Content

Travel: Directed Policy and Procedure

Policy overview

1 Purpose

Informs employees of the University's requirements in relation to transport, accommodation and associated expenses for directed travel on University business.

2 Scope

Applicable to all persons directed to travel for USQ business, including higher degree research students travelling for research purposes. "USQ business" means any approved work related to employment at USQ or in connection with the official functions of the University.

USQ also has a policy on "Conference and Other Assisted Travel", which is travel not part of directed duties that an employee wishes to attend for personal development reasons, and includes conferences, seminars and workshops.

3 Policy Statement

The University will pay the reasonable transport, accommodation and associated business expenses for persons directed to travel on University business. Travel is an activity that involves a person's overnight absence from that person's usual place of residence to undertake university business.

(Approved by Council December, 1998)

4 Procedures

4.1 Directed Travel (Domestic)

Persons seeking approval and payment of expenses associated with directed domestic travel must apply through the Corporate Travel Office using the University Directed Travel Request Form available from the Corporate Travel Office. The Corporate Travel Office is to maintain all approved forms for record keeping purposes.

4.1.1 Approval

All travel must be approved by the relevant delegate prior to being booked or undertaken.

Applicants seeking approval and payment of expenses associated with USQ directed domestic travel must apply using the University Directed Travel Request Form* which will be issued by the Corporate Travel Office and will contain the following details:

  • The name of the applicant, faculty/section and employee identification number (if applicable);
  • The purpose of the travel (including locations to be visited);
  • The identified benefits to USQ of the travel;
  • The departure and return dates, and the dates of arrival at and departure from the places to be visited;
  • The total days absent from the University and the total working days absent.
  • The estimated total cost of the travel, excluding salary and related costs. This estimate requires a quotation from USQ's travel services provider (obtained by the Corporate Travel Office) and should be a reasonable indication of the total costs that USQ will incur (including airfares/surface travel, accommodation, meals, registration fees and other associated costs);
  • A complete and detailed proposed itinerary for each day of absence including exact location (ie. accommodation/hotel name and address), contact telephone number, proposed activity and duration (using the Travel Itinerary template available from the Corporate Travel Office); and
  • A statement indicating the known existence of any relevant health/medical conditions which may impact the travel.

*University Directed Travel Request Forms may also include University Visitor Travel Request Form or University 1 Day Travel request form.

Applicants must forward completed forms to their supervisor for their assessment and recommendation to the relevant delegate who, after thorough assessment of the directed travel application and benefit(s) to the University, will provide:

  • A declaration of support or otherwise for the travel; and
  • A declaration that funds to meet the costs are available within approved budget limits.

Category 4 Delegates or above are responsible for assessment and approval of directed domestic travel applications within local/regional areas.

Category 3 Delegates or above are not required to obtain approval of their completed University Directed Travel Request form for directed domestic travel in instances where funds for such travel are to be expensed against the faculty/section's own budget. However, such employees are expected to provide advice of the travel to their relevant delegate at least one week prior to departure for purposes of communication and efficient practice.

In assessing the travel, the relevant delegate must ensure that the travel contributes to the objectives of efficient, effective and economical university operations within budget limitations, and that estimated costs indicated comply with USQ's approved travel allowances.

In assessing the travel, the relevant delegate must also give due consideration to the potential health and safety risks which may be incurred by the applicant through undertaking the travel.

4.1.2 Booking Procedures

The applicant will contact the Corporate Travel Office to confirm the details of the travel arrangements.

The Corporate Travel Office will arrange the required bookings through USQ's travel services provider and will supply a USQ travel service provider itinerary, and if necessary, tickets to the person travelling (e-tickets will normally be used for domestic travel).

USQ encourages the use of credit cards sponsored by the University of Southern Queensland.

4.1.3 University Travel Provider

Travellers must use USQ's nominated travel provider (currently World Travel Professionals).

The use of USQ's appointed travel services provider is mandatory for arranging all travel services required in accordance with this policy. These services include airline and coach, airport transfer services, train, hire vehicle and accommodation bookings from suppliers external to USQ.

The only exception to this requirement is if a quotation provided by USQ's appointed travel services provider is less favourable than a non-commissionable tariff available when a direct booking charged to Amex may be made (e.g. a conference and accommodation package).

4.1.4 Air Travel

The normal mode of travel will be discounted Economy Class airfares. As these fares usually involve advance purchase, it is essential that travel arrangements be made as early as practicable after the identification of the need for the travel.

The Vice-Chancellor and Chancellor may travel Business Class on USQ business at all times.

4.1.5 Surface Travel

USQ encourages travellers to use scheduled transport services whenever these are available and practicable. These include coaches and airport transfer services. Where such scheduled transport services are available, but are not utilised by the traveller, they may be paid a taxable allowance only to the equivalent cost of such services. This payment will be subject to PAYG taxation instalment deductions and the University will report these payments on the employee's Payment Summary.

The relevant delegate may approve the use of a USQ vehicle or other mode of transport (e.g. hire vehicle or taxi) if it is impracticable to use a scheduled transport service.

USQ employees may only seek approval to use a private vehicle for directed travel on USQ business in exceptional cases where:

  • Scheduled public transport is not available, or the relevant delegate deems scheduled public transport to be unsuitable or inappropriate;
  • A USQ vehicle is not available, or the relevant delegate deems a USQ vehicle to be unsuitable or inappropriate; and
  • A hire vehicle or taxi is not available, or the approving delegate deems a hire vehicle or taxi to be unsuitable or inappropriate.

If the relevant delegate approves travel by a privately owned vehicle, a statement in writing must be provided by the employee detailing the circumstances necessitating the use of the private vehicle. This statement must be made on the University Directed Travel Request Form, or alternatively, as an email attached to the request form. Where an employee seeks approval to use a private vehicle, evidence of comprehensive insurance, current registration and driver's licence will be required to be produced and details recorded on the University Directed Travel Request form before approval is given by the relevant delegate.

Employees who use their private vehicles for USQ business are responsible for any damage whatsoever that might occur to the vehicle during this use. USQ employees should be aware that if their private vehicles are used, the vehicles will not be covered under USQ insurance, and that their compulsory third party or comprehensive insurance insurances may not cover the use of their vehicles for business purposes. Employees are advised to check with their insurance company. In many cases insurance companies will issue cover notes for such purposes at no extra cost.

Subject to the limitations of point one in 4.1.5, USQ employees may claim reimbursement for travel by private vehicle for USQ business in the form of a mileage allowance not exceeding the rates stated in Schedule 1, but may be a lesser amount determined by the delegate. These payments will be subject to PAYG taxation instalment deductions. The University will report these payments on the employee's Payment Summary.

If two or more USQ travellers travel in the same vehicle only one may claim the allowance.

Travellers driving a USQ, hire or private vehicle must familiarise themselves with USQ's Motor Vehicles and Travel Fatigue Procedure and the recommended driving limitations contained within.

Travellers may claim reimbursement of expenditure on transportation costs incurred as part of their travel (e.g. taxi fares) upon presentation of original itemised tax invoices or itemised receipts.

4.1.6 Accommodation

USQ will normally pay directly for all accommodation. The Corporate Travel Office will book all accommodation through USQ's travel services provider, if possible, or failing this directly with the accommodation provider.

Travellers must use USQ's preferred suppliers of accommodation and other travel related services where these have been identified by the University. In choosing accommodation its location with respect to the business activity venue, the cost of transport between these locations, travelling times involved, and traveller safety and security issues must be considered.

In assessing the cost of accommodation for domestic travel, the relevant delegate must take into account the rates considered reasonable by the Australian Taxation Office (at the first salary level) and listed in Schedule 1, and will approve rates exceeding those listed in exceptional circumstances only.

Travellers who stay with friends or family at no cost are not entitled to any financial assistance towards accommodation.

4.1.7 Meals and Incidentals

USQ will provide employees undertaking domestic travel with a total meal and incidental allowance equivalent to the maximum combined total of the reasonable breakfast, lunch, dinner and incidental allowances for which the traveller is eligible in accordance with Schedule 1, which is based on the Australian Taxation Office reasonable rates (for the first salary level) and subject to change from time to time with approval from USQ.

The combined meal and incidental allowance will be paid in advance to the employee, provided the following conditions are met:

  • The employee provides an approved Directed Travel Request Form to the Corporate Travel Office who will then submit the approved Form to the Accounts Payable Section of Financial Services a minimum of 10 working days prior to the departure date.
  • In instances where travel is cancelled, varied or not fully completed, the employee agrees to reimburse the University an amount equivalent to the allowance (or any pro-rata amount for partial completion) within 10 working days of completion or cancellation of travel, and authorises the University to deduct an amount equivalent to the allowance (or any pro-rata amount for partial completion) from the employee's pay where reimbursement is not made within 10 working days.
  • The employee seeks approval for any additional allowance amount for which they would be eligible for travel that is varied or extended beyond the originally approved return date, which the University will pay within 10 working days of receipt of the approved request.

USQ will provide an allowance to persons travelling on USQ business only when the travel involves overnight absence from that person's usual place of residence.

Where the traveller incurs actual business expenses in excess of the allowance received, they should seek professional financial advice in relation to their personal taxation circumstances. The traveller is responsible for retaining the appropriate documentation to enable them to comply with their personal taxation affairs.

Employees travelling with a University corporate credit card are not entitled to payment of meal and incidental allowances, and must claim reimbursement of actual expenditure incurred upon presentation of itemised receipts in instances where payment by means other than the corporate credit card has been necessitated.

4.1.8 Part Day Expenses

'Part day travel' is travel which does not include an overnight absence from the traveller's usual place of residence.

Generally, USQ will not compensate for the purchase of food and drink during the course of the working day. Normally, the cost of these items is a private and domestic expense.

The relevant delegate may approve the reimbursement of an expense not exceeding the reasonable allowance amount stated in Schedule 1 for a meal for domestic travel in exceptional circumstances, e.g. when business commitments require the purchase of dinner before the return trip home. This payment will be subject to Fringe Benefits Tax which will be payable be the Faculty/Section in addition to the cost of the meal.

The traveller should seek professional financial advice in relation to their personal taxation circumstances in regard to part day expenses. The traveller is responsible for retaining the appropriate documentation to enable them to comply with their personal taxation affairs.

4.1.9 Travel Diaries

A Travel Diary is a diary or similar document in which the traveller records detail of each business activity engaged in while undertaking travel. Diary entries must contain sufficient details to give a reasonable guide as to the extent to which the trip was undertaken for business purposes and must give enough detail to relate that activity to the employee's job.

The traveller must properly complete a Travel Diary where financial assistance is given towards any travel for USQ purposes for:

  • all domestic travel that involves being away from home for more than five (5) consecutive nights; or
  • all domestic travel that includes an element of private travel.

The traveller must make the record at the time of, or as soon as reasonably practicable after the conclusion of the activity and must detail particulars of:

  • the date the entry was made;
  • the place where the activity was undertaken;
  • the date and approximate time when the activity commenced;
  • the duration of the activity;
  • the nature of the activity; and
  • the traveller's signature.

A properly completed Travel Diary must be authorised by the relevant delegate and submitted to the Corporate Travel Office. When a Travel Diary has not been completed, or the Diary contains insufficient detail (per ATO guidelines), then an FBT charge will be calculated and posted to the relevant cost centre. This may result in a reportable benefit for the employee on their Annual Payment Summary.

4.1.10 Unused Tickets

A person who fails to use an issued ticket must return it to the Corporate Travel Office for forwarding to Financial Services so that the University may pursue a refund, an insurance claim, or other appropriate action.

4.1.11 Hospitality

USQ rules on entertaining detailed in section 23.5 of the Financial Management Practice Manual apply whilst persons are travelling on University business.

4.1.12 Combined Business and Other Activities and Accompanying Relatives

Any accompanying 'relative' as defined by the Tax Act includes the spouse of the person (either legal or defacto status), the parents, the aunts and uncles and their partners, the siblings and their partners and children, the children and grandchildren (both adopted and natural) and their partners.

Where a relative of the traveller accompanies the person travelling on USQ business, all costs incurred by that relative will be the responsibility of the relative or traveller. This includes the costs of meals and refreshment and any additional accommodation costs incurred by having an additional person stay with the traveller.

USQ will not pay for private-related travel costs for the traveller. Any personal travel arrangements and associated costs are the responsibility of the traveller. Travel that is incidental to official University travel is not regarded as private-related.

In exceptional circumstances, and with the prior approval of the relevant delegate, USQ may pay for travel costs that include an element of private travel. The Corporate Travel Office will not normally re-arrange destinations to accommodate the private portion of travel. USQ must not incur any additional costs associated with the inclusion of this element of private travel. If an element of private travel results in additional costs to USQ, the traveller must repay to USQ an amount equal to the private element, inclusive of GST, to ensure that no Fringe Benefits Tax liability arises. This repayment must be made prior to the travel being undertaken. Any travel which incorporates an element of private travel must be assessed by Financial Services to determine Fringe Benefits Tax liability prior to any bookings being made.

A Travel Diary will show the proportion of the travel that relates to official USQ business and the proportion that is private. The Australian Taxation Office will deem any travel that cannot be supported by sufficient documentation as being private-related.

The element of private travel must be supported by a completed absence request in Employee Self Service (ESS) in accordance with USQ Human Resources Policy and/or Faculty/Department Policy.

4.1.13 Airport Lounge Membership and Frequent Flyer Schemes

USQ will pay for memberships of the airport lounge of a domestic airline for the Chancellor, Vice-Chancellor, and Contracted Executive employees. When USQ has a preferred domestic carrier the membership will be with that airline. The following conditions apply to these memberships:

  1. Membership of the frequent flier program option must be elected; and
  2. An employee may redeem benefits accrued as a result of expenditure incurred on USQ business only for USQ business purposes. Subject to approval by the relevant delegate, payment of the airport lounge membership annual fee or for a seat upgrade for business travel is an appropriate USQ business purpose for the use of these benefits.

The Category 3 Delegate may approve the initial application for an airport lounge membership of another person subject to the above conditions if the delegate concludes that this will result in a net benefit to USQ, and the employee's travel profile warrants the expenditure.

USQ Corporate Airport Lounge Membership is renewable every 12 months to 2 years depending upon the individual circumstances. The Category 3 Delegate may approve the renewal of an airport lounge membership of another person subject to the above conditions if the delegate concludes that this will continue to result in a net benefit to USQ, and the employee's travel profile continues to warrant the expenditure.

If a person chooses to join a frequent flier program privately, at no cost to USQ, the University has no interest in any benefits that, for any reason, might accrue.

4.1.14 False Claims

A claimant is personally responsible for the accuracy of the information provided as the basis for the claim.

There are serious consequences for making claims based on false information. These include disciplinary action by USQ, referral to the Crime and Misconduct Commission, and the Police.

4.1.15 Insurance

USQ maintains corporate travel insurance for directed travel undertaken on its behalf by employees as fare paying passengers on scheduled services. This insurance is complementary to, not a substitute for, WorkCover insurance. In every circumstance that may involve loss of time from work, the possibility of a permanent disability or the incurring of medical expenses within Australia the employee must submit a WorkCover claim in accordance with Workplace Health and Safety Procedure Workers Compensation. Travel insurers are prevented by law from paying any medical expenses incurred in Australia.

USQ insurance cover will apply to all USQ Directed Travel and that part of travel sponsored by USQ. The policy will cover employees for leisure activities that are incidental to the business travel, i.e. evening and weekend leisure activities. The policy may also cover an employee's element of private travel (refer to 4.1.12) whilst on University directed travel. The employee must seek advice from the Corporate Travel Office regarding travel insurance coverage. An employee may be required to take out a commercial travel insurance policy if USQ funded insurance does not cover the element of private travel.

Subject to the policy conditions and exclusions, for Domestic Travel, this insurance may provide for personal accident and sickness; loss of or damage to baggage, electronic equipment, money and travel documents; personal liability; missed transport connections; cancellation and curtailment expenses etc. However there are some principal exclusions where a traveller has a pre-existing injury or medical condition; where the employee travels against the advice of a Doctor; or where the employee is unfit to travel.

Employees should direct inquiries about possible claims to the Corporate Travel Office in the first instance. Employees will need to provide relevant proof to verify the claim.

4.1.16 Health/Medical Considerations

Where an employee indicates on the Directed Travel Request Form that they are aware of an existing health/medical condition which may impact their travel, a medical clearance will be required prior to approval being granted to undertake the travel. If a satisfactory medical clearance is not obtained, the employee will not be permitted to undertake travel on USQ business. Medical clearances will be retained on the employee's personal file held within Human Resources.

The Corporate Travel Office will arrange the required appointment to obtain the medical clearance through USQ's medical travel services provider and will arrange payment directly with the provider for the consultation fee using normal USQ purchasing procedures. The cost of the consultation fee will be met by the faculty/section.

In exceptional circumstances and with the prior approval of the relevant delegate, the employee may consult their own medical practitioner to obtain a medical clearance, however the delegate should be aware that this may attract a Fringe Benefit Tax payable by the faculty/section. In this instance, the cost of the consultation fee will be met by the faculty/section, along with any FBT payable.

4.1.17 Allowance Claim Procedures

The Corporate Travel Office will submit the approved Directed Travel Request Form to the Accounts Payable Section of Financial Services a minimum of 10 working days prior to the departure date, or the date of receipt of an approved variation request. Normally, within ten working days of receipt of a properly authorised claim Financial Services will make an Electronic Funds Transfer (EFT) payment to the traveller in payment of the approved allowance.

In instances where an employee has not received a combined meal and incidental allowance and subsequently seeks to claim reimbursement of actual expenditure, claims must be made in accordance with the reimbursement claim procedures in section 4.2.18.

4.1.18 Reporting

The Corporate Travel Office is also required to maintain a register of persons undertaking domestic and international travel and their locations at all times, to enable the University to promptly and efficiently locate travellers.

4.2 Directed Travel (International)

Applicants seeking approval and payment of expenses associated with directed international travel must apply through the Corporate Travel Office using the University Directed Travel Request Form available from the Corporate Travel Office. The Corporate Travel Office is to maintain all approved forms record keeping purposes.

4.2.1 Approval

All travel must be approved by the relevant delegate prior to being booked or undertaken.

Applicants seeking approval and payment of expenses associated with USQ directed international travel must apply using the University Directed Travel Request Form* which will be issued by the Corporate Travel Office and will contain the following details:

  • The name of the applicant, faculty/section and employee identification number (if applicable);
  • The purpose of the travel (including locations to be visited);
  • The identified benefits to USQ of the travel;
  • The departure and return dates, and the dates of arrival at and departure from the places to be visited;
  • The total days absent from the University and the total working days absent.
  • The estimated total cost of the travel, excluding salary and related costs. This estimate requires a quotation from USQ's travel services provider (obtained by the Corporate Travel Office) and should be a reasonable indication of the total costs that USQ will incur (including airfares/surface travel, accommodation, meals, registration fees and other associated costs);
  • A complete and detailed proposed itinerary for each day of absence including exact location (i.e. accommodation/hotel name and address), contact telephone number, proposed activity and duration (using the Travel Itinerary template available from the Corporate Travel Office);
  • A statement indicating the known existence of any relevant health/medical conditions which may impact the travel; and
  • A current travel advisory (available from the Department of Foreign Affairs and Trade) relating to the destination country.

*University Directed Travel Request Forms may also include University Visitor Travel Request Form or University 1 Day Travel request form.

Applicants must forward completed forms to their supervisor for their assessment and recommendation to the relevant delegate who, after thorough assessment of the directed travel application and benefit(s) to the University, will provide:

  • A declaration of support or otherwise for the travel; and
  • A declaration that funds to meet the costs are available within approved budget limits.
  • Category 3 Delegates or above are responsible for assessment and approval of all directed international travel.

In assessing the travel, the relevant delegate must ensure that the travel contributes to the objectives of efficient, effective and economical university operations within budget limitations, and that estimated costs indicated comply with USQ's approved travel allowances.

In assessing the travel, the relevant delegate must also give due consideration to the potential health and safety risks which may be incurred by the employee through undertaking the travel.

USQ will not require a person to undertake directed travel in an overseas country which is subject to an official Level 5 warning 'NOT TO TRAVEL' issued by the Department of Foreign Affairs and Trade (prior to departure). Therefore, the relevant delegate will not give approval for any directed travel to be undertaken in these circumstances.

Where the Department of Foreign Affairs and Trade has issued an official Level 4 warning to 'RECONSIDER THE NEED TO TRAVEL' to an overseas location, USQ will not normally require or approve an applicant to undertake directed travel in this region. However, in exceptional circumstances only, essential travel to such a location may be assessed and approved on a case by case basis by the Vice-Chancellor.

4.2.2 Booking Procedures

The applicant will contact the Corporate Travel Office to confirm the details of the travel arrangements.

The Corporate Travel Office will arrange the required bookings through USQ's travel services provider and will supply a USQ's travel services provider itinerary, and if necessary, tickets to the person travelling.

USQ encourages the use of credit cards sponsored by the University of Southern Queensland.

4.2.3 University Travel Provider

Travellers must use USQ's nominated travel provider (currently World Travel Professionals).

The use of USQ's appointed travel services provider is mandatory for arranging all travel services required in accordance with this policy. These services include airline and coach, airport transfer services, train, hire vehicle and accommodation bookings from suppliers external to USQ.

The only exception to this requirement is if a quotation provided by USQ's appointed travel services provider is less favourable than a non-commissionable tariff available when a direct booking charged to Amex may be made (eg a conference and accommodation package).

4.2.4 Air Travel

The normal mode of travel will be discounted Economy Class airfares. As these fares usually involve advance purchase, it is essential that travel arrangements be made as early as practicable after the identification of the need for the travel.

Members of the University's Vice-Chancellor's Committee may travel Premium Economy Class, or where this class of travel is not available, may travel Business Class on directed international travel. Travellers may request this class of travel at their discretion after a thorough consideration of costs, travel times and work commitments with the aim of ensuring that the class of travel contributes to the objectives of efficient, effective and economical university operations within budget limitations.

The Vice-Chancellor and Chancellor may travel Business Class on USQ business at all times.

The Category 3 Delegate or above may, in exceptional circumstances, authorise Premium Economy Class, or Business Class air travel where this class of travel is not available, for directed international travel for employees other than those covered in the above two categories. Premium Economy Class, or Business Class where this class is not available, may be approved if the total journey by the most direct route, including connections, involves 12 hours of travel or more (from the time of departure from Australia) and the traveller is required to represent USQ on official business or deliver a conference paper within 24 hours of the completion of that journey.

4.2.5 Surface Travel

USQ encourages travellers to use scheduled transport services whenever these are available and practicable. These include coaches and airport transfer services. Where such scheduled transport services are available, but are not utilised by the traveller, they may be paid a taxable allowance only to the equivalent cost of such services. This payment will be subject to PAYG taxation instalment deductions and the University will report these payments on the employee's Payment Summary.

The relevant delegate may approve the use of a USQ vehicle or other mode of transport (e.g. hire vehicle or taxi) if it is impracticable to use a scheduled transport service.

USQ employees may only seek approval to use a private vehicle for directed travel on USQ business in exceptional cases where:

  • Scheduled public transport is not available, or the relevant delegate deems scheduled public transport to be unsuitable or inappropriate;
  • A USQ vehicle is not available, or the relevant delegate deems a USQ vehicle to be unsuitable or inappropriate; and
  • A hire vehicle or taxi is not available, or the approving delegate deems a hire vehicle or taxi to be unsuitable or inappropriate.

If the relevant delegate approves travel by a privately owned vehicle, a statement in writing must be provided by the employee detailing the circumstances necessitating the use of the private vehicle. This statement must be made on the University Directed Travel Request Form, or alternatively, as an email attached to the request form. Where an employee seeks approval to use a private vehicle, evidence of comprehensive insurance, current registration and driver's licence will be required to be produced and details recorded on the University Directed Travel Request form before approval is given by the relevant delegate.

Employees who use their private vehicles for USQ business are responsible for any damage whatsoever that might occur to the vehicle during this use. USQ employees should be aware that if their private vehicles are used, the vehicles will not be covered under USQ insurance, and that their compulsory third party or comprehensive insurance insurances may not cover the use of their vehicles for business purposes. Employees are advised to check with their insurance company. In many cases insurance companies will issue cover notes for such purposes at no extra cost.

Subject to the limitations in point one of 4.2.5, USQ employees may claim reimbursement for travel by private vehicle for USQ business in the form of a mileage allowance not exceeding the rates stated in Schedule 1, but may be a lesser amount determined by the delegate. These payments will be subject to PAYG taxation instalment deductions. The University will report these payments on the employee's Payment Summary.

If two or more travellers travel in the same vehicle only one may claim the allowance.

Travellers driving a USQ, hire or private vehicle must familiarise themselves with USQ's Motor Vehicles and Travel Fatigue Procedure and the recommended driving limitations contained within.

Travellers may claim reimbursement of expenditure on transportation costs incurred as part of their travel (e.g. taxi fares) upon presentation of original itemised tax invoices or itemised receipts.

4.2.6 Accommodation

USQ will normally pay directly for all accommodation. The Corporate Travel Office will book all accommodation through USQ's travel services provider, if possible, or failing this directly with the accommodation provider. The Corporate Travel Office may book overseas accommodation through a local agent in the destination country in order to obtain discounted local rates.

Travellers must use USQ's preferred suppliers of accommodation and other travel related services where these have been identified by the University. In choosing accommodation its location with respect to the business activity venue, the cost of transport between these locations, travelling times involved, and employee safety and security issues must be considered.

Travellers who stay with friends or family at no cost are not entitled to any financial assistance towards accommodation.

For overseas travel, the University will pay for actual expenses incurred for accommodation. The amount to be paid must not be excessive. Factors that need to be considered by the Category 3 Delegate or above in assessing the cost of accommodation for overseas travel include:

  • Nature of the country/city;
  • Advantageous network opportunities that are obtained from staying in a particular hotel/motel;
  • Employee safety and security considerations;
  • Convenience of location; and
  • Foreign exchange movements.

4.2.7 Meals and Incidentals

USQ does not pay meal and/or incidental allowances to travellers undertaking directed international travel. Travellers will be reimbursed for actual meal and incidental expenses incurred up to amounts not exceeding the total Australian Taxation Office reasonable rates (for the first salary level) (refer to Schedule 2) upon presentation of original itemised tax invoices or itemised receipts.

The relevant delegate will not accept statutory declarations in substitution except in very exceptional circumstances. Before the relevant delegate accepts the statutory declaration, the traveller must supply complete details of the expenses for which the claimant seeks reimbursement and an explanation of why the original documents are not available.

USQ will reimburse the cost of actual meals and other incidental expenses incurred by persons travelling internationally on USQ business only when the travel involves overnight absence from that person's usual place of residence.

USQ will not normally reimburse the expense of services that this policy requires be arranged through USQ's travel service provider.

Where the traveller incurs actual business expenses in excess of the reimbursement received, they should seek professional financial advice in relation to their personal taxation circumstances. The traveller is responsible for retaining the appropriate documentation to enable them to comply with their personal taxation affairs.

Employees may not claim reimbursements for meals where no cost has been incurred, eg where meals are provided as part of a flight or as part of the conference registration fee, or where a client pays for the employee's meal. Note that the provision of a morning or afternoon tea does not constitute the provision of a meal

USQ may pay reimbursements for expenses incurred outside Australia, only for the actual time spent in the destination country. Time spent in transit* or during flights will not attract a reimbursement.

*Travellers who experience unexpected extended transit times are required to obtain receipts for any purchases made over $AUD10.00 to enable reimbursement, purchases under $AUD10.00 do not require receipts (Refer to 4.2.7.1).

USQ will not normally provide reimbursements for the portions of journeys that occur in Australia unless it provides overnight accommodation in Australia. In these instances, reimbursements up to the maximum rates for domestic travel apply to that portion of the journey.

4.2.7.1 Meals

Travellers must retain original itemised tax invoices or itemised receipts to support claims for reimbursement of meal expenses for amounts exceeding $AUD10.00 (inclusive of GST) per meal, up to a maximum of three meals per day. Reimbursement of expenditure on meals for amounts of $AUD10.00 or less (inclusive of GST) per meal does not require presentation of receipts, and will be paid as an allowance not subject to PAYG deductions.

4.2.7.2 Incidentals

Travellers may also claim reimbursement for expenditure up to amounts not exceeding the total Australian Taxation Office reasonable rates (refer to Schedule 2) upon presentation of original itemised tax invoices or itemised receipts for items including but not limited to:

  • Newspapers, magazines;
  • Snacks including morning and afternoon teas, coffee, tea or other non-alcoholic drinks;
  • Private telephone calls/internet usage (up to a maximum of 3 minutes/day);
  • Laundry/dry cleaning (for travel of 4 consecutive nights or longer to a maximum of $AUD10.00 per day); and
  • Tips in countries where such activity is applicable (a maximum of $AUD20.00 per day may be claimed unreceipted).

USQ will not reimburse expenditure on items deemed to be of a private nature including but not limited to:

  • Bar and alcoholic beverages not part of a meal;
  • Health spas, saunas, massage and similar activities;
  • Hair cuts;
  • Cost of in room/external movies;
  • Cost of laundry/dry cleaning for travel of less than 4 consecutive nights;
  • Toiletries;
  • Tobacco;
  • Personal gifts;
  • Tours/admission to events; and
  • Other personal items.

4.2.8 Travel Diaries

A Travel Diary is a diary or similar document in which a traveller records detail of each business activity engaged in while undertaking travel. Diary entries must contain sufficient details to give a reasonable guide as to the extent to which the trip was undertaken for business purposes and must give enough detail to relate that activity to the employee's job.

A traveller must properly complete a Travel Diary where financial assistance is given towards any international travel for USQ purposes, including international travel that involves an element of private travel.

The traveller must make the record at the time of, or as soon as reasonably practicable after the conclusion of the activity and must detail particulars of:

  • the date the entry was made;
  • the place where the activity was undertaken;
  • the date and approximate time when the activity commenced;
  • the duration of the activity;
  • the nature of the activity; and
  • the traveller's signature.

A properly completed Travel diary must be authorised by the relevant delegate prior to the payment of any reimbursement in connection with the travel circumstances above.

4.2.9 Unused Tickets

A person who fails to use an issued ticket must return it to the Corporate Travel Office so that the University may pursue a refund, an insurance claim, or other appropriate action.

4.2.10 Hospitality

USQ rules on entertaining detailed in section 23.5 of the Financial Management Practice Manual apply whilst persons are travelling on University business.

4.2.11 Combined Business and Other Activities, and Accompanying Relatives

Any accompanying 'relative' as defined by the Tax Act includes the spouse of the person (either legal or defacto status), the parents, the aunts and uncles and their partners, the siblings and their partners and children, the children and grandchildren (both adopted and natural) and their partners.

Where a relative of the traveller accompanies a person travelling on USQ business, all costs incurred by that relative will be the responsibility of the relative or traveller. This includes the costs of meals and refreshment and any additional accommodation costs incurred by having an additional person stay with the traveller.

USQ will not pay for private-related travel costs for a traveller. Any personal travel arrangements and associated costs are the responsibility of the traveller. Travel that is incidental to official University travel is not regarded as private-related.

In exceptional circumstances, and with the prior approval of the relevant delegate, USQ may pay for travel costs that include an element of private travel. The Corporate Travel Office will not normally re-arrange destinations to accommodate the private portion of travel. USQ must not incur any additional costs associated with the inclusion of this element of private travel. If an element of private travel results in additional costs to USQ, the traveller must repay to USQ an amount equal to the private element, inclusive of GST, to ensure that no Fringe Benefits Tax liability arises. This repayment must be made prior to the travel being undertaken. Any travel which incorporates an element of private travel must be assessed by Financial Services to determine Fringe Benefits Tax liability prior to any bookings being made.

The element of private travel must be supported by a completed absence request in Employee Self Service (ESS) in accordance with USQ Human Resources Policy and/or Faculty/Department Policy.

A Travel Diary will show the proportion of the travel that relates to official USQ business and the proportion that is private. The Australian Taxation Office will deem any travel that cannot be supported by sufficient documentation as being private-related.

4.2.12 Airport Lounge Membership and Frequent Flyer Schemes

USQ will pay for memberships of the airport lounge of an international airline for the Chancellor, Vice-Chancellor, and Contracted Executive employees. When USQ has a preferred international carrier the membership will be with that airline. The following conditions apply to these memberships:

  1. Membership of the frequent flyer program option must be elected; and
  2. An employee may redeem benefits accrued as a result of expenditure incurred on USQ business only for USQ business purposes. Subject to approval by the relevant delegate, payment of the airport lounge membership annual fee or for a seat upgrade for business travel is an appropriate USQ business purpose for the use of these benefits.

The Category 3 Delegate may approve the initial application for an airport lounge membership of another person subject to the above conditions if the delegate concludes that this will result in a net benefit to USQ, and the employee's travel profile warrants the expenditure.

USQ Corporate Airport Lounge Membership is renewable every 12 months or 2 years depending upon the individual circumstance. The Category 3 Delegate may approve the renewal of an airport lounge membership of another person subject to the above conditions if the delegate concludes that this will continue to result in a net benefit to USQ, and the employee's travel profile continues to warrant the expenditure.

If a person chooses to join a frequent flyer program privately, at no cost to USQ, the University has no interest in any benefits that, for any reason, might accrue.

4.2.13 False Claims

A claimant is personally responsible for the accuracy of the information provided as the basis for the claim.

There are serious consequences for making claims based on false information. These include disciplinary action by USQ, referral to the Crime and Misconduct Commission, and the Police.

4.2.14 Insurance

USQ maintains corporate travel insurance for directed travel undertaken on its behalf by employees as fare paying passengers on scheduled services. This insurance is complementary to, not a substitute for, WorkCover insurance. In every circumstance that may involve loss of time from work, the possibility of a permanent disability or the incurring of medical expenses within Australia the employee must submit a WorkCover claim in accordance with Human Resources Policy Section E9. Travel insurers are prevented by law from paying any medical expenses incurred in Australia.

USQ insurance cover will apply to all USQ Directed Travel and that part of travel sponsored by USQ. The policy will cover employees for leisure activities that are incidental to the business travel, i.e. evening and weekend leisure activities. The policy may also cover an employee's element of private travel (refer to 4.2.11) whilst on University directed travel. The employee must seek advice from the Corporate Travel Office regarding travel insurance coverage. An employee may be required to take out a commercial travel insurance policy if USQ funded insurance does not cover the element of private travel.

Subject to the policy conditions, for International Travel, this insurance may provide for personal accident and sickness including death and capital benefits and overseas incurred medical expenses; loss of or damage to baggage, electronic equipment, money and travel documents; personal liability; missed transport connections; cancellation and curtailment expenses, hijack and detention; political evacuation etc. However there are some principal exclusions where a traveller has a pre-existing injury or medical condition; where the employee travels against the advice of a Doctor; or where the employee is unfit to travel.

Employees should direct inquiries about possible claims to the Corporate Travel Office in the first instance. Employees will need to provide relevant proof to verify the claim.

4.2.15 Accountable Advances

An accountable advance arises when money is paid to the traveller prior to the travel expense being incurred to cover anticipated expenses.

If the traveller believes an advance is necessary, they may make an application for an advance subject to the traveller agreeing to clearing the advance, and providing they apply at least ten (10) working days prior to travel. The relevant delegate will approve an application where they consider it would be unreasonable to expect travel related expenses to be met upfront by the traveller.

On application for an advance, the relevant delegate must approve only the minimum amount necessary, and for no more than 90% of the estimated total reimbursement of expenses that will become payable.

Accountable advances must not be approved for airfares, accommodation, hire cars or other substantial costs that can be prepaid, prearranged, invoiced or charged to the Corporate Card.

The relevant delegate must not approve an accountable advance unless an authority is given for it to be recovered from the recipients pay when the expenses are acquitted, or the fourth pay after the completion of the travel, whichever is the earlier.

A traveller must return to USQ any advance for travel that is cancelled or not fully completed.

The general conditions contained in the Financial Management Procedures Manual applying to Accountable Advances apply to advances in connection with travel except to the extent that they conflict with these provisions.

4.2.16 Passports and Visas

Passports are personal documents and the individual person will bear the cost of acquisition and/or renewal. For frequent travellers whose directed travel profile requires regular overseas travel, USQ may pay the difference between a standard (32 page) passport fee and a frequent traveller (64 page) passport fee for acquisition and/or renewal.

USQ will pay for the cost of visas for countries to be visited for work purposes, while any visa expenses for private travel are the responsibility of the traveller.

4.2.17 Immunisations and Other Health/Medical Considerations

4.2.17.1 Immunisations

USQ employees travelling to overseas destinations on USQ business must normally visit the Medical Director at USQ Health Services to obtain advice on recommended immunisations identified by the World Health Organisation, Centre for Disease Control and the Australian NHMRC.

The Corporate Travel Office will arrange the required appointment through USQ's medical travel services provider and will arrange payment directly with the provider for the consultation fee and recommended immunisations using normal USQ purchasing procedures. The cost of the consultation fee and recommended immunisations will be met by the faculty/section.

In exceptional circumstances and with the prior approval of the relevant delegate, the employee may consult their own medical practitioner for immunisations, however the delegate should be aware that this may attract a Fringe Benefit Tax payable by the faculty/section. In this instance, the cost of the consultation fee and recommended immunisations will be met by the faculty/section, along with any FBT payable.

4.2.17.2 Health/Medical Conditions

Where an employee indicates on the Directed Travel Request Form that they are aware of an existing health/medical condition which may impact their travel, a medical clearance will be required prior to approval being granted to undertake the travel. If a satisfactory medical clearance is not obtained, the employee will not be permitted to undertake travel on USQ business. Medical clearances will be retained on the employee's personal file held within Human Resources.

The Corporate Travel Office will arrange the required appointment to obtain the medical clearance through USQ's medical travel services provider and will arrange payment directly with the provider for the consultation fee using normal USQ purchasing procedures. The cost of the consultation fee will be met by the faculty/section.

In exceptional circumstances and with the prior approval of the relevant delegate, the employee may consult their own medical practitioner to obtain a medical clearance, however the delegate should be aware that this may attract a Fringe Benefit Tax payable by the faculty/section. In this instance, the cost of the consultation fee will be met by the faculty/section, along with any FBT payable.

4.2.17.3 Rest Periods

An employee will not be expected to attend the USQ campus on the day of return flight from directed international travel (irrespective of the time of the flight), nor be expected to commence work overseas on the day of their arrival (except where Business Class travel has been undertaken in accordance with section 4.2.4). Such time will be recorded as a normal working day.

For periods of directed international travel in excess of five days, the employee should be provided with a rest day during the period overseas. Alternatively, and with the approval of the relevant delegate, the employee may request time off duty prior to or after travel rather than take rest breaks whilst overseas, in order to shorten the period of time away from Australia.

4.2.18 Reimbursement Claim Procedures

All claims and documentation relating to travel must be submitted in accordance with the following.

As soon as practicable after the completion of the travel, but within ten working days, a traveller seeking reimbursement of actual expenses will submit all supporting documentation for inclusion in the International Travel Acquittal - Reconciliation to the Corporate Travel Office.

A traveller seeking reimbursement of actual expenses will include original taxation invoices, receipts and documents supporting the amount of the reimbursement claimed. The International Travel Acquittal - Reconciliation will be completed indicating:

  1. the claimant's name and employee identification number (if applicable);
  2. a description of each expense item claimed and the amount being claimed;
  3. a Travel Diary if one is required (see 4.2.8); and
  4. a copy of the approval for the journey.

Additionally, for reimbursement of expenses incurred overseas, travellers must complete an International Travel Expense Diary listing a record of receipts, a description of the expense and the currency in which the expense was incurred.

The Corporate Travel Office will verify the accuracy of the Reimbursement claim.

Where the actual costs on the completed International Travel Acquittal and Reconciliation for business expenses do not exceed 10% of estimated costs up to a maximum of $100 (acquittal tolerances) and when satisfied of their justification, in accordance with the USQ Travel Policy, the Corporate Travel Office will process the travel acquittal.

Where the actual costs on the completed International Travel Acquittal and Reconciliation for business expenses exceeds the acquittal tolerances or the claim contains discrepancies, the Corporate Travel Office will refer the claim to the appropriate delegate for consideration and/or authorisation of the additional expenditure.

The Corporate Travel Office will submit the finalised claim to the Accounts Payable Section of Financial Services. Normally, within ten working days of receipt of a properly authorised claim Financial Services will issue a cheque or Electronic Funds Transfer (EFT) payment to the traveller in payment of the approved reimbursements.

4.2.19 Reporting

USQ is required to report all overseas travel annually to the Queensland Parliament through the Minister for Education. Therefore, employees who travel on international business visits are required to submit a comprehensive report on the overseas travel to the approving delegate within thirty (30) days of return to work. The following elements should be included in the report:

  • The name and position of the employee, and their faculty/section;
  • The purpose/objectives of the trip;
  • Dates of travel and countries visited;
  • Benefits to the University of the trip; and
  • Any recommendations and/or action plans arising from the trip.

A travel report template is available from the Corporate Travel Office.

The relevant delegate is required to provide a report quarterly to the Vice-Chancellor's Office regarding details of all international travel undertaken by employees in their faculty/section. This information will be used for inclusion in the USQ Annual Report.

The Corporate Travel Office is also required to maintain a register of employees undertaking domestic and international travel and their locations at all times, to enable the University to promptly and efficiently locate employees.

4.3 Directed Travel (Inter-Campus: Toowoomba and Springfield)

4.3.1 Eligibility

These procedures relate to travel between the USQ Toowoomba and USQ Springfield campuses only, and deal primarily with official travel to and from Toowoomba, however where appropriate, reciprocal arrangements will apply. Travel between the Toowoomba and Fraser Coast campuses, or Springfield and Fraser Coast campuses, is covered by Section 4.1.

For USQ Springfield Employees who choose to reside in Toowoomba (or vice versa), normal daily travel between work and home is not covered by these procedures and entitlements. However, if a USQ Toowoomba Employee is seconded to the Springfield Campus for a period of 12 months or less, the Springfield Campus Director may approve access to the procedures and entitlements in 4.3.2 through to 4.3.4 for the duration of the secondment.

For USQ Springfield Employees or USQ Toowoomba Employees who may be required to work either a part or full day at the other campus on an ad hoc or irregular basis, the procedures and entitlements in 4.3.2 through to 4.3.4 will apply.

For Dual Campus Employees, it is expected that they would establish their home at the most convenient location for them to travel to any of the campuses constituting their normal place of employment (i.e. nearest the location where they spend more than 50% of their employment). Where this has occurred, and where these employees then need to work at the campus constituting the remainder of their employment, the procedures and entitlements in 4.3.2 through to 4.3.4 will apply. A Dual Campus Employee who does not establish their home near their normal place of employment (ie nearest the location where they spend more than 50% of their employment) will not be covered by the procedures and entitlements in 4.3.2 through to 4.3.4, unless approved otherwise by the Springfield Campus Director and the relevant Delegate from the Toowoomba Campus. Normal daily travel between home and campus and vice versa will not be reimbursed.

4.3.2 Transport

Subject to the eligibility requirements in 4.3.1, where an employee is required to work either a part or full day at another campus, the University will provide transport by the most cost effective means available to and from one campus to the other.

Springfield pool vehicles specifically designated for Springfield/Toowoomba inter-campus travel will be used in the first instance as part of a regular daily transport service. These vehicles are self-drive and 'car pooling' should be utilised by employees wherever mutually convenient. Alternatively, a general University pool vehicle, hire vehicle or public transport (whichever is the most cost-effective and efficient) may be approved by the relevant Delegate where a Springfield pool vehicle is not available.

Where a Springfield pool vehicle or other University vehicle is required overnight, it should normally be stored only in the designated secure parking areas at either the Toowoomba or Springfield campus.

All travel between the Toowoomba and Springfield campuses for which USQ is incurring a cost (other than the use of the Springfield pool vehicles as a daily transport service) requires the completion and approval of a 'University Directed Travel Request' form (refer to Section 4.1 for further details). However, Category 3 Delegates and above are not required to obtain approval for inter-campus travel in instances where funds for such travel are to be expensed against the faculty/section's own budget.

Where regular or periodic use of a vehicle is required (other than the use of the Springfield pool vehicle as a daily transport service) the completed travel request may cover one particular trip or it may cover a block of regular travel to a fixed location. For example, this may take the form of 'every Thursday for a specified teaching period', or 'every week day for one calendar month' and so on.

Employees may seek approval to utilise their private vehicle for inter-campus travel in exceptional circumstances only (e.g. where a Springfield pool vehicle or other form of appropriate transport is not available).

Where an employee seeks approval to use a private vehicle, evidence of comprehensive insurance, current registration and driver's licence will be required to be produced and details recorded on the 'University Directed Travel Request' form before approval is given by the relevant delegate. USQ employees should be aware that if their private vehicles are used the vehicles will not be covered under USQ insurance, and that their compulsory third party or comprehensive insurance insurances may not cover the use of their vehicles for business purposes. Employees are advised to check with their insurance company. In many cases insurance companies will issue cover notes for such purposes at no extra cost.

Where the use of a private vehicle has been approved for USQ business (subject to the limitations above) USQ employees may claim reimbursement for the travel (using the Motor Vehicle Allowance Claim form) in the form of a mileage allowance not exceeding the maximum cents per kilometre rates stated in Schedule 1, but may be a lesser amount determined by the relevant delegate. These payments will be subject to PAYG taxation instalment deductions. The University will report these payments on the employee's annual PAYG Payment Summary.

Employees driving a Springfield Pool, University, hire or private vehicle must familiarise themselves with the USQ Motor Vehicles and Travel Fatigue Procedure and driving guidelines contained within the USQSafe Work Health and Safety Policy and Procedure.

4.3.3 Working hours

For all employees, travel above and beyond normal home/workplace commuting, including travelling between campuses, is considered to be part of an employee's normal workload and is regarded as working time. Delegates and supervisors therefore need to have regard to travel times when determining what is an appropriate workload for an individual employee.

4.3.4 General

Wherever possible, 'car pooling' should be utilised by employees travelling to and from the Toowoomba and Springfield campuses via University or Springfield Pool vehicles if mutually convenient.

Employees travelling via Springfield Pool vehicles or other University vehicles between campuses may be required to transport mail and/or other small items if space permits. Employees will not, however, be responsible for the loading or unloading of these items.

If required, overnight accommodation away from the employee's usual place of residence will be organised in accordance with the accommodation booking procedures in section 4.1.6.

The University will not normally reimburse the employee for the purchase of food and drink during the course of the working day, as the cost of these items is considered a private and domestic expense. However, reimbursements to meet the cost of meals and other expenses may be payable should overnight accommodation away from the employee's usual place of residence be required. In this instance, reimbursements will not exceed the allowances in accordance with the rates listed in Schedule 1. Where applicable, reimbursement claim procedures will be in accordance with section 4.1.18.

All employees utilising University vehicles (including Springfield Pool vehicles) are required to comply with the provisions of all USQ policies in relation to motor vehicles including rules, obligations, legal requirements and insurance issues. All drivers of Springfield Pool Vehicles are required to accurately complete a vehicle log prior to and immediately following use identifying the driver's details and other details of use (e.g. dates/times). This log will be managed by the Manager, Campus Administration (Springfield).

5 Schedule 1 - Domestic Rate Guidelines

These rates are consistent with the rates considered reasonable by the Australian Taxation Office (at the first salary level) and are subject to change from time to time with approval from USQ.

5.1 Guideline Maximum Rates

Place

Accom $

Food and drink 1 $

Incidentals $

Total $

Bfast (23.10) Lunch (25.90) Dinner (44.50)2

Adelaide

157

93.50

16.85

267.35

Brisbane

201

93.50

16.85

311.35

Canberra

145

93.50

16.85

255.35

Darwin

172

93.50

16.85

282.35

Hobart

117

93.50

16.85

227.35

Melbourne

173

93.50

16.85

283.35

Perth

164

93.50

16.85

274.35

Sydney

183

93.50

16.85

293.35

High cost country centres

see (a) below

93.50

16.85

see (a) below

Tier 2 country centres [see (b) below]

107

Bfast (20.65) Lunch (23.60)

Dinner (40.65)2

16.85

208.75

Other country centres

92

Bfast (20.65) Lunch (23.60)

Dinner (40.65)2

16.85

193.75

1 USQ will normally only pay an allowance for breakfasts for departures before 7.00am and arrivals after 9.00am, lunches for departures before 12.00 noon and arrivals after 2.00pm, and dinners for departures before 6.00pm and arrivals after 8.00pm. Employees may not receive an allowance payment for meal expenses where no cost has been incurred, e.g. where meals are provided as part of a flight or as part of the conference registration fee, or where a client pays for the employee's meal. Note that the provision of a morning or afternoon tea does not constitute the provision of a meal.

2 The maximum amount able to be paid as an allowance for meal expenses will not exceed the combined total of the reasonable breakfast, lunch and meal allowance rates for which the employee is eligible, however the actual apportionment of expenditure between meals is at the discretion of the employee.

(a) High cost country centres - accommodation expenses:

Country centre

$

Country centre

$

Albany (WA)

118.20

Horsham (VIC)

113.00

Alice Springs (NT)

113.00

Jabiru (NT)

198.00

Ballarat (VIC)

122.50

Kalgoorlie (WA)

138.50

Bendigo (VIC)

122.00

Karratha (WA)

285.00

Bright (VIC)

113.00

Katherine (NT)

120.50

Broome (WA)

214.00

Kununurra (WA)

182.00

Bunbury (WA)

122.50

Launceston (TAS)

115.50

Burnie (TAS)

125.00

Mackay (QLD)

132.50

Cairns (QLD)

123.00

Maitland (NSW)

111.50

Carnarvon (WA)

146.30

Mount Isa (QLD)

158.50

Christmas Island (WA)

150.00

Newcastle (NSW)

132.50

Cocos (Keeling) Islands

110.00

Newman (WA)

195.00

Dalby (QLD)

110.00

Norfolk Island

132.50

Dampier (WA)

174.40

Port Hedland (WA)

270.00

Derby (WA)

181.50

Port Lincoln (SA)

112.00

Devonport (TAS)

128.50

Port Macquarie (NSW)

115.00

Echuca (VIC)

122.30

Queanbeyan (NSW)

113.50

Emerald (QLD)

119.50

Tamworth (NSW)

111.00

Esperance (WA)

118.00

Thursday Island (QLD)

180.00

Exmouth (WA)

190.00

Townsville (QLD)

124.00

Geelong (VIC)

121.00

Wagga Wagga (NSW)

117.50

Geraldton (WA)

133.50

Warrnambool (VIC)

114.20

Gladstone (QLD)

118.50

Weipa (QLD)

138.00

Gold Coast (QLD)

135.00

Whyalla (SA)

118.00

Halls Creek (WA)

147.50

Wilpena-Pound (SA)

142.00

Hervey Bay (QLD)

119.00

Wonthaggi (VIC)

122.00

Horn Island (QLD)

169.00

Yulara (NT)

331.00

(b) Tier 2 country centres:

Country centre

Country centre

Ararat (VIC)

Kingaroy (QLD)

Armidale (NSW)

Mildura (VIC)

Bairnsdale (VIC)

Mount Gambier (SA)

Bathurst (NSW)

Mudgee (NSW)

Bordertown (SA)

Muswellbrook (NSW)

Broken Hill (NSW)

Naracoorte (SA)

Bundaberg (QLD)

Orange (NSW)

Castlemaine (VIC)

Port Augusta (SA)

Ceduna (SA)

Portland (VIC)

Coffs Harbour (NSW)

Renmark (SA)

Cooma (NSW)

Rockhampton (QLD)

Dubbo (NSW)

Roma (QLD)

Gosford (NSW)

Seymour (VIC)

Goulburn (NSW)

Swan Hill (VIC)

Hamilton (VIC)

Toowoomba (QLD)

Innisfail (QLD)

Wollongong (NSW)

Kadina (SA)

Kilometre Allowances

USQ will compensate employees for the use of private motor vehicles in conjunction with University business up to the following maximum allowance rates subject to approval.

Engine Capacity

Rate/km (cents)

Conventional

Rotary

1600cc (1.6 litre) or less

800cc (0.8 litre) or less

50.0c

1601cc - 2600cc

(1.601 litre - 2.6 litre)

801cc - 1300cc

(0.801 litre - 1.3 litre)

60.0c

2601cc (2.601 litre) and over

1301cc (1.301 litre) and over

61.0c

USQ will deduct PAYG instalment deductions at the employee's marginal tax rate from all kilometre allowances it pays to its employees. It will report all of these payments to employees on their Payment Summaries.

6 Schedule 2 - International Rate Guidelines

These rates are consistent with the rates considered reasonable by the Australian Taxation Office (at the first salary level) and are subject to change from time to time with approval from USQ.

6.1 Meals and Incidentals

A comprehensive alphabetical list of countries and cities is shown in Table 1 along with a Cost Group for that country or city. The amount for meals and incidentals for each of the six cost groups is shown at Table 2 - all rates are expressed in Australian Dollars). If a country does not appear in Table 1 of this schedule, then Cost Group 1 should be used.

Table 1: Table of Countries

Country

Cost Group

Country

Cost Group

Albania

2

Estonia

3

Algeria

3

Ethiopia

1

Angola

6

Fiji

2

Antigua and Barbuda

4

Finland

5

Argentina

2

France

5

Austria

4

Gabon

5

Azerbaijan

4

Gambia

2

Bahamas

5

Georgia

2

Bahrain

3

Germany

4

Bangladesh

3

Ghana

3

Barbados

5

Gibraltar

3

Belgium

4

Greece

4

Bermuda

5

Guatemala

3

Bolivia

1

Guyana

2

Bosnia

2

Hungary

3

Brazil

5

Iceland

4

Brunei

2

India

3

Bulgaria

3

Indonesia

3

Burkina Faso

3

Iran

2

Cambodia

2

Irish Republic

5

Cameroon

3

Israel

4

Canada

4

Italy

4

Chile

2

Jamaica

2

China (includes Macau & Hong Kong)

4

Japan

5

Colombia

3

Jordan

4

Congo Democratic Republic

3

Kazakhstan

3

Cook Islands

4

Kenya

3

Costa Rica

2

Korea Republic

5

Cote D'Ivoire

4

Kuwait

4

Croatia

3

Laos

2

Cuba

3

Latvia

4

Cyprus

4

Lebanon

3

Czech Republic

4

Libya

3

Denmark

6

Lithuania

3

Dominican Republic

3

Luxembourg

4

East Timor

2

Macedonia

2

Ecuador

2

Malawi

2

Egypt

3

Malaysia

2

El Salvador

2

Mali

3

Eritrea

2

Malta

4

Mauritius

3

Senegal

3

Mexico

2

Serbia

2

Monaco

6

Sierra Leone

3

Morocco

3

Singapore

4

Mozambique

2

Slovakia

4

Myanmar

3

Slovenia

3

Namibia

2

Solomon Islands

2

Nepal

2

South Africa

2

Netherlands

4

Spain

4

New Caledonia

5

Sri Lanka

2

New Zealand

3

Sudan

3

Nicaragua

2

Surinam

3

Nigeria

4

Sweden

5

Norway

6

Switzerland

5

Oman

5

Syria

3

Pakistan

2

Taiwan

3

Panama

2

Tanzania

2

Papua New Guinea

3

Thailand

3

Paraguay

1

Tonga

2

Peru

3

Trinidad and Tobago

5

Philippines

3

Tunisia

2

Poland

3

Turkey

4

Portugal

4

Uganda

2

Puerto Rico

3

Ukraine

3

Qatar

4

United Arab Emirates

5

Romania

3

United Kingdom

5

Russia

6

United States of America

4

Rwanda

3

Uruguay

2

Saint Lucia

3

Vanuatu

4

Saint Vincent

2

Venezuela

4

Samoa

3

Vietnam

2

Saudi Arabia

2

Zambia

3

Table 2: Reasonable amounts (all rates are expressed in Australian Dollars)

Cost Group

Meals 1

Incidentals

Total

1

$65

$25

$90

2

$85

$30

$115

3

$120

$35

$155

4

$155

$35

$190

5

$185

$40

$225

6

$215

$45

$260

7 Delegated responsibilities

Approver

Level of Delegation

Category 3 Delegate or above

Assessment and approval of all directed international travel.

Category 4 Delegate or above

Assessment and approval of all directed domestic travel

Relevant Financial Delegate

Approval of financial arrangements

Financial Services

Administrative arrangements

8 Policy Information

Accountable Officer

Executive Director, Human Resources

Policy Type

Regulated Policy and Procedure

Approved Date

25/10/2013

Effective Date

25/10/2013

Review Date

Relevant Legislation

Related Policies

Travel: Conference and Other Assisted Policy and Procedure

Fraud Corruption and Control Management Policy and Procedure

Work Health and Safety Policy and Procedure

Related Procedures

Motor Vehicles and Travel Fatigue Procedure

Related forms, publications and websites

Definitions

Terms defined in the Definitions Dictionary

Definitions that relate to this policy only

USQ Springfield Employees

USQ employees either directly employed by and working at the Springfield Campus (e.g. campus executive and administrative staff), or USQ employees employed by the Toowoomba Campus but whose primary place of work is the Springfield Campus under a Service Level Agreement (SLA).

USQ Toowoomba Employees

USQ employees directly employed by and working at the Toowoomba Campus.

Dual Campus Employees

USQ employees directly employed by the Toowoomba Campus, who work part of their time at the Toowoomba Campus and also work part of their time at the Springfield Campus under a Service Level Agreement (SLA).

Keywords

Travel, domestic, international, intercampus, directed travel, Springfield, Toowoomba

TRIM Record No

13/462PL

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