• Section 1 - Purpose of Policy
• Section 2 - Application and Scope - Exclusions or Special Conditions
• Section 3 - Policy Principles
• Section 4 - Responsibilities
• Section 5 - Travel Approval
• Section 6 - Travel Management Company (TMC)
• Section 7 - Single Day Travel (no overnight stay)
• Section 8 - International Travel
• Section 9 - Externally Funded Travel
• Section 10 - Travel Insurance
• Section 11 - Taking Leave While Travelling
• Section 12 - Accommodation
• Section 13 - Hire Cars
• Section 14 - Travel to and from Terminals
• Section 15 - Private Motor Vehicle Payments
• Section 16 - Entertainment
• Section 17 - Tipping for Meals
• Section 18 - Telephone Usage
• Section 19 - Reimbursable Expenses
• Section 20 - Payment for Travel Expenses
• Section 21 - Per Diems
• Section 22 - Special Study Program, Assistance Grants and Study Leave
• Section 23 - Airline Frequent Flyer Programs and Airport Club Memberships
• Section 24 - Cancellations
• Section 25 - Tax Treatment of Travel Expenses
• Travel Diary
• Travelling Expenses and Fringe Benefit Tax (FBT)
• Section 26 - Spouse Travel
• Section 27 - Employee Recruitment
• Section 28 - Documentation Requirements
• Section 29 - Obtaining and Converting Foreign Currencies
• Section 30 - Definitions

Section 1 - Purpose of Policy

(1) This Policy:

1. defines the accountabilities associated with managing travel and entertainment on behalf of the University;
2. fosters a travel environment that aspires to the highest standards of safety and security for travellers; and
3. ensures that travel and entertainment expenditure is only made when essential for business purposes and complies with the University’s objective of obtaining value for money for all expenditure.

Section 2 - Application and Scope - Exclusions or Special Conditions

(2) This Policy applies to any person (including students, visiting academics, honorary academics etc) who incurs travel or entertainment expenses paid by the University, regardless of the source of funds.

(3) The term Head of Unit is used generically in this Policy to refer to anyone with the relevant delegation. See Delegations of Authority Policy.

Section 3 - Policy Principles

(4) The University will meet reasonable, relevant expenses incurred by those travelling or entertaining on behalf of the University or in connection with approved University activities, within Australia and overseas.

(5) University travellers and those entertaining on behalf of the University are expected to spend University funds prudently and travel only where alternative methods of communication are not a viable option.

(6) All travel must be booked through the University approved Travel Management Company (TMC). Exceptions to this must be approved in advance by the Procurement Manager.

(7) Travel relating to externally funded research grants must be in accordance with the broad structure of the project cost detailed in the application, or any budget, aims and research plan approved by the sponsor - refer to relevant funding agreement for guidance.

(8) Travellers must retain evidence of expenses and ensure transactions are acquitted within stipulated time frames in accordance with University policies.

(9) University travellers must not authorise their own travel or reimbursement of domestic or international travel and/or entertainment expenses.

(10) Approval of domestic and international travel requests must occur in the shortest time frame possible. Faster approval time frames will result in airfare pricing being kept as low as possible and assist in securing travellers' preferred bookings.

(11) Before approving international travel, the approving authority must consider the safety and security of the potential traveller, particularly for countries for which an elevated travel warning is in force.

Section 4 - Responsibilities

(12) It is the responsibility of the traveller to comply with this Policy.

(13) It is the responsibility of the travel approver, including faculty, division, and school/branch heads to ensure that travellers within their respective business units comply with this Policy.

(14) Exceptions to this Policy in the event of extenuating circumstances must be made in accordance with appropriate delegations but such circumstances will be documented and retained.

Section 5 - Travel Approval

(15) All requests for travel (domestic and international) must be submitted through the Travel Hub and ensure that all supporting documents are attached to the travel request.

(16) Prior to submitting a request, the traveller should: 

1. consult with their Supervisor;
2. ensure coverage for necessary absence requirements (for example teaching obligations); and
3. confirm specific funds available to cover the cost of the trip and that those funds do not have conditions applying to them which may prohibit the use of the funds for travel.

Section 6 - Travel Management Company (TMC)

(17) The University has a designated Travel Management Company. It is mandatory to book all travel through this provider. Staff members who book travel through another agency using University funds may have claims for travel costs rejected.

(18) International in-country flights (see definitions) should be booked via TMC. If this is not possible, due to airline booking restrictions, staff can make these bookings directly with the in-country flight provider. However, staff are still obliged to comply with this Policy and other University policies, and must:

1. submit a travel request through the Travel Hub with the relevant information of their journey, such as destination, date and purpose for example.
2. obtain prior authorisation from the Procurement Manager or Finance and Procurement Travel Help staff before making the booking.

Section 7 - Single Day Travel (no overnight stay)

(19) Travellers must notify their Supervisor or Head of Unit for absences from the campus while on duty, e.g., single day travel. This ensures that there is no dispute over authorisation in the case of any accident or any other difficulty. Generally, it is sufficient that the Supervisor or Head of Unit verbally agrees to the travel in advance, but Supervisors or Heads of Units may require a more formal or written process. 

(20) Single day travel does not require lodgement in the Travel Hub unless flights are required. If flights are required, the trip must be registered in the Travel Hub.

(21) Eligibility to claim costs of meals and refreshments should be in accordance with the Acceptable Expense Guidelines.

(22) Where staff are entitled to a meal allowance, in accordance with Enterprise Agreement conditions, the meal allowances should be claimed using the University Expense Management System.

Section 8 - International Travel

(23) Preference should be given to the University’s preferred airlines, subject to booking the lowest logical priced economy airfare.

(24) Travellers should:

1. check DFAT advice for risk warnings;
2. complete a travel risk assessment to destinations with ‘Do Not Travel’ as University Insurance may not cover travel requests;
3. observe and adhere to laws, customs, and attitudes of destinations; and
4. refer to definitions for Foreign Interference and Foreign Arrangements and plan to mitigate risks accordingly.

Section 9 - Externally Funded Travel

(25) Travel charged to another organisation or external grant should follow the guidelines set out in this Policy unless the funding agency imposes alternative restrictions. The terms of a particular grant or contract should be referred to for guidance on which expenditures are allowed.

Section 10 - Travel Insurance

(26) The University has a worldwide Business Travel Insurance policy for people travelling on university business. The insurance policy provides cover whilst travelling on authorised University business. The insurance policy also provides cover for associated private travel, provided that private travel comprises less than 60% of the entire trip, and that the maximum duration of any one trip shall not exceed 365 days.

(27) The University utilises a travel risk management company to assist with the planning and tracking of international travel. The travel risk management company can provide University travellers with important safety, medical and travel information prior to departing on international trips. 

Section 11 - Taking Leave While Travelling

(28) Staff are deemed to be on duty and representing the University for the duration of their journey and as such are covered by the University's insurance policies. However, travellers on longer journeys will have weekends free and may also take occasional days off if approved in advance by the authorising Head of Unit.

(29) Where leave is taken during a period of business travel a fringe benefits tax liability may be incurred. In such cases, any FBT liability will be met by the traveller.

(30) Longer periods of leave may not be covered by the University's travel insurance policies and would require the traveller to take out personal insurance. Travellers should confirm coverage in advance with University Insurance if in doubt.

(31) All leave planned during a period of travel (e.g., annual leave or long service leave), must be approved and booked through webkiosk prior to travel.

Section 12 - Accommodation

(32) Accommodation should be arranged through the TMC or online booking systems to take advantage of negotiated corporate rates. 

(33) Where accommodation reservations are made outside of TMC, for example (Airbnb), this must be highlighted in the travel request form. Travellers should be aware of and take necessary steps to mitigate additional risks associated with this type of accommodation.

(34) Accommodation expenses are to be reasonable and in line with the Acceptable Expense Guidelines.

(35) If the traveller cancels accommodation, it is their responsibility to contact whomever it was booked through. They should keep documented evidence of the cancellation via email or cancellation notice in case of billing disputes.

Section 13 - Hire Cars

(36) Vehicles hired for university business must be in accordance with the Acceptable Expense Guidelines.

(37) If the traveller cancels a hire car, they must contact the company this was booked through. They should keep documented evidence of the cancelation via email or cancelation notice, in case of billing disputes.

(38) No additional travel insurance is needed for hiring ordinary sedans or wagons as this is covered by the University’s Travel Insurance Policy.

(39) Personal use of a rental car during a business trip is not permitted in most cases. Travellers who choose to extend a business trip for personal use, either before or after business, must pay for that usage privately.

(40) If a hire car is in an accident whilst on an approved trip, a written accident report should be submitted as soon as possible to the rental car company, local authorities, and the University Finance and Procurement. Excess paid as a result may be able to be claimed from the University’s Travel Insurance on return.

Section 14 - Travel to and from Terminals

(41) The most economical mode of transportation should be used to and from air, bus, and rail terminals. Employees travelling to the same location should share ground transportation whenever possible. The TMC can assist with making bookings via University preferred providers. Refer to the Acceptable Expenses Guidelines.

Section 15 - Private Motor Vehicle Payments

(42) Please read the Travel Policy relating to Motor Vehicle Use when using motor vehicles privately when on University business.

(43) A private vehicle may only be used if other transport options, including public transport, have been considered and are deemed inappropriate to permit travel within a reasonable time and at a reasonable cost. However, staff who use their own motor vehicle when travelling on University business can claim reimbursement on a cents per kilometre basis in accordance with the relevant policy.

(44) Motor vehicle reimbursements, paid on a cents per kilometre basis, may form part of the income of the employee and may be included in the employee’s income tax return. It is recommended that employees who claim this expense should maintain a travel log or diary and seek their own taxation advice.

(45) Kilometre reimbursements relating to travel can be claimed by submitting a reimbursement claim via the University expense management system.

Section 16 - Entertainment

(46) Employees will be reimbursed for business meal expenses based on the provisions of the Acceptable Expense Guidelines.

(47) Travellers will be reimbursed for the cost of meals taken whilst on a business trip in accordance with the Acceptable Expense Guidelines.

(48) Employees should be aware that in certain circumstances when guests are entertained, FBT may apply to the expense.

Section 17 - Tipping for Meals

(49) Refer to Acceptable Expense Guidelines.

Section 18 - Telephone Usage

(50) Travellers will be reimbursed for business phone calls if not using a University provided device if:

1. calls are reasonable and necessary for conducting business; and 
2. evidence of costs incurred are supplied.

(51) Hotel bills with itemised calls should be attached to the reimbursement claim.

(52) Staff with UOW mobile phones must contact IMTS to arrange a global roaming arrangement prior to travel. Refer to Acceptable Expense Guidelines.

(53) With Head of Unit approval, business travellers will be reimbursed for personal telephone calls allowing them to stay in reasonable contact with their family.

Section 19 - Reimbursable Expenses

(54) Refer to the Acceptable Expense Guidelines for a detailed summary of common items.

Section 20 - Payment for Travel Expenses

(55) The University preferred method of meeting travel expenses during a journey is through prepayment. Where this is not possible, the use of a UOW corporate credit card with reimbursement of actual expenses for any small additional expenses is acceptable.

(56) The preferred method of payment for travel expenses is via TMC. All prearranged travel booked through the TMC may be billed directly to UOW on completion of the online Travel Request in the Travel Hub. There is no need for an order number, purchase requisition or use of corporate credit card when booked via Travel Hub. 

(57) Requests for payment of travel monies in advance of travel must be made through the University Expense Management system.

Section 21 - Per Diems

(58) Per Diems will only be paid in exceptional circumstances and in accordance with the Acceptable Expense Guidelines.

Section 22 - Special Study Program, Assistance Grants and Study Leave

(59) Staff members taking special study leave are bound by the provisions of the conditions of relevant policies which are available on the Policy Directory.

(60) In the event of any inconsistency between this Policy and the Special Studies Program Policy, the Special Studies Program Policy takes precedence.

Section 23 - Airline Frequent Flyer Programs and Airport Club Memberships

(61) Frequent flyer memberships and eligibility for frequent flyer points may not be used by travellers to select a flight that is not the lowest priced flight available on one of the preferred airlines. Refer to Acceptable Expense Guidelines.

Section 24 - Cancellations

(62) If a trip is cancelled after the ticket has been issued, the traveller should endeavour to use the same ticket for future travel. 

Section 25 - Tax Treatment of Travel Expenses

Travel Diary

(63) Travellers acknowledge their responsibility to complete a travel diary via the TMC system when travelling for 6 nights or more.

(64) Written evidence (‘substantiation’) can be required for any business trip involving one or more nights away from one’s normal place of residence and should include copies of hotel and travel bills, taxi receipts, train tickets etc.

Travelling Expenses and Fringe Benefit Tax (FBT)

(65) Expenditure in the travel examples below may incur fringe benefit tax (FBT) because such expenditure is deemed not deductible for tax purposes ('not otherwise deductible' in ATO terms):

1. private travel attached to business travel;
2. travel where substantiation though required is not produced;
3. travel events missing from diary records where such records are required; or
4. travel of spouse and/or family unless associated with relocation of new employees.

(66) Where FBT is attributable, the University reserves the right to recover the cost of the tax from the Employee.

Section 26 - Spouse Travel

(67) The travel expenses of an employee’s spouse and family are not reimbursable unless approved in advance, in accordance with the Delegations of Authority Policy.

Section 27 - Employee Recruitment

(68) Travel for prospective employees and their families must be authorised as per the relevant delegations. Prospective employees are covered by University insurance for the relevant activities during travel.

Section 28 - Documentation Requirements

(69) The University requires travellers to submit documentation to substantiate expenses on their travel reimbursement claim. Examples include original documentation when booking or using air/rail travel, hotels, car hire, personal car usage and/or meals/entertainment (e.g., receipts, bills, agreements including credit card receipts, cash register receipts).

Section 29 - Obtaining and Converting Foreign Currencies

(70) University credit cards are not to be used for cash advances. Please refer to Credit Card and Out of Pocket Expense Procedures for further information regarding cash advances process

(71) Currency regulations may apply in some countries to be visited and should be checked prior to travel.

(72) Travel reimbursement claims must be submitted in Australian Dollars with an explanation and translation of the foreign receipts and their conversion rates.

(73) Travellers must use the currency rates that were in effect when travel took place. Currency exchange receipts should be saved and used for converting foreign currencies back to Australian Dollars on the reimbursement claim. Expenses charged to University credit cards will be automatically converted to the daily rate on credit card statements.

Section 30 - Definitions

(74) References to the singular include the plural and references to the plural include the singular.