Finance & Business Services
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Finance & Business Services
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Policy and Guidelines for Travel
Objectives of the Travel Guidelines
1. Preferred Travel Suppliers The University has negotiated preferred travel agreements with Qantas Airways, who will provide air services, and Amex, who will act as the University’s travel manager. These agreements commenced on 1 December 2007 and American Express on 2 October 2007, and offer substantial advantages to the University and its travellers. To realise these benefits, all travel, accommodation and related travel services should be booked through the University’s preferred travel management company, Amex. (refer Preferred Travel Suppliers) The appropriate delegate or agent must give prior approval for the use of other travel suppliers. If staff seek alternative quotes from other travel companies, it is recommended that unless there is more than $100 dollar difference between the quotes they should still use the preferred travel supplier. It should be noted that reservations made through other sources would:
The University has negotiated with Qantas Airways to provide competitive rebates that are only available through the preferred travel manager, Amex. Amex will assist at all times to offer the ‘best fare’ available at the time of booking, and where applicable (international only), will provide two quotes. Where forward notice of the journey and its duration enable discount fares to be obtained, travellers and staff should book in such a way as to take advantage of these discounts. Travellers should be aware that all airfares are subject to alteration and currency fluctuation prior to ticket issue. To avoid fare increases travellers should advise Amex to issue their tickets immediately. Staff must advise Amex and the appropriate Business Office of any amendments or if they do not intend to use the issued airline ticket (electronic or paper). Paper tickets must be returned to Amex in order that the refunds can be processed. It is the responsibility of the traveller to advise Amex when a confirmed reservation is not required (ticketed or non-ticketed). Travellers should note that cancellation penalties are detailed on itineraries. Any person who is travelling on official travel must have prior approval from the appropriate delegate or agent to be absent from the University. All travel must be approved in order to qualify for cover under the University’s Business Travel Insurance Policy. (refer Staff Absences Policy) (refer Booking Procedures) All travellers should normally travel economy class by the most direct and feasible route. Travel at the business class rate may be approved in special circumstances having regard to the purpose and timing of the journey. The appropriate delegate or agent must approve such travel. (refer Standards of Air Travel Policy) Staff are allowed to use benefits from Frequent Flyer points for other than official purposes when they arise out of official travel. However, staff should consider applying the benefits to the University. Frequent flyer memberships should not influence travellers to select a flight that is not the lowest priced nor the most direct flight available. http://info.anu.edu.au/Policies/_DHR/Policies/Frequent_Flyer_Schemes.asp Group and Conference Travel Amex has a dedicated team that will organise Group and Conference travel. Group travel can attract significant discounts and should be arranged wherever possible through the University’s preferred travel suppliers. (refer Group and Conference Travel) Travellers and travel administrators should note the following when making airline bookings with American Express: Passport
Visas
Qantas Club Membership As part of the preferred travel arrangement with Qantas Airways, staff are eligible to apply for corporate membership of the Qantas Club. The purchase of Qantas Club membership is at the discretion of the appropriate delegate or agent. However, it is recommended that for most circumstances a one-year membership be purchased. (refer Qantas Club) It should be noted that it is the responsibility of the Frequent Flyer member to update their Qantas travel profile. Amex cannot update profile information because it is protected for privacy reasons by a password known only to the individual member. Amex will provide electronic tickets (E-tickets) for Domestic travel and in some circumstances E-tickets can be arranged for International travel. Travellers should provide photo ID when ‘checking-in’ at the airport. Where paper tickets are issued for International travel they will be delivered to pre-arranged delivery locations within the University. In emergency situations Amex will arrange for the tickets to be collected at the airport or delivered by an overnight courier. Fees may be charged by either Amex or the airline. All travellers booking through Amex must have a completed profile on the Amex booking system before Amex can process a booking request. Travellers will need to register on the University's online booking system (Cliqbook) and then complete a personal profile on that system. (refer Booking Procedures) Travellers should ensure they have their tickets issued by Amex before contacting an airline for an upgrade. Hotels/Motels The University does not have any preferred accommodation agreements. However, the University is eligible for government rates for accommodation in various hotel and motel chains. Staff are encouraged to book their domestic and international accommodation with the preferred travel manager, Amex, wherever possible. Amex will seek a University Visa Purchase Card number or a personal credit card number to secure the accommodation. Some hotels will not confirm a reservation unless a credit card number is given as a guarantee. Accommodation cannot be charged to the Amex Business Travel Account. Cancellation of Hotel Reservation It is the responsibility of the travellers to advise the appropriate Business Office, Amex, or the hotel, if they do not intend to utilise their hotel reservation. The hotel cancellation policy will be detailed on the itinerary. Reimbursement/payment arrangements will depend on whether the travel is being fully funded by the University. If the travel is fully funded, the traveller will need to determine, in conjunction with the appropriate Business Office, whether they are entitled to:
Motor Vehicles The University does not have any preferred arrangements for car hire. However, staff are entitled to government rates and hirers need to quote booking numbers when booking a rental car. Travellers should ensure that they receive the ‘best quote’ of the day. (refer Finance and Business Services - Rental Vehicle Information) The University’s Travel Policy does not provide cover for damage or loss of rental motor vehicles. Travellers are therefore responsible for ensuring adequate insurance against damage and third party liability at the time of vehicle rental, both within Australia and overseas. Misuse of the vehicle or use outside the terms and conditions of the rental agreement may result in personal liability. If however, the rented motor vehicle is involved in a collision while under the control of the authorised traveller, or if the rented motor vehicle is stolen or damaged, the policy will cover the rental Motor Vehicle Excess (Collision Damage and Theft Waiver) that the Insured Person is liable for, up to $AUS5,000. Therefore there is no requirement at the time of hiring to purchase extra cover in order to lower the amount of the Collision Damage and Theft Waiver. The delegate or agent can only provide approval for the use of private vehicles where satisfactory evidence is provided of the following:
Staff who use their own private vehicle are entitled to claim for mileage rates as specified by the Australian Taxation Office. This payment is made through the University’s payroll system and will be shown on the staff member’s payment summary as a non-taxable allowance. When evaluating whether the travel should be either via air or private car it is usual to only pay mileage rates to a maximum of a reasonable equivalent airfare, or equivalent 1st class rail fare. Taxis and Public Transportation The cost of taxis used in connection with official travel will be reimbursed in accordance with payment procedures. The University Visa Purchase Card is accepted by most taxis and should be used, if possible, in preference to cab vouchers. If cab charge cards or vouchers are used, staff should retain all documentation for their appropriate Business Office. Sponsored funds used for Domestic and International travel should be used in accordance with University policies. The funds should be used responsibly and in such a way as to realise the best economies and maximise benefits to the University. All University staff and students, as well as any other person whose cost of travel is fully paid for by the University, travelling on official University business are covered by a Business Travel Policy for overseas travel (24-hour continuous cover) and travel within Australia (including authorised field trips). Travellers must ensure full compliance with the University’s travel insurance policy. (refer Finance and Business Services - Business Travel Insurance) The American Express BTA system is a centrally billed/centrally paid payment method for funding airfare transactions. This is the prescribed method of payment for air travel purchased from Amex. Business Offices will manage the payment of the BTA statements. Staff should ensure that all relevant approvals (including an Authority to be Absent) are forwarded to the appropriate Business Office. (refer Business Travel Account) The use of the University Visa Purchase Card can provide regular travellers with significant benefits including:
The card can be used for all travel related expenditure (though not airfares booked through Amex) such as:
Staff should seek more information from the appropriate Business Office in regard to their Purchase Card policy. It is important that if a University Visa Purchase Card is used that a sales voucher and tax invoice authorised by the Cardholder must be retained for each purchase to facilitate matching of transactions. (refer Finance and Business Services - University Visa Purchase Card). Use of University Visa Purchase Card - Accommodation Amex will request a University Visa Purchase Card number in order to secure accommodation. Some hotels will not confirm a reservation unless a credit card is given as a guarantee. Accommodation cannot be charged to the Business Travel Account. (refer Accommodation) Other Options for Payment of Travel Expenses Human Resources and/or Finance and Business Services provide guidance on the processing of work related travel payments to staff and the obligations of the University with respect to Payment Summaries, tax instalment deductions and record keeping under Income Tax and Fringe Benefits Tax (FBT) Legislation. Staff will need to discuss with the appropriate Business Office as to how travel payments are treated. It is recommended that travel reimbursements should be made through direct cost recovery to a maximum of the rates outlined in the Australian Taxation Office Reasonable Allowance Limits, based on the provision of appropriate receipts/tax invoices. In determining whether an expense is reasonable, managers should consider the purpose, specific circumstances and total costs of trips, including accommodation, taxi fares, meals etc. However, areas may determine that advances or allowances up to a predetermined rate are more appropriate. Direct Cost Recovery/Reimbursement Reimbursement is based on the provision of receipts/tax invoices, to a maximum of the rates outlined in the Australian Taxation Office Reasonable Allowance Limits. Reimbursement is made by EFT through the payroll system to the staff member’s nominated bank account. It is not shown on the Payment Summary. Advances can be made to travellers in limited circumstances but must be closely managed. Cash advances must not be used for substantial costs that can be pre-paid (ie. airfares, accommodation, car hire etc). Specific acquittal procedures apply to advances. A travel allowance is a predetermined amount or grant to cover an estimated expense. It is paid regardless of whether the recipient incurs the expected expense. This amount is paid through the University’s payroll system as a non-taxable allowance and will be shown on the payment summary. (refer Finance and Business Services - Travel Payments) or (refer Human Resources – Domestic and Overseas Travel Allowances) It is in the best interests of travellers to retain all travel documentation in order to support reimbursement of actual expenses, acquittal of advances (if any), grant reporting and personal taxation requirements. Travel diaries must be kept for taxation purposes for all periods of travel greater than five nights, both overseas and within Australia. Refer to the following for detailed information: Human Resources - Staff Absences from the University Human Resources – Standards of Air Travel Policy Human Resources – Domestic and Overseas Travel Allowances Human Resources – Use of Private Vehicles on University Finance and Business Services – Business Travel Insurance Finance and Business Services – Travel Payments Finance and Business Services – University Visa Purchase Card Finance and Business Services - Private Travel on Business Trips Finance and Business Services - Travel Diaries on Business Trips
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Page last updated: 27 May 2008 Please direct all enquiries to: FBS Business Solutions Page authorised by: the Director, Finance & Business Services |
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