Travel Policy Part A

Purpose of Policy

The University recognises the need for travel on official University business.  The University is committed to ensuring that travel and related services are procured as cost effectively as possible using the University’s preferred travel suppliers.

Travel expenses will be paid by the University if they are reasonable and necessarily incurred while undertaking approved official travel, and are appropriately documented and within the guidelines of this policy. Reimbursement for travel expenses should be on a cost recovery basis within budgetary limits.

This policy is supported by a set of guidelines that are intended to:

·        ensure clear and consistent understanding of policy and procedures;

·        ensure compliance by the University with all legal (taxation) obligations; and

·        maximise travel funds and enable the University to better manage its annual travel budget.

Scope of Policy

This policy applies to anyone who incurs travel and travel related expenses paid by the University, regardless of the source of funds.  Cost centres may elect to impose stricter controls over travel expenditure than those required by this policy.

Responsibilities and Enforcement

All travellers and those who process travel are responsible for complying with this policy.  Managers who hold a delegation or agency are responsible for ensuring all policies have been adhered to before approving travel and associated expense claims.

  The authorised signatory must verify that expenses meet the following criteria:

·        the travel expense was incurred while conducting University business;

·        the information contained in supporting documentation is accurate and in accordance with this policy;

·        the expenditure is charged to the proper account(s); and

·        consistent reimbursement procedures are followed in accordance with the Finance and Business Services Manual.

Reimbursement for expenses that are not in compliance with this policy requires written approval by the appropriate delegate or agent.  Travellers submitting expenses that are not in compliance with this policy risk delays in processing their claim, or partial or total forfeiture of reimbursement.