate published by the Australian Taxation Office (standard rates).
Staff may pay for expenses incurred while travelling as follows:
- Using a University purchasing card, either for direct payment or, where necessary (and pre-approved), for withdrawal of cash advances; or
- By cash advance paid before commencement of travel, based on a costed itinerary; or
- By reimbursement at the end of travel
The traveller must acquit all expenses in accordance with the Purchasing Card Procedures and Travel Policy.
International travel expenses
There are two methods of payment and acquittal for international travel.
Actual costs and purchase card
- The University will meet the actual costs incurred by the traveller up to the standard rates.
- The traveller must acquit all expenses in accordance with the Purchasing Card Procedures and Travel Policy.
- Where the traveller has been provided with a University purchase card, this method will be used as the easiest payment method
Certain travel items may not be covered by the University. These include:
- Tips, unless tipping in the traveller’s destination is expected and customary, and has been approved in advance as an anticipated travel expense by the authorised person.
- Airport lounge costs and/or memberships, unless approved in advance by a Senior Executive Team member (or, in the case of travel by the Senior Executive, by the Vice-Chancellor) on the basis that it represents an appropriate expenditure for the University, taking into account position requirements and regularity of travel. Lifetime memberships may not be approved at any time.
- In-house movies.
Fringe Benefits Tax and private travel
The University may incur Fringe Benefits Tax (FBT) liabilities on travel when private and business travel are combined, or where substantiation requirements, such as travel diaries, are not met.
Staff must refer to the Combining Business and Private Travel Procedures if proposing to add a private travel component to University travel, and pay particular attention to the acquittal/record keeping requirements specified in the Purchasing Card Procedures and Travel Policy.
The reasonable amount for meals depends on the period and time of travel. That is, the reasonable amounts only apply to meals (that is, breakfast, lunch and dinner) that fall within the time of day from the commencement of your travel to the end of your travel that is covered by the allowance. For example, if you leave at 10.00am on Monday and return home at 3.00pm on Tuesday you can apply the reasonable amounts for lunch and dinner on Monday and breakfast and lunch on Tuesday.
The reasonable amount for incidentals applies in full to each day of travel covered by the allowance, without the need to apportion for any part day travel on the first and last day.