(1) These procedures are for official university travel both domestic and international. (2) As travel is sometimes essential for UNE business, UNE supports staff and student travellers by: (3) These procedures are designed to ensure that travellers: (4) These procedures apply under the UNE Procurement Policy, to all (5) This procedure does not apply to individuals or employees of organisations who provide services under contract to the University. Where required, travel provisions of such contract personnel should be set out in the contract. (6) This procedure does not include University employees’ private travel, eg. from home to the workplace, or where travel is required to work from home (where appropriate). (7) The University expects travellers to observe the University’s Code of Conduct when booking and undertaking travel. (8) Travel should only occur when other forms of engagement are ineffective. Teleconferencing and video conferencing may be suitable alternatives. Travellers are responsible for considering the alternatives before committing to travel. Where travel is required, then it should be minimised to ensure only essential travel is undertaken. (9) The person requesting travel and the person approving travel, must both ensure that the proposed travel: (10) All UNE business travel is required to follow a pre-approval process that confirms a traveller’s permission to travel. (11) The FCM Travel Hub includes an online travel approval tool, that incorporates a proposed travel diary as well as capturing information regarding the nature and purpose of the travel and associated justification. The online booking tool includes an online approval mechanism where travel is approved by the appropriate delegate having regard to the nature of the travel. (12) Domestic travel is approved by the relevant Head of School, Director, member of the Senior Executive, or nominated deputy approver subject to budget affordability and grant conditions within financial delegation. (13) International travel is approved by the relevant Dean of Faculty, Director and the relevant Senior Executive subject to budget affordability and grant conditions within financial delegation (Level 1 approval). Nominated deputy approvers must NOT approve international travel, regardless of financial delegation. Once the Dean of Faculty, Director and the relevant member of Senior Executive have provided approval, the travel request will be sent to the Chief Operating Officer for Level 2 approval prior to UNE Insurance to review, providing action and approval for insurance coverage. (14) Approval authorities cannot approve their own travel expenses. The next highest level of delegation in a direct reporting line is required to approve all travel expenses. (15) The Vice-Chancellor and Chief Executive Officer must approve executive management travel. (16) The Chief Financial Officer approves Vice-Chancellor and Chief Executive Officer travel. (17) The primary purpose of any University sanctioned staff travel, must be Official University Business (OUB). (18) Prior to approval of travel, an assessment must be carried out to determine whether a trip is likely to constitute a business trip. A prudent approach will be undertaken when assessing private travel. In instances where there is doubt as to the business or private nature of travel, the University will classify such travel as being of a private nature. (19) University sanctioned business travel, which includes a private travel portion of less than the incidental private travel limit thresholds (detailed in the following section) will be classified as business purpose travel. University sanctioned business travel which includes a private travel portion in excess of the incidental private travel limit thresholds will be classified as Dual Purpose Travel. (20) Dual Purpose Travel may only be approved where the University member pays half of the airfare and all private costs relating to the private travel portion. (21) Payment of the dual purpose travel airfare contribution by a University member must be paid directly to the University’s Travel Management Company, FCM Travel, facilitated by the travel team (une@fcmtravel.com.au) prior to travel commencing. Payment of the contribution should not be via reimbursement to the University. (22) Travel undertaken by a staff member of the University assessed to be primarily for private purposes or dual purpose travel where the staff member does not pay half the airfare, will raise a Fringe Benefits Tax (FBT) liability on the University for the airfare. (23) In assessing the main purpose of travel a number of factors are considered, these include the intended business purpose of the travel in the travel approval request, the number of non-business or private days (annual leave days and time in lieu by agreement) taken during a trip, as indicated in the Travel Diary that has been provided by the staff member for the travel. (24) Student Travel is not subject to FBT. (25) In determining whether private travel undertaken as part of approved University business travel is incidental private travel, the nature of all days during the approved travel must be assessed. (26) Where the number of private travel days (including annual leave days) is less than the private travel limit threshold number of business days, then the private travel will be deemed to be incidental. (27) Where the number of private travel days exceeds the private travel limit thresholds, the travel will be deemed to be Dual Purpose travel. (28) Total trip days are the total number of calendar days from the first travel day at the beginning of the trip, to the end of the trip – including any weekends during the trip and physical recovery days that occur after return. (29) Where the number of private travel days is less than 25% of the total number of trip days, then the private travel will be deemed to be incidental. (30) Where private travel days represent more than 25% of the total trip days, the trip is considered to be dual purpose travel. (31) The nature of the activities undertaken on an approved travel day will be assessed using the following criteria: (32) Travel diaries must be completed before travel for all domestic and international journeys for each traveller. (33) Both business and private components of travel must be reflected in your travel diary. Activity and location must reflect either business or non-business descriptors and any other pertinent information to assist with UNE’s travel tracking through International SOS. (34) Where any non-business travel is undertaken, an applicable leave request (for UNE Staff) must also be submitted to Webkiosk and approved prior to travel booking being finalised. (35) FBT is calculated from the travel diary input using the calculation nominated in the ‘Incidental private travel limit thresholds’ section. (36) FCM Travel is UNE’s travel management company (TMC). (37) Once pre-trip approval has been sought and gained, the traveller can book their travel requirements (flights, accommodation, vehicle hire) through the online booking tool provided by FCM Travel. (38) Travel can be booked by a staff member for themselves, or on behalf of a UNE Guest, Contractor or (39) The FCM Travel Hub provides both an online booking tool (self-book) as well as the option to book using the services of a consultant. (40) The online booking tool is to be used to book domestic travel up to five (5) travel sectors and point-to-point international travel (41) The travel management company must be utilised for domestic travel greater than five (5) travel sectors, complex international and group travel bookings. (42) Where unused airfare credits exist, the FCM Travel consultants will use them to help reduce fare costs with future travel bookings. (43) All associated travel information/documents must be attached to the request to travel in the pre-approval tool. (44) Unless unavoidable, travellers are to book the best fare of the day for flights and to utilise negotiated discount hotel rates. Reasons for booking outside best fare of the day and discount hotel rates out of policy will be requested for all travel, to enable tracking and reporting. (45) Participation in any Frequent Flyer lounge membership or other loyalty programs will not influence the travel agent/travel booker in the selection of a supplier, carrier or fare. (46) Within a 120km radius of Armidale, ground travel only requires a TMS travel booking when a UNE motor pool vehicle is required or a claim will be made eg. mileage allowance or meals. (47) Pre-approved travel in Campus Approve not booked at the time of approval in Online OBT (TR# needed for conference booking, timing requirements, etc.) may be completed in the online booking tool re-launch facility when a booking needs to be completed or amended. (48) All other booking amendments must be made through the FCM Travel, including last minute changes, flight cancellations or missed connections, etc. (49) Travellers are responsible for self-assessing that they are physically and medically fit to travel. In making this assessment, staff are strongly encouraged to seek medical advice and clearance from a doctor for pre-existing medical conditions prior to travelling overseas. Where a pre-existing condition requires medical attention while travelling, the insurer may require medical evidence that you were ‘fit to travel’ upon commencement of travel. Any documentation pertaining to a traveller’s medical status is to be retained by the traveller for use if required. (50) The traveller is responsible for obtaining and paying for their own passport and maintaining their passport status (see Passports and Visas Section of these Procedures). (51) Visas and other customs/immigration requirements relating to the business trip are the responsibility of the traveller and must be sought in a timely fashion. The FCM Travel Hub has a VISA requirement checker for CIBTVisas. Please contact travel@une.edu.au for advice on visa processing. (See Passports and Visas Section) (52) Vaccinations are the responsibility of the traveller prior to travel, including any COVID vaccination required for the travel destination. Any reimbursement is to be negotiated and approved with your travel approver. (53) It is the responsibility of the traveller to comply with UNE’s Code of Conduct and to ensure value for money in booking and undertaking travel. Booking best fare of the day, utilising discount hotel rates and choosing cost-effective ground transport shall promote value for money. (54) The person responsible for travel approval must satisfy themselves that: (55) Travellers must recognise the restrictions and limitations that may be imposed by project provisions when travel is funded from specific projects. (56) You should seek medical advice before travelling any long distance or overseas. The University recommends you also refer to the travel health section of the Department of Foreign Affairs and Trade (DFAT) website and register with smartraveller.gov.au. (57) For travel activities (eg. fieldwork) where the risk levels exceed those found on UNE campuses, you must assess the risks which must be reviewed and approved by your line manager. (58) For travel activities where risk levels are deemed high risk (DFAT level 3) a risk assessment form must be completed by the traveller, approved by appropriate travel approver and also UNE Insurance. (59) You must check the DFAT website (smartraveller.gov.au) for information about international travel destinations before travel is booked to: (60) Where there is concern about safety the University may prohibit or suspend the travel request. (61) The University will provide travel insurance to all University travellers whilst on authorised OUB travel, within the limits of the University’s insurance policy. This insurance covers incidental private travel and OUB weekends that fall within the 25% threshold of private travel – above which the travel is defined as dual purpose travel. (62) For dual purpose travel, the traveller is responsible for ensuring they have private insurance coverage for the private days, including personal weekends. (63) UNE’s travel insurance policy has limitations in terms of coverage for pre-existing health conditions which would result in the traveller not being fit-for-travel. For this reason, travellers should be very careful in declaring that they are fit-for-travel and seek medical certification if there is uncertainty with regard to pre-existing conditions. (64) If travellers have had previous circumstances where they have been required to seek treatment while travelling for a currently pre-existing condition, the traveller should obtain medical clearance to travel from a doctor. (65) Cover in excess of 180 days of travel attracts an additional premium payable by the traveller/School. (66) The standard of accommodation chosen should provide a safe and secure environment. (67) The standard of accommodation chosen should provide a safe and secure environment. (68) The University has engaged the services of an international health and safety service, International SOS (ISOS) that provides the traveller with access to 24-hour expert advice and assistance before you travel, while abroad, and/or in an emergency. Various services include but are not limited to: (69) The services available are contingent on the University being able to report travel arrangements to the service provider and this is dependent on utilising the university travel solution. Membership details and guide will be available for collection from Reception, Finance Strategy and Business Intelligence (FSBI), Ground Floor, T C Lamble Building. (70) Medical or emergency-related costs up to $250: you will need to meet these costs either using your UNE credit card or your own funds and claim a reimbursement upon return. (71) Amounts exceeding $250 will be direct-billed to UNE via ISOS after approval is sought from UNE's authorised representatives. For medical or emergency-related costs greater than $250 contact ISOS in the first instance to manage the process for you. (72) The authorised standard of air travel on University business is economy class except as provided in an individual's employment contract or as approved by Dean of Faculty, or Director and Senior Executive, subject to budget affordability and grant conditions within financial delegation. (73) The University will only pay for excess baggage relating to equipment, items or marketing materials that are required to be carried as part of official business. (74) Loyalty and Frequent Flyer program fees will not be paid by the University. Loyalty and Frequent Flyer points accrued as a result of UNE travel may be used to upgrade to a class higher than that to which the traveller is entitled, or used for other work or leisure travel. (75) Where destinations are not readily accessible by normal commercial carriers and/or it is economical to do so, requests to use charter or personal aircraft can only be authorised by both the Chief Operating Officer and the Manager Treasury (treasury@une.edu.au). (76) Only charter companies registered with CASA or similar regulatory bodies can be used. Multi-engine aircraft are recommended. (77) Ensure quote/s, approval by the Director, Strategic Procurement, a copy of Company's CASA Air Operator’s Certificate and details of aircraft for insurances purposes are attached to the travel booking tool. (78) Where official travel begins in Armidale and the mode of transport is by vehicle, a UNE vehicle is the authorised mode of transport. Should a vehicle not be available or if this is impractical, the convenience and cost/benefit of taxis should be considered for short trips before booking a rental car. (79) Access to a VMS UNE vehicle includes the following: (80) Refer to the VMS website via Campus Services, for rates and vehicle information. All charges for VMS vehicle hire will be billed directly to the nominated cost code allocated in the pre-approval request. (81) Travellers may only seek approval to use a private motor vehicle for travel on University business in exceptional cases where: (82) Where private vehicles are utilised, the University’s insurance policy does not cover the vehicle. Owners are liable for any damage that occurs to the vehicle. Owners should check with their insurance provider to ensure personal policies apply to vehicles utilised for work purposes. (83) Use of a private vehicle can only be authorised by the Dean of Faculty, Director or (84) When completing travel requirements in the pre-approval tool, the waiver must be completed. This will appear once 'private vehicle' is selected as the mode of transport. Travellers must provide copies of their car documentation (rego, license and comprehensive insurance) as requested in the waiver to their Faculty or Directorate. This is also applicable to students undertaking travel for OUB. Should travel be co-ordinated by non-traveller, the co-ordinator should notify the traveller of the responsibilities of the waiver, via email. (85) Staff members using their privately-owned vehicles may claim a mileage allowance of $0.79/km (all size engines). The amount claimed can only be for the business travel component and must not exceed the amount of the cost of the most efficient means of travel if a private vehicle has been selected in lieu of air flight, for example. If there are flights from Armidale to the destination, the amount claimed must equal the cost of the airfare on the day of travelling. (86) UNE staff are not entitled to reimbursement for fuel receipts. (87) Claims for mileage are made via the University's expense management system. (88) All mileage allowance payments are now processed through Finance as an un-taxed allowance, however will still be reported on individual staff member’s annual payment summaries. Staff should keep a record of all official mileage for taxation purposes. UNE takes no responsibility for the preparation of personal tax returns nor liability for such personal taxation matters. (89) Travellers may only claim the mileage allowance equivalent to what it would cost to fly direct from Armidale to Sydney, Armidale to Brisbane on the day of travel, if using a private vehicle. (90) Students are authorised to use private vehicles and others means, where approved. (91) Non-staff who are authorised to use their private vehicles on OUB will also be paid a mileage allowance at a rate of $0.79/km. A 'sundry payment form' is completed, authorised and forwarded to accounts payable for payment. Payment will be made into the nominated bank account of the traveller. (92) The University has arrangements with preferred rental car agencies, being Hertz and Thrifty. (93) Rental cars can be booked through the FCM Travel consultant to receive the lowest negotiated rate. Accept the standard excess for CWD (Collision Waiver Damage) insurance but decline other offers to reduce excess, as the University's insurance coverage will enable a claim to cover these costs should an accident occur. (94) Individuals are expected to refuel rental vehicles before their return to the agency to avoid premium fuel surcharges. Individuals must pay for refuelling with their UNE corporate card. Whenever possible, return the rental vehicle to the same location as collection, to avoid return service charges. (95) Economy or mid-sized vehicles are the standard for rental car hire. If a different type of vehicle is required it should be 'fit for purpose' for the objective of the travel and must be approved. (96) All vehicle accidents and/or incidents involving rental or University-owned vehicles require the immediate reporting of all damage regardless of whether other vehicles are involved. Collisions with animals, fence posts, gates, debris from highway, vandalism, etc. will require immediate notification to the insurance company. If the accident or incident involves other vehicles; third-party driver's/owners name, license plate numbers, driver's license numbers, names and addresses of witnesses should be obtained where possible. Report all incidents to the UNE Manager Treasury (treasury@une.edu.au). (97) Travellers are encouraged to take advantage of hotel shuttle buses and airport buses whenever possible to minimise the cost of transfer. (98) If the cost of transfers is not pre-arranged then the expense should be paid for via UNE Credit Card or personally, with a receipt provided for reimbursement after travel. (99) Where airport shuttles or buses are not available or are uneconomical, travellers are to use taxis or Uber in preference to rental vehicles. Pay with the University credit card and ensure all receipts indicate from/to location and purpose. (100) It is recommended that where possible, a smartphone application is used, which will contain your payment details and reduce the risk of fraud. (101) University travellers may travel First Class rail for domestic travel. (102) University travellers should generally travel economy class on international rail except in a global south country (developing nation) when approved, to travel first class on the basis of safety concerns. (103) Where possible, rail travel must be booked through the FCM Travel Hub. (104) If bus travel is required travellers must refer to the UNE Bus Guidelines for the preferred bus solution. (105) For Bus Guidelines, please refer to the VMS website (Campus Services) and book through FCM Travel Hub . (106) Where changes to approved travel arrangements (including missed flights) are required, the traveller must, as soon as practicable, liaise with the University's TMC to arrange the change. A 1800 contact number for the Campus Travel consultant is located on the Travel Hub and on your itinerary for reference. (107) The FCM Travel consultant will assist and attempt to minimise the cost of any surcharges or penalties imposed by airlines, hotels, etc. The traveller must provide: (108) All changes to approved travel, including changes to budgets, travel destinations and/or duration of travel must be directed through FCM Travel, with all changes monitored via reporting to approving officer. The University will assume responsibility for any surcharge that may be imposed after tickets have been issued if changes in the original travel plans were necessitated by OUB or for other compelling reasons. However, changes of a personal nature or for personal convenience or preference (including missed flights) will be treated as a deviation initiated by the traveller for which the University will not assume responsibility. (109) The traveller is also responsible to account for any adjustments to claimed allowances as a result of the change to the travel itinerary. Additional allowances can be claimed if the itinerary is extended. Alternatively, allowances must be refunded if the change to the travel itinerary has resulted in a reduced allowance claim. (110) UNE does not expect a traveller to be out of pocket as a result of travel on University business. University Credit Cards (UCC), reimbursement or the payment of an allowance for domestic travel to cover meals and incidentals is permitted. However, a combination of these payment methods is not acceptable. (111) UNE will not cover unauthorised or private travel expenses, including for personal weekends, or costs relating to personal activities. (112) Travel services including airfares, car hire and accommodation will be billed to FCM Travel. All incidentals are to be paid for by the traveller using their University corporate card or their own funds, with reimbursement post-travel. (113) University staff can request a daily allowance for domestic travel to cover the cost of meals for travel which extends overnight. This may be claimed upon completion of travel. As the allowance is paid in accordance with ATO guidelines for 'reasonable' travel expenditure, a detailed acquittal of expenditure is not required. Travellers cannot claim any expenditure in excess of the allowance amount as this would be deemed to be 'unreasonable' expenditure. When meals are provided free of charge, included in accommodation charges, conference charges or air and rail passage, no claim will be permitted. The allowance request must be submitted through the University's expense management system and approved by the traveller’s authorised approver before payment can be made. Payment will be made in a weekly payment schedule based on the timeframe when the claim is submitted and approved. (114) Where the University corporate card has been used to pay for meals and incidentals, the traveller must not claim a reimbursement or allowance (see UNE Academic and ELC Teaching Staff Enterprise Agreement, or UNE Professional Staff Enterprise Agreement, as appropriate). (115) For OUB travel, reimbursement upon return from travel is available to a traveller to cover meals and incidentals where the University credit card or appropriate allowance has not been utilised. (116) Reimbursement requests can be submitted through the UNE Zeno Expense Management System, ensuring receipts are scanned and attached to evidence spend. This excludes travel under the Special Studies Program (SSP). (117) Your University credit card is the primary payment method for travel expenses, other than airfares, accommodation and vehicle hire (please refer to the UNE Credit Card Procedures). Staff members who frequently travel are required to hold a University credit card to facilitate the payment of travel expenses and must apply for and receive a University credit card in accordance with the UNE Credit Card Procedures. (118) In circumstances where payment is to be made for group expenditure, the most senior official should use their University credit card to settle the account and acquit the expenditure accordingly. (119) Due to the provision of University credit cards and allowances, there should be no need to pay travel advances. In the limited instances of travel to remote overseas destinations where the traveller is expected to meet non-travel-related expenditure (such as research or grant-related expenditure) a travel advance may be requested through the Zeno expense management system. Acquittals are to be processed against the advance group that will be automatically created, any over or under spend will be identified and managed through the system. (120) Non-staff members are only able to claim travel-related expenses via a reimbursement, and only for those items not previously paid directly by other means. A claim for reimbursement is made with a 'sundry payment claim form' and sent to finap@une.edu.au. (121) Prohibited travel expenditure items, are: (122) For OUB international travel, two methods are available to a traveller to cover meals and incidentals: (123) Allowances for meals will not be paid for international travel; travellers should use either method outlined in clause 122 above. (124) Travellers are expected to manage costs appropriately when providing hospitality or entertainment for guests and visitors. Entertainment and hospitality costs must be authorised by the Cost Centre before being incurred. Hospitality and/or entertainment must at all times have a clear purpose for University business. (125) Entertainment expenses are charged to the University issued credit card and must be acquitted in accordance with the Credit Card Procedures. (126) Any amounts for part-day travel will be determined with reference to the time a journey is commenced and completed using the point of departure and arrival as reference. (127) Any amounts incurred in excess of the established rates will be considered personal, will be recovered from the traveller, and reimbursed to the University. (128) When meals are provided free of charge, included in accommodation charges, conference charges or air and rail passage, no claim will be permitted. (129) Domestic daily accommodation and incidental rates in Australian city and regional centres (with the exception of meal allowances, addressed at clause 132 of these Procedures) are outlined in Tables 1-5 of the Australian Government’s ATO Taxation Determination Tables. These tables are based on an employee’s annual salary, and are updated annually. They provide reasonable rates when planning travel within Australia on approved University business. These rates should only be exceeded in an exception, eg. where the traveller, OBT or the travel management company is unable to secure accommodation due to special events, a short notice booking, clauses forming part of the traveller's contract or remote location. (130) Tables 6-9 at the ATO Taxation Determination Tables, outline rates for meals and incidental costs incurred in international countries. These tables are also based on an employee’s annual salary. They provide reasonable rates when planning international travel on approved University business. These rates should only be exceeded in an exception, eg. where the traveller, OBT or the travel management company is unable to secure accommodation due to special events, a short notice booking, clauses forming part of the traveller's contract or remote location. (131) Meals not paid for by corporate card during domestic travel can be claimed under meal allowances. (132) Domestic meal allowances are paid upon return from travel and are to be managed by the traveller in the expense management system. Staff are to ensure that they only claim meals that fall within their travel time eg you must be travelling/absent over the meal period time. Breakfast 7am; Lunch 1:30pm; Dinner 6:30pm (133) Refer to clause 132, and ATO Taxation Determination Tables to determine reasonable cost limits for accommodation, meals and incidentals. Taxation Determination TD 2020/5 describes the current reasonable limits (134) Airbnb is now an approved booking channel for corporate travel at UNE. Airbnb can be accessed via the Airbnb tile on the UNE Travel Hub webpage. Airbnb for Business allows travelers to search and reserve lodging for business trips when a hotel reservation may not be logical (i.e. long-term stays, relocation, group accommodations, the city is sold out or very compressed). (135) Airbnb provides 24/7 premium support for all business travelers, including assistance with check-in, cancellations, and rebooking if there is an issue with your original selection. The platform also allows Strategic Procurement to gain access to data and reporting and the ability to use a traveler locator map for safety purposes (136) The University recognises that there are times when staying with family or friends is a preferred option for travellers on University business. This is acceptable and encouraged by the University provided that overall work performance is not affected by any discomfort or inconvenience created by the home visit. (137) It is also acceptable in these circumstances to take hosts to dinner using allowance value only but not expended on meals and incidentals being provided by the host at their home during the stay. (138) Providing the University with accommodation details will assist UNE in contacting the staff member including in emergency situations. Noting that if these details are not available, then the University's only means of contacting a staff member will be via the contact information provided in the travel booking. (139) Travel time, including time spent waiting for connecting flights for University-related travel, is deemed to be time spent on University business. (140) OUB also includes unavoidable delays between business activities (eg. delayed conference/meeting commencement, delayed flights). (141) Where travel is overseas and the traveller is entitled to a recovery day (ie. flight time of more than 12 hours) it will be considered a business day when calculating the private component of total travel time. (142) Time in lieu for a lost weekend day or public holiday can only be taken if it would be lost to travel assuming no private travel component. Time in lieu should be taken by mutual agreement between the supervisor and the employee. (143) A day shall be counted as business where University business is undertaken for a period exceeding three hours of the day, not including meal or rest breaks. (144) Weekends away between days conducting UNE business are not eligible for time in lieu claims. (145) This flexible working arrangement while on OUB is upon mutual agreement between the supervisor and the employee. (146) It is the responsibility of the traveller to ensure that they possess a valid passport. Passports are considered personal in nature and the University will not reimburse costs associated with acquiring and maintaining a passport. (147) It is the responsibility of the traveller to ensure they comply with the taxation and visa requirements of their destination country. (148) A third party professional visa service will assist travellers to manage their application for visa, should one be required for the traveller’s destination. Visas can be applied for via travel@une.edu.au or an application package available from Strategic Procurement. Submissions will be managed and visas returned to Strategic Procurement by the third party for collection by the traveller. (149) The University will only pay for the cost of visas for countries to be visited while undertaking UNE business. (150) Where a staff member is approved to 'work from home' (by appropriate People and Culture staff) this does not represent OUB. For a travel request to be approved and travel insurance provided, it is on the basis that the travel must occur to achieve the business outcome. If the work is the staff member's substantive work, then a travel request should not be raised. (151) A single TR can be raised for a group travelling on an identical itinerary in FCM Approve. A group TR can be created in FCM Approve by clicking ‘Raise Travel Request’ on the FCM Approve dashboard and then selecting ‘Group’ under ‘Who is travelling.’ You must allocate a lead traveller or UNE staff member responsible for the group travelling. You are then able to list all members of the group when prompted on the form to list any other travelers accompanying you. All travellers should be listed on supporting documentation and risk assessments as well as on the TR form. Once a group TR is approved, you get quotes or make the booking in the following way: (152) A single TR number can be raised if all travellers are travelling on the same itinerary and the trip is being paid by UNE from the same cost centre/project. A separate TR is required if the itinerary is different or an individual has to pay for the travel. For example, if one member of your group departs from a different location or deviates from the collective itinerary in any way, that person will require their own TR. A template can be made from the group TR and modified for any members requiring an individual TR. (153) When organising group travel, consideration must be given to the number of staff travelling on any one method of passage at the same time, for reasons including but not limited to confirmation that coverage for group travel is in place and the impact of business continuity is considered should an accident occur. Where a large group of travellers are on the same itinerary, an additional premium may be payable (contact insurance@une.edu.au for clarification). (154) All group travel over 10 persons bookings must be facilitated by FCM Travel consultants. Contact details are located on the FCM Travel Hub web page. Payment for group travel bookings will be invoiced to UNE Finance and requires no credit card payment at the time of booking. (155) For all group travel on all domestic and international journeys, travel diaries for each traveller must be completed before travel. (156) Both business and private components of travel must be reflected in each travel diary. Activity and location must reflect either business or non-business descriptors and any other pertinent information to assist with UNE’s traveller tracking through ISOS. (157) The University does not reimburse travel expenses of an accompanying traveller unless there is a bona fide business, compassionate or medical purpose for an accompanying spouse or individual, and a senior executive has approved it. (158) UNE does not provide travel insurance coverage for accompanying travellers. (159) The Procedure Administrator, the Chief Financial Officer, pursuant to the University's Procurement Policy, makes these Procedures. (160) (161) These Procedures operate as and from the (162) Previous Procedures relating to Travel are replaced and have no further operation from the (163) ATO - Australian Taxation Office (164) Best Fare of the Day - The most direct and economical airfare available at the time of booking via the University’s approved travel suppliers and systems, while also meeting the business requirements of the UNE traveler (165) DFAT – Department of Foreign Affairs and Trade (166) Domestic Travel – All travel within Australia (167) Dual Purpose Travel – Occurs when a trip includes both a University travel component and a private travel component (168) Expense Management System (EMS) – all expenses, including reimbursements, allowances and credit card expenses must be processed through the EMS (169) Fringe Benefits Tax (FBT) – A tax payable by the University on the value of certain benefits provided to their employees, or to associates of those employees, in respect of their employment (170) Group Travel – a group of 10 or more travelers travelling on the same itinerary in FCM Approve. (171) Insurer – Chubb Limited (172) International SOS – is the University’s Medical & Travel Security Assistance Service (173) International Travel – All travel outside Australia (including New Zealand) (174) Mileage Rate - includes all costs associated with the use of the privately-own vehicle (175) OUB - is official university business and does not include any travel/activity/itinerary variation added for private purposes (176) Private time - Time taken during normal working hours during a period of travel to pursue activities or interests that are not official university business (177) Receipts – a written acknowledgement of having received a specified amount of money for a good or service. All claims for reimbursement of expenses must be supported by receipts. (EFTPOS slips are not acceptable) All transactions incurred on the University Corporate Card must be supported by a tax invoice/receipt (178) Restricted Areas – Any country or region where the threat to the health & safety of the University Traveler is considered high. DFAT Level 3 travel requires a ‘Risk Assessment Form’ to be attached to the booking, which is used for obtaining insurance coverage. Travel to DFAT Level 4 countries is not permitted (179) Tax Invoice – A receipt that contains sufficient information to enable the following key items to be readily identified: (180) Travel Allowance – An amount calculated in accordance with the Australian Taxation Office (meals and incidentals) rates or an agreed amount to cover expenses that will be incurred (181) Travel Diary – an upfront diary which needs to be completed by travelers who undertake official university business (182) Travel Hub – the travel portal located on the UNE website housing all necessary travel tools and information (183) UNE Traveller – Any person who travels on approved University business or who travels as an approved representative of the University (184) UNE Vehicles - includes vehicles provided as part of a salary package but excludes vehicles under salary sacrifice arrangements (185) VMS – UNE Vehicle & Mechanical ServicesTravel Procedures
Section 1 - Overview and Scope
Section 2 - Procedures
Code of Conduct
Part A - Planning and approving travel
Deciding to Travel
Value for Money
Approval to Travel
Pre-Approval Process
Determination of Purpose of Travel
Determination of Incidental Private Travel
Incidental Private Travel Limit Thresholds
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
1.Travel
2.Travel
3.Business weekend
4.Personal weekend**
5.OUB
6.OUB
7.OUB
8.OUB
9.Private**
10.Personal weekend**
11.Personal weekend**
12.Private**
13.Private**
14.Private**
15.Private**
16.Travel
17.Travel
18.Recovery
Assessment Criteria for Travel Days
Travel Diary
Part B - Booking Travel
Booking Amendments
Part C - Responsiblities
Responsibility of Traveller
Responsibility of Travel Approver
Project Conditions
Part D - Health and Safety While Travelling
Health
Domestic travel risk assessment
International travel risk assessment
International travel safety
Insurance
Domestic Accommodation, Meals and Incidentals
International Accommodation
Emergency Situations Overseas
Part E - Air Travel
Class of Travel
Excess Baggage
Club Memberships and Frequent Flyer points
Charter Flight
Part F - Ground travel
Vehicle and Mechanical Services (VMS)
Private Vehicle
Rental Cars
Accidents
Hotel Shuttle and Airport Buses
Taxis and Uber
Rail Travel
Bus Travel
Part G - Changes to Travel Arrangements
Part H - Travel Expenses
Payment for expenses
Allowances
Reimbursements
Credit Cards
Travel Advances
Payment of Expenses for Non-staff
Prohibited Expenses
International Expenses
Entertainment Expenses While on Official Travel
Other Expense Claims
Accommodation, Meals, and Incidentals
Domestic
International
Meal Allowances
Daily Total
$100.06
Breakfast
Lunch
Dinner
$23.55
$29.43
$47.08
Reasonable Cost Limits
Airbnb
Staying with Family and Friends
Part I - Additional Travel Guidelines
Travel Time
Time Off In Lieu
Passports and Visas
Working From Home
Group Travel
Accompanying Travellers
Section 3 - Authority and Compliance
Section 4 - Definitions
• The Supplier’s identity and Australian Business Number (ABN)
• The nature of the sale
• The amount of GST payable
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Incidental Private Travel algorithm:
Private travel days / Total trip days = < 25%
As an example of dual purpose travel, a staff member travelled to London on Thursday 1st of May and arrived Friday 2nd May to attend a conference that commenced on Monday 5th May. The conference ended on Thursday 8th May, but the traveller extended their stay until the 15th to visit family. The return flight commenced the 16th and arrived back home on 17th. The following table shows a calendar of the trip, where private days are identified as follows **. The total number of trip days is 18, and 5 of these are private days. As 5/18 is greater than 25%, this is defined as Dual Purpose Travel.
Domestic Meal Allowances under
Enterprise Bargaining
(updated 1 July 2021)
For the purposes of this Procedure the following definitions apply.