Travel Policy for UNSW@ADFA Updated
Effective 1 August 2007
Preamble
This policy outlines the provisions for UNSW@ADFA funding for travel. It does not replace the UNSW administrative procedures for travel and should be applied in conjunction with those procedures.
In an attempt to ensure the spending of Defence Funding (DOD) is happening in a fair and equitable manner, the following guidelines should be used by UNSW@ADFA staff for local and overseas travel.
Heads of School and managers of other cost centres will have discretion on the method used to allocate and approve support for travel by staff and higher degree students but the following provisions will apply across the UNSW@ADFA campus in order to ensure that:
- Travel expenditure against DOD funds at UNSW@ADFA is kept within reasonable limits, and
- Travel allowances are based on reasonable expenditure and are as fair as possible.
Note that where staff are directed to travel they will be subject to the provisions listed below and the Head of School will ensure that the staff member receives sufficient support to cover reasonable expenses associated with the travel.
1. Overseas travel from Defence Funding (DOD)
Anyone travelling overseas should be aware of the |
1.1 Heads of School and managers of other cost centres may propose support for overseas travel from Operating funds subject to the following conditions and any others that may be set by the Head/manager.
1.1.1 Normally the support for overseas travel by a staff member will be limited to a maximum of $4,000 in a calendar year (excluding travel to New Zealand which for funding purposes will be treated as domestic travel).
1.1.2 Staff will only be eligible to receive support to attend an overseas conference if they or a co-author are personally giving a presentation or there are special circumstances. When attending a conference, the conference registration fee will be included in the limit of $4,000. This amount must be acquitted against expenditure in the usual manner.
1.1.3 Support may be provided for airfares provided these are booked through the University's carrier. Excursion and advance purchase airfares must be used wherever possible. This support is included in the limit of $4,000.
1.1.4 Where travel is associated primarily with research and staff members are able to demonstrate that they have made a serious effort to secure funding from other sources, a Head/manager may make a special case for support over $4,000 from DOD funds.
1.1.5 Where the costs of the overseas trip are below $4,000, support will be limited to the level of actual expenditure that may be taken as an allowance or as an advance that is acquitted on return.
1.1.6 Staff will not be eligible for further travel support from Operating and General Funds for overseas travel that occurs during a period of Special Studies Program (SSP).
1.1.7 Overseas travel during a period of internal release may be supported from Operating funds under the terms of this policy provided that in the same calendar year the staff member does not receive support from SSP funds for overseas travel.
1.2 Normally support for overseas travel by higher degree students will be limited to a maximum of $4,000 from Defence (DOD) funds during the candidature .2 Domestic travel from Defence Funding (DOD)
2.1 - Funding support for domestic travel (including travel to New Zealand ) may be approved to meet reasonable costs. (Note that for administrative purposes New Zealand is regarded as overseas)
2.1.1 Normally Staff will not be eligible for further travel support from Operating funds for domestic travel that occurs during a period of SSP.
2.1.2 Domestic travel during a period of internal release may be supported from Operating funds under the terms of this policy.
2.1.3 Where staff are directed to travel domestically they will be subject to the provisions listed below except that the Head/manager will ensure that the staff member receives sufficient support to cover reasonable expenses associated with the travel.
2.2 Transportation
2.3 Airfares
2.3.1 Support may be provided for airfares provided these are booked through the GetThere tool . Excursion and advance purchase airfares must be used wherever possible.
2.3.2 All domestic air travel must be booked through GetThere tool.
2.3.3 Staff are not permitted to pay for domestic air travel with their personal funds and then request reimbursement. No airfares will be reimbursed except on prior written permission from Financial Services.
2.4 Private Vehicle
2.4.1 Where a private vehicle is used, support for vehicle costs will be no more than the most economical fare by public transport (where this exists as an alternative). This has been determined by Senior Management Committee to be $30.00 per 100 km. (DFPP's office can provide staff with a permit for parking free at Kensington.)
2.5 Other Fares
2.5.1 Support for other fares will be in the form of reimbursement of actual costs based on receipts or may be paid by the school or centre directly to the carrier.
2.5.2 Travel is classified as a local trip if the travel is within 2 hours driving of Canberra (see note 1).
2.5.3 For local trips, support for fares and parking will be in the form of reimbursement of actual costs based on receipts.
2.6 Meals & Incidentals
2.6.1 In order to simplify UNSW@ADFA travel, and to reduce the administrative costs associated with travel, where trips involve an overnight stay, staff may receive a per diem at the discretion of the Head of School / Manager without receipts.(see note 2)
2.6.2 Per diem rates are as per UNSW procedures.
2.6.3 No per diem shall be paid for any trip that does not involve an overnight stay.
2.6.4 Where trips do not involve an overnight stay, staff will be eligible to receive support for reasonable and justified expenses incurred during the day at the discretion of the Head of School / Manager. All expenses must be acquitted with full receipts and are subject to meeting UNSW regulations (see note 2).
2.7 Accommodation
2.7.1 Where trips involve an overnight stay, staff have to have accommodation booked and paid for through UNSW / School purchasing card. They will then be paid daily allowances for food and incidentals where applicable in advance at the rates shown in 2.6.2 (No receipts or acquittal will be necessary).
3 Domestic travel from non-Defence
3.1 Travel expenses from non-Defence funds are not subject to this policy. However, such expenses must be within the UNSW Travel procedures. (http://www.unsw.adfa.edu.au/admin/finance/travel/), including achieving best value for money. Where applicable, expenditure must be in accordance with conditions set by the funding bodies.
4 General
4.1 Purchase of alcohol is not permitted from DOD01 funds.
4.2 Payroll tax of 6.85% is incurred on food and incidentals per diem.
4.3 Meal allowance payments made to staff will be by Cheque or EFT using details last provided to Financial Services.
Notes
Note 1 As Occupation Health and Safety requires a driving break after 2 hours
Note 2 University Financial Services regard a "full day travel" as 24 hours. Rates will be apportioned for parts thereof.
To be eligible for reimbursement of or allowance for:
- Breakfast, travel must commence at or before 6:00AM;
- Lunch;
- travel must commence at or before 12:00 noon and finish on or after 1:00PM; or
- travel must commence after 6:00AM and finish before 6:30PM on the same day;
- Dinner, travel must finish on or after 6:30PM.
- Incidentals allowances are only paid for each night of travel.