Travel Guidelines ANU College of Business and Economics

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					                                                ANU College of Business and Economics
                                                Travel Guidelines


The following guidelines and procedures apply to staff, visitors and students undertaking travel on behalf of
the University, regardless of the source of funds.

Approval to Travel

Any person who is travelling on behalf of the University must have prior approval from the appropriate
delegate to undertake the travel and be absent from the University. An Approval to Travel Form (with
quotes, costings, itineries etc. attached to support the anticipated expenses) must be completed and signed
by the appropriate delegate prior to making any travel commitments or bookings. All travel must be
approved in order to qualify for cover under the University’s Business Travel Insurance Policy.

Original copies of all Approval to Travel Forms must be forwarded to the CBE Finance Team and will be
retained for audit purposes. An electronic PDF version will be made available to relevant administrators on
the CBE server at \\rupee\adminunits\CBE-Finance-Schools-share.

All domestic Approval to Travel Forms signed by the Head of School and all Approval to Travel Forms
requiring the signature of the Dean should be placed in the ‘Travel Form’ pigeon hole in the College Office
for processing. This pigeon hole is checked regularly throughout each day to ensure timely processing.
Approval to Travel Forms are not to be delivered directly to the Dean’s Office as this may cause delays in
pre-approval processing.

Approval to Travel Delegations


 Risk Category             DFAT Advice                  Delegate          Form(s) Required
 Domestic Travel           NA                           Head of School              Approval to Travel Form

 International Travel
                           Be alert to your own
            Category 1
                           security
                                                         College Dean               Approval to Travel Form
            Category 2     Exercise caution
            Category 3     High degree of caution

                           Reconsider you need to                           Approval to Travel Form AND Approval for
            Category 4                                   College Dean
                           travel                                             Travel to High Risk Destinations Form

                                                                            Approval to Travel Form AND Approval for
            Category 5     Do not travel                Vice-Chancellor
                                                                              Travel to High Risk Destinations Form



To minimise processing time for international travel the first page of the applicable Department of Foreign
Affairs and Trade (DFAT) Travel Advisory is to be attached to all Approval to Travel Forms. The DFAT Travel
Advisories are updated regularly and are found at: http://www.smartraveller.gov.au/.




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                                                ANU College of Business and Economics
                                                Travel Guidelines

The completed Approval to Travel Form must be forwarded to the Dean for approval at least 5 working days
prior to making any travel commitments or bookings (please note that this 5 days is for obtaining the
Dean’s approval and that the School Office may require travel paperwork earlier than this to arrange Head of
School approval).

Making Travel Arrangements

Air Travel

All airfares (both domestic and international) must normally be booked through the ANU preferred supplier
arrangement. The preferred suppliers are:

     • Campus Travel (International Travel only)
     • STA Travel (International Travel only)
     • AMEX (Domestic and International Travel)

Other airfare suppliers may only be used to book airfares if the cost of the other supplier is less than the
preferred supplier’s quote or if there is another reason for using a non-preferred supplier, in which case the
reason is to be documented on the relevant Approval to Travel Form. If a non-preferred supplier is used
then a quote from the preferred supplier is also to be attached to the Approval to Travel Form.

When travelling overseas a quote from the preferred supplier and a copy of the itinerary must be attached
to the Approval to Travel Form.

Once the Approval to Travel Form has been approved by the Head of School and Dean (where necessary) the
airfare may be booked. If at the time of booking the cost of available airfares exceeds the initial quote by
10% or more then further approval from the delegate must be sought prior to booking.

Class of Air Travel

The Class of Air Travel Procedure lists the ANU staff positions that may travel business class on domestic and
overseas air travel when travelling for ANU business. All other that staff must fly economy class for domestic
and overseas travel unless otherwise provided for in the individual's employment contract as approved by
the Director - Human Resources. Normally a discount economy fare should be sought unless the
circumstances of the travel require more flexible arrangements on flight changes and there is a reasonable
likelihood the penalties involved would exceed the savings made by purchasing the cheaper fare.

A traveller may elect to upgrade from economy to business class using Frequent Flyer points or where the
traveller reimburses the University for the difference in cost (see further details on Frequent Flyer Programs
below).




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                                                ANU College of Business and Economics
                                                Travel Guidelines


Frequent Flyer Programs

Staff wherever possible should redeem Frequent Flyer points earned from University funded travel or any
other business related expenditure for approved official travel. The University has a 'best fare of the day'
policy and staff should not select more expensive fares in order to maximise personal benefits gained from a
global travel program.

Travellers may use Frequent Flyer points arising from official ANU travel for non-official purposes. However,
the College recommends that staff consider applying the benefits to the University.

Frequent Flyer points may be used to upgrade from economy to another class. Travellers must choose the
“lowest logical airfare” regardless of their Frequent Flier Membership. For example, if a traveller purchases
a more expensive economy class airfare in order to upgrade to business class using frequent flyer points
then the College will only pay for the lowest cost economy airfare and the traveller will be required to fund
the difference.


Motor Vehicles

If travelling by motor vehicle then a College vehicle should be used where possible. Only those people who
are authorised to drive a college motor vehicle may do so.

Prior to using a College vehicle for the first time an Application for Authority to Drive a University Vehicle
must be completed and forwarded to the Finance Manager. Any queries relating to the College vehicles
should be forwarded to infrastructure.cbe@anu.edu.au.

Once the travel has been approved, a traveller may elect to use their own private vehicle. An Application to
Use a Private Vehicle for Official University Business must be completed and forwarded to the Finance
Manager or Deputy Finance Manager for approval. Staff who use their own private vehicle are entitled to
claim for mileage rates as specified by the Australian Taxation Office. Please note that for destinations
where an airfare could have been purchased the traveller will be reimbursed for whatever mode of transport
would have been more economical for the College (e.g. if a private vehicle is driven to Melbourne the
traveller may be reimbursed for the cost of the cheapest available economy airfare for CBR/MEL rather than
the applicable cents per kilometre allowance).


Funding Arrangements

Travel expenses will be paid by the University if they are reasonable and necessarily incurred while
undertaking approved travel on University business, and are appropriately documented and within these
guidelines.

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


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                                                ANU College of Business and Economics
                                                Travel Guidelines

A summary of anticipated expenses and budget code must be completed on the Approval to Travel Form
prior to obtaining approval from the delegate as this information then forms the budget for the trip. The
University preference is to pre-pay expenses where possible.

The College supports four methods of payment for travel expenses:

    •    Travel Allowances;
    •    Direct Cost Recovery/Reimbursement;
    •    ANU Purchase Card; and
    •    Travel Advance.

The Head of School has discretion to elect which payment methods his or her School will support.


TRAVEL ALLOWANCES (PER DIEMS)

A travel allowance (TA) may be paid to University staff only where the individual is away for one night or
longer. Travel allowances cannot be paid to visiting fellows or students.

A TA is a pre-determined amount paid to an employee to cover meal and incidental expenses. In the case of
a TA the recipient does not need to provide CBE with receipts. A TA does not cover airport coach or taxi
fares. Airport coach or taxi fares can be claimed as a reimbursement on provision of receipts.

For domestic travel a TA may include any of the following items:

    •    Accommodation;
    •    Meals, and/or
    •    Incidentals.

For international travel a TA can include any of the following items:

    •    Meals, and/or
    •    Incidentals.

TA is paid through the University’s payroll system. If a TA is to be paid then this should be indicated on the
Approval to Travel Form and the Travel Allowance (per diem) Calculator and Pay Code 291-294 Form
completed and attached.

An ANU employee may not claim a TA for an expense (e.g. meals, accommodation etc.) that has been, or will
be met, by the ANU or a third party.

Meals, e.g. breakfast, lunch or dinner, that are otherwise provided for (e.g. airline provides meal, hotel
includes breakfast, meals included in conference registration etc.) will not be funded in the TA. Such meals
should be indicated on the Travel Allowance (per diem) Calculator and Pay Code 291-294 Form.




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                                                ANU College of Business and Economics
                                                Travel Guidelines

Direct Cost Recovery/Reimbursement

Reimbursement is based on the anticipated expenses as detailed in the Approval to Travel Form and the
provision of a Reimbursement Claim Form and original receipts/tax invoices, having regard to the expenses
as detailed on the Approval to Travel Form.


ANU Purchase Card

Staff who have been issued an ANU Purchase Card for the purposes of travel may use it to fund relevant
travel expenses. Please note that ANU Purchase Cards cannot be used for expenses already covered through
the payment of a TA.


Advances

Cash advances may be made to travellers in limited circumstances. Cash advances may not be used for
substantial costs (e.g. airfares, accommodation, car hires etc.) that can be pre-paid by the relevant area of
the College. Where an advance is to be paid this should be indicated on the Approval to Travel Form and a
Request for Advance Form completed. Advances must be substantiated by receipts/supporting
documentation and any unspent funds must be refunded within 15 working days from completion of travel.
The College will pay a travel advance of up to 75% of the estimated expenditure up to $10,000 (for staff) and
$5,000 (for visitors and students). In exceptional circumstances the Dean may approve an advance of more
than $10,000.


Private Travel

Where a staff member is away for more than 5 nights and there is a private travel component of the trip
the FBT Private Travel Calculator must be completed and attached to the Approval to Travel Form. Where
private travel results in a Fringe Benefit Tax (FBT) liability the employee will be required to make a
contribution towards the cost of the travel to reduce the University’s FBT liability to nil. The only exception
to this rule is where prior approval from the Director ANU Human Resources Division, has been obtained to
permit the College to fund the FBT liability arising from a business trip. The private travel provisions do not
apply to visiting fellows or students.

Any queries regarding Private Travel and FBT should be forwarded to finance.cbe@anu.edu.au.


Travel Diaries

All staff who are travelling for approved business purposes and who are away for more than 5 nights in total
(including both business and private travel components) are required to keep a Travel Diary. Completed
Travel Diaries are to be forwarded to the CBE Finance Team within 10 days of return. Failure to do so may
result in further travel not being approved. Travel Diaries are not required from visiting fellows or students.



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                                                ANU College of Business and Economics
                                                Travel Guidelines




Travel Insurance

All travel must be approved in order to qualify for cover under the University’s Business Travel Insurance
Policy. Failure to submit an Approval to Travel Form means that the traveller does not have the approval of
the University to travel which means that a traveller will not be able to claim against the University’s
insurance for losses incurred e.g. loss of property and costs of injury. Further details can be found on the
ANU Insurance Office webpage (refer to the Travel Information Kit and Business Travel Insurance Policy
Schedule).

If the Approval to Travel Form authorises the hire of a motor vehicle the Hire Agreement must include
insurance of the hired motor vehicle. If the nominated driver is involved in a collision or if the rental vehicle
is stolen the ANU travel policy will only cover the Excess Motor Vehicle Rental Waiver up to $5.000.
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.

The Finance & Business Services Business Travel website lists the Rental Company rates and Discounts
offered to the ANU (refer University Travel Resources, Rental Vehicles)

Other Travel Information

ANU Business Travel Portal

Business Travel Insurance

Domestic and Overseas Travel Allowances

FBT Private Travel Calculator

Private Travel on Business Trips

Staff Absences from the University

Class of Air Travel

Travel Diary Proforma

Travel Diary Procedure

Use of Private Vehicles on University Business

AMEX-Cliqbook Online Login

AMEX - Booking Procedure

AMEX Frequently Asked Questions



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                                                ANU College of Business and Economics
                                                Travel Guidelines

STA Travel ANU

Campus Travel




Effective from 15 September 2011 until further notice                                   Page 7 of 7

				
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