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Printable Credit Application Doc document sample
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How to use this Travel Pack Forms Links
(or use this check list for both travellers and Admin Officers) check list
University Travel Policy
When preparing for travel approval, you need to submit:
1 Application for Approval of Absence on Duty and Airline Booking Form w.budget
Staff/Student - i)Absence on duty Form (in this workbook) form
(in rtf format) form rtf
(in pdf format) form pdf
Budget form
ii)Copy of a) Grant budget for staff or
b) HDR Project Support Funds approved plan for students
iii)Conference paper acceptance and/or research collaboration invitation
iv) complete the budget page with the form form
2 Travel Advance/PER DIEMS claim form if required (calculated on your budget sheet) form
or Banking authorization form if necessary form
Conference registration to be paid by Division Credit Card,
preferably to be a 'ready fax page' or 'website link'
3 Travellers must provide personal details and specific requirement (dietary) for registration
Travel Diary (required for all overseas travel or domestic travel over 5 days) if applicable
4 A well constructed itinerary visiting 1 or 2 locations can be accepted as travel diary form
5 Domestic Travel: MQ announcement
Airline Booking: Refer to MQ Announcement and arrange with your Department Admin
Officer to process on-line booking system and submit the traveller profile to the Dept form
Car rental (use purchase requisition form with AVIS) form
2. credit card booking with Budget) form
Complete 1st part of "Use of Private Motor Vehicle" & documents
(must be approved before travel) form
submit the above (1 to 5 where applicable) to Department/Cluster Admin Officer to check
before proceeding to Department Head/Cluster Head's approval. Department Admin Officer
6 will use the designated University Card to arrange booking with University Travel Agents.
Before travelling, ask Department/Cluster Admin Officer for Insurance Emergency Medical
7 Card to take it with your trip, or you can print the information yourself Card
then save this file in your folder for your future claim
How to complete a travel claim after returning:
Acquital of Travel Advance or Travel Claim form
1 Organise your receipts/personal card statement to complete the Travel Claim in this folder
a. Under 30 items (1 page), use 'Travel advance or claim 30 items' or form
b. Between 31 to 60 items (2 pages), use 'Travel claim 60 items' or form
c. Between 61 to 120 items (4 pages), use 'Travel claim 120 items' form
Paste your receipts in blank sheets of paper in chronological order;
write down matching numbers on appropriate receipts;
2 Note the unreceipted items and put in writing the reason of not keeping receipts for claim
Complete the columns of natural code and account number on Non-printable area and click
on both pivot tables to finish calculation (if necessary, ask Division Finance Officer for help
3 in submission )
4 Check your expenses against the travel budget from the saved folder see budget form
University Credit Card Holder should also submit the calculation of each trip expenses in
their University Card to Department Head to check against budget for credit card
substantiation approval. University Credit Card Holders are not eligible for claiming
University approved Daily Rates in their travel.
Travel Diary
5 Complete Travel Diary and make amendment if necessary form
Return unspent travel advance cashier receipt form
6 Complete 2nd part of mileage claim in Use of Private Motor Vehicle form if applicable
Return Travel Claim Form with supporting receipts, or Travel Diary, or Use of Private Motor
Vehicle to Departmental Administration Officers
D:\Docstoc\Working\pdf\299a01a9-ff04-439e-a43e-168414907d60.xls
APPLICATION FOR APPROVAL OF ABSENCE ON DUTY AND AIRLINE BOOKING FORM
STAFF/STUDENT DETAILS
Staff / Student Name: _________________________ Staff / Student Number: _______________________
Faculty & Department: ______________________________ Contact Number: _______________
Period of Absence on Duty: From: / / To: / /
Other associated leave with this travel (Annual Leave, Personal leave): From / / to / / .
(other associated leave to be submitted in HR leave on-line approval system)
Alternative Arrangement for Teaching/ Supervision/Admin/Other duties_ _________________________
_________________________________________________________________________
Supporting documents for travel are attached: (to be checked by Admin Officer in the Department)
Research/Collaboration (invitation letter/email) or Other purposes (to be specified)
_________________________________________________________________________________
Attending Conference(acceptance paper)
Field Work form submitted to relevant Fieldwork Officer
Approved funding. Show copy of available fund and a) Research Grant Budget plan; or b) Faculty HDR
Application approval/leave ; or c) other approval __________________________________________
Travel Budget attached. Total funding requested: $__________ Account No. __________________
Risk Assessment for Overseas travel Destination: ______________________________
Refer to: (http://www.announcements.mq.edu.au/hr/Travel_Advisory_Update & Smartraveller.gov.au)
I confirm that the above travel conforms with University’s Travel Policy www.ofs.mq.edu.au and all expenses will be incurred in accordance
with University Policy.
Staff/Student signature : ________________________ Staff Supervisor (if applicable):__________________
(Date) / / (Date) / /
Travel Approved: signed:___________________________________ Date: / /
Head of Department
__________________________________________________________________________________
AIRLINE BOOKING APPROVAL
Itinerary & Booking Confirmation (If applicable: Booking No. Confirmation No. )
Approved Travel Agent: STA Campus Travel
Departure Date _________________ Return Date _________________ No of Days __________
Destination _________________
Airfare (including taxes) $___________________ Other bookings with Travel Agent $ ______________
(accommodation booking, etc)
Account Name to be charged Account Code Amount
$
$
University Designated Credit Card Details:
Checked & Processed by Credit Card No. ______________________ Amount: ______
Department Administrative Officer
Name on Card ______________ Expiry Date_____
Traveller's Budget/Expenses Log Traveller's Name
Foreign Pre-travel Post-travel Method of
Dates Description Detail Currency budget in A$ actual in A$ Account No. Payment Remark
Conference Registration Faculty C/Card
Airfare Faculty C/Card
to be
submitted per diem =
before travel in 35% of ATO
Per Diem __ days x $____ claim rate
Paid by M.U. before travel (a) $ - $ -
Accommodation __ nights x $____
transport to/from airport airport shuttle, train or taxi
Visa fees, etc
Bank fees
Domestic car rental
Use of Private motor vehicle form
Meals & Incidentals (if not
claiming per diem)
Sub-total (b) $ - $ -
Total (a)+(b) $ - $ -
Advance requested: 85% of (b)
Choose (yes/no) yes $ -
Claim after travel
Amount 8-digit account code Account Name
$ - Total
Signature date:
Name of Traveller:
Travel Diary (required for all Overseas travel or Domestic travel over 5 days)
Period (including flight time) location Activities
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Financial unit transaction reference
To be completed by claimant:
Note: This form is not complete until details have been entered on page 2 -
(a) Original supporting documentation to this form required for all reimbursement requests
(b) If your expenditure includes taxable supplies “TAX INVOICES” are required. Otherwise GST inclusive cost will be passed on to your financial unit.
(c) If your expenditure includes catering or entertainment expenses incurred, the University may be liable for fringe benefits tax, which will be passed on to your
financial unit. Both the number of MU staff and the number of guests are required for calculations.
Staff or Student Number
Payment to:
Address:
Email Address:
Dept: Ext:
Advance √ EFT - Details submitted previously or attached *
Substantiation of Advance * Form available http://www.ofs.mq.edu.au/ofs_web/Forms/BankingAuthorityForm.doc
Total advance (receipts to follow within four
Total (as per attached receipts) $ $
weeks of return)
I declare that these expenses paid would be 100% allowable as tax deductions if incurred by me personally.
Claimant: Signature: Date: / /
To Be Completed by Financial Unit Administrator
Official Description to be used on reports:
To be used for all invoices attracting GST
Account name Account code (Ensure correct natural code is applied) LGR GST Inclusive Amount
MO
MO
MP
MP
GST Inclusive Total: $ 0.00 C
Total includes GST of: $ 0.00
To be used for all invoices that do not attract GST
Account name Account code (Ensure correct natural code is applied) LGR GST Exclusive Amount
MO
MO
MP
MP
GST Exclusive Total: $ 0.00 Z
Total Payment (C + Z) $ 0.00
Confirmation: in accordance with the terms of the Public Finance and Audit Act 1983, I confirm that the goods and services have been provided as described in the
attached documentation and that this payment request has not been previously submitted.
Certifying
officer's name:
Signature: Date: / /
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Payment authorisation (by authorised officer with sufficient delegated financial authority)
Authorised by
(name):
Signature: Date: / /
Financial unit transaction reference
Purpose of Expenditure: -
Within Australia Overseas
Tax Invoice
ABN Y/N
Date
Y?N
Suppliers Name/ Description GST Inclusive Portion GST Free & Non AUD Equivalent
Rec #
Foreign
GST charged Ex Rate #
C claimable Portion Z Currency Z
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Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
29
30
Sub Totals:
Total Amount Payable (C+Z) and/or NA:
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Financial unit transaction reference
To be completed by claimant:
Note: This form is not complete until details have been entered on page 2 -
(a) Original supporting documentation to this form required for all reimbursement requests
(b) If your expenditure includes taxable supplies “TAX INVOICES” are required. Otherwise GST inclusive cost will be passed on to your financial unit.
(c) If your expenditure includes catering or entertainment expenses incurred, the University may be liable for fringe benefits tax, which will be passed on to your
financial unit. Both the number of MU staff and the number of guests are required for calculations.
Staff or Student Number
Payment to:
Address:
Email Address:
Dept: Ext:
Advance √ EFT - Details submitted previously or attached *
Substantiation of Advance * Form available http://www.ofs.mq.edu.au/ofs_web/Forms/BankingAuthorityForm.doc
Total advance (receipts to follow within four
Total (as per attached receipts) $ $
weeks of return)
I declare that these expenses paid would be 100% allowable as tax deductions if incurred by me personally.
Claimant: Signature: Date: / /
To Be Completed by Financial Unit Administrator
Official Description to be used on reports:
To be used for all invoices attracting GST
Account name Account code (Ensure correct natural code is applied) LGR GST Inclusive Amount
MO
MO
MP
MP
GST Inclusive Total: $ 0.00 C
Total includes GST of: $ 0.00
To be used for all invoices that do not attract GST
Account name Account code (Ensure correct natural code is applied) LGR GST Exclusive Amount
MO
MO
MP
MP
GST Exclusive Total: $ 0.00 Z
Total Payment (C + Z) $ 0.00
Confirmation: in accordance with the terms of the Public Finance and Audit Act 1983, I confirm that the goods and services have been provided as described in the
attached documentation and that this payment request has not been previously submitted.
Certifying
officer's name:
Signature: Date: / /
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Payment authorisation (by authorised officer with sufficient delegated financial authority)
Authorised by
(name):
Signature: Date: / /
Financial unit transaction reference
Purpose of Expenditure: -
Within Australia Overseas
Tax Invoice
ABN Y/N
Date
Y?N
Suppliers Name/ Description GST Inclusive Portion GST Free & Non AUD Equivalent
Rec #
Foreign
GST charged Ex Rate #
C claimable Portion Z Currency Z
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Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
29
30
Sub Totals:
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Financial unit transaction reference
Purpose of Expenditure: -
Within Australia Overseas
Tax Invoice
ABN Y/N
Date
Y?N
Suppliers Name/ Description GST Inclusive Portion GST Free & Non AUD Equivalent
Rec #
Foreign
GST charged Ex Rate #
C claimable Portion Z Currency Z
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Sub Totals:
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Total Amount Payable (C+Z) and/or NA:
Financial unit transaction reference
-
To be used for all invoices attracting GST
Account name Account code (Ensure correct natural code is applied) LGR GST Inclusive Amount
MO
MO
MO
MO
MO
MP
MP
MP
MP
MP
balance from Page 1 0.00
GST Inclusive Total: $ 0.00 C
Total includes GST of: $ 0.00
To be used for all invoices that do not attract GST
Account name Account code (Ensure correct natural code is applied) LGR GST Exclusive Amount
MO
MO
MO
MO
MO
MP
MP
MP
MP
MP
balance from Page 1 0.00
GST Exclusive Total: $ 0.00 Z
Total Payment (C + Z) $ 0.00
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Financial unit transaction reference
To be completed by claimant:
Note: This form is not complete until details have been entered on page 2 -
(a) Original supporting documentation to this form required for all reimbursement requests
(b) If your expenditure includes taxable supplies “TAX INVOICES” are required. Otherwise GST inclusive cost will be passed on to your financial unit.
(c) If your expenditure includes catering or entertainment expenses incurred, the University may be liable for fringe benefits tax, which will be passed on to your
financial unit. Both the number of MU staff and the number of guests are required for calculations.
Staff or Student Number
Payment to:
Address:
Email Address:
Dept: Ext:
Advance √ EFT - Details submitted previously or attached *
Substantiation of Advance * Form available http://www.ofs.mq.edu.au/ofs_web/Forms/BankingAuthorityForm.doc
Total advance (receipts to follow within four
Total (as per attached receipts) $ $
weeks of return)
I declare that these expenses paid would be 100% allowable as tax deductions if incurred by me personally.
Claimant: Signature: Date: / /
To Be Completed by Financial Unit Administrator
Official Description to be used on reports:
To be used for all invoices attracting GST
Account name Account code (Ensure correct natural code is applied) LGR GST Inclusive Amount
MO
MO
MP
MP
GST Inclusive Total: $ 0.00 C
Total includes GST of: $ 0.00
To be used for all invoices that do not attract GST
Account name Account code (Ensure correct natural code is applied) LGR GST Exclusive Amount
MO
MO
MP
MP
GST Exclusive Total: $ 0.00 Z
Total Payment (C + Z) $ 0.00
Confirmation: in accordance with the terms of the Public Finance and Audit Act 1983, I confirm that the goods and services have been provided as described in the
attached documentation and that this payment request has not been previously submitted.
Certifying
officer's name:
Signature: Date: / /
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Payment authorisation (by authorised officer with sufficient delegated financial authority)
Authorised by
(name):
Signature: Date: / /
Financial unit transaction reference
Purpose of Expenditure: -
Within Australia Overseas
Tax Invoice Y?N
ABN Y/N
Date
Suppliers Name/ Description GST Inclusive Portion GST Free & Non AUD Equivalent
Rec #
Foreign
GST charged Ex Rate #
C claimable Portion Z Currency Z
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Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
29
30
Sub Totals:
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Financial unit transaction reference
Purpose of Expenditure: -
Within Australia Overseas
Tax Invoice Y?N
ABN Y/N
Date
Suppliers Name/ Description GST Inclusive Portion GST Free & Non AUD Equivalent
Rec #
Foreign
GST charged Ex Rate #
C claimable Portion Z Currency Z
31 Carryover from previous page
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Sub Totals:
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Financial unit transaction reference
Purpose of Expenditure: -
Within Australia Overseas
Tax Invoice Y?N
ABN Y/N
Date
Suppliers Name/ Description GST Inclusive Portion GST Free & Non AUD Equivalent
Rec #
Foreign
GST charged Ex Rate #
C claimable Portion Z Currency Z
61 Carryover from previous page
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Sub Totals:
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Financial unit transaction reference
Purpose of Expenditure: -
Tax Invoice Y?N
Within Australia Overseas
ABN Y/N
Date
Suppliers Name/ Description GST Inclusive Portion GST Free & Non AUD Equivalent
Rec #
Foreign
GST charged Ex Rate #
C claimable Portion Z Currency Z
91 Carryover from previous page
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Sub Totals:
Total Amount Payable (C+Z) and/or NA:
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
Macquarie University Non Order Payment Request
Science Faculty Staff or Student
(To be used when a University order is not required)
Financial unit transaction reference
-
To be used for all invoices attracting GST
Account name Account code (Ensure correct natural code is applied) LGR GST Inclusive Amount
MO
MO
MO
MO
MO
MP
MP
MP
MP
MP
balance from Page 1 0.00
GST Inclusive Total: $ 0.00 C
Total includes GST of: $ 0.00
To be used for all invoices that do not attract GST
Account name Account code (Ensure correct natural code is applied) LGR GST Exclusive Amount
MO
MO
MO
MO
MO
MP
MP
MP
MP
MP
balance from Page 1 0.00
GST Exclusive Total: $ 0.00 Z
Total Payment (C + Z) $ 0.00
Office of Financial Services This form is available on-line www.ofs.mq.edu.au/ofs_web/index.htm 01/08/2003
