Travel Policy

Policy overview

1 Purpose

To outline requirements for approved travel undertaken by University Travellers.

2 Scope

This Policy applies to all University Travellers which includes Employees, Students, Council members and Visitors required to travel on approved University Business. This includes all domestic, international and intercampus travel.

This Policy does not apply to travel undertaken by contractors, consultants and professional service providers.

3 Policy Statement

The University will seek to maximise safe, cost effective travel for University Business that is in the best interests of the University, with exceptions as determined by legislation, funding body requirements or medical grounds.

All travel must only be undertaken after due consideration of all other alternatives available to the University.

4 Principles

  • Travel is only to be undertaken where the primary purpose is University Business.
  • Travel is to be applied for, approved and ticketed through the University's online travel system.
  • Approvers can approve the reasonable costs of travel taking into account the nature of travel, contribution from other sources and budget considerations.
  • Approvers are required to ensure that University resources are used appropriately to ensure safe effective travel.
  • All travel is to comply with Australian taxation requirements in order to ensure that the University does not incur additional costs associated with travel.
  • Approvers and approval levels are aligned with the University's Financial and Human Resources Delegations.
  • Travel in circumstances or locations which present a significant health and safety risk to the Traveller or breach the University's duty of care will not be undertaken or approved.
  • Delegates may approve an exemption from the Travel Policy or Travel Procedure requirements in exceptional circumstances where the Policy or Procedure does not result in the most optimal outcome for the University.
  • The University promotes and supports the principles of open, accountable and transparent travel, and will comply with all legislative and reporting requirements in this regard.

5 References

Nil.

6 Schedules

This policy must be read in conjunction with its subordinate schedules as provided in the table below.

7 Policy Information

Subordinate Schedules

Accountable Officer

Deputy Vice-Chancellor (Enterprise Services)

Responsible Officer

Deputy Vice-Chancellor (Enterprise Services)

Policy Type

Executive Policy

Approved Date

12/12/2018

Effective Date

3/4/2019

Review Date

3/4/2022

Relevant Legislation

Crime and Corruption Act 2001

Financial Accountability Act 2009

Financial and Performance Management Standard 2009

Fringe Benefits Tax Assessment Act 1986

Income Tax Assessment Act 1997

Public Records Act 2002

Queensland Procurement Policy

USQ Enterprise Agreement

Related Policies

Code of Conduct Policy

Delegations Policy

Work Health and Safety Policy

Related Procedures

Travel Procedure

Related forms, publications and websites

Corporate Travel Office Website

Financial Delegations Schedule

Financial Management Practices Manual

Human Resources Delegations Schedule

Travel System

Definitions

Terms defined in the Definitions Dictionary

Employee

A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University.

Policy

A high level strategic directive that establishes a principle based approach on a subject. Policy is operationalised through Procedures that give instructions and set out processes to implement a Policy....moreA high level strategic directive that establishes a principle based approach on a subject. Policy is operationalised through Procedures that give instructions and set out processes to implement a Policy.

Procedure

An operational instruction that sets out the process to operationalise a Policy....moreAn operational instruction that sets out the process to operationalise a Policy.

Research Activities

Refers to activities that result in the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings. This could include synthesis and analysis of previous research to the extent that it leads to new and creative outcomes....moreRefers to activities that result in the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings. This could include synthesis and analysis of previous research to the extent that it leads to new and creative outcomes.

Student

A person who: has been Admitted or Enrolled in an Academic Program at the University, but has not yet graduated from the program; or has been Enrolled in a Course at the University but has not yet completed the Course....moreA person who: has been Admitted or Enrolled in an Academic Program at the University, but has not yet graduated from the program; or has been Enrolled in a Course at the University but has not yet completed the Course.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

USQ Enterprise Agreement

University of Southern Queensland Enterprise Agreement 2018-2021....moreUniversity of Southern Queensland Enterprise Agreement 2018-2021.

Definitions that relate to this policy only

Traveller

All Employees, Students, Council members and Visitors travelling on approved University Business.

University Business

University Business means any approved activity related to employment, career development or Research Activities at the University or in connection with the official functions of the University.

Visitor

Includes any approved person, other than contractors, consultants and professional services providers, undertaking travel related to University Business.

Keywords

Travel, domestic, international, intercampus

Record No

15/578PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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