8.1 International and Domestic Travel Policy and Procedures

Transcription

1 8.1 International and Domestic Travel Policy and Procedures Policy Name Policies and Procedures Travel Policy ID TP8.1 Policy Date Review Date 25 June 2007 Prepared By Leanne Tasker, Human Resources Officer Authorised By Dr Kerry Hudson, CEO Policy NewSouth Global will pay reasonable transport, accommodation and associated expenses for staff directed to travel on official business. The governing principle of this policy is that staff should not be either advantaged or disadvantaged as a consequence of employment related travel. This policy is as prescriptive as practicable however, it cannot cover all contingencies. In exceptional or unusual circumstances the principle of reasonableness will apply. The policy may be further revised in 2008 to bring it into further alignment with that of UNSW. Purpose These guidelines aim to: Ensure a clear understanding of travel policies and procedures; Ensure that staff are not financially disadvantaged as a result of travel undertaken; Assist to ensure compliance with legislative and other governance requirements; and Enable NSG to better manage its travel and associated costs. Approval and Travel Booking The Director Sales and Marketing will prepare an annual travel schedule based on the approved business travel plan and budget which will be approved in January of each calendar year. This will be authorised jointly by the CEO and UNSW COO. All international travel on the annual schedule will be allocated a purchase order number at the time of approval. All international travel requires a purchase order available from Accounts Payable. If the intended travel has not been approved via this process, you will need to complete a Travel Approval Form. 8.1/1

2 Staff should contact the UNSW nominated travel agent(s) to make International and Domestic travel bookings. A copy of the itinerary and estimated fare is to be attached to the Finance Advice Form to enable airfare and related expenses to be accrued and sent to Corporate Finance at Rosebery. If no advance is required a copy of your confirmed itinerary is sufficient. Responsibilities Staff Member Responsibilities Approval for travel must be obtained through the schedule. If not approved in the schedule, a Travel Approval Form must be completed and forwarded to the CEO and a copy sent to Accounts Payable. Requests for advance payment of expenses can be made on the Finance Advice form. Requests for reimbursement must be made using the Expense Claim and Travel Allowance Form on completion of travel. This form is also used for reconciliation when advance payments are provided (new). Staff should complete a Travel Diary or equivalent to comply with the Australian Taxation Office requirements. The completed Diary must be provided to the business unit travel representative and business unit Director, or CEO for Directors, within 14 days of completion of travel. Staff may not authorise reimbursement of their own travel and associated expenses. Delegates Responsibilities Delegates or authorising staff have responsibility for ensuring compliance with this policy. Delegates should ensure: Any travel expenses were incurred while conducting company business; The information contained in the Expense Claim and Travel Allowance Form and attached documentation is accurate and in accordance with company guidelines; and Consistent reimbursement procedures are followed in accordance with the procedures outlined in this document. Travel Bookings UNSW Global is a member of the National University Travel Consortium (NUTC) II. The University has negotiated preferred travel arrangements with Qantas Airways and Singapore Airlines. Only the following travel agents may be used to make travel bookings for international business travel from Australia. Domestic travel and accommodation can be booked through the web or through KistendCampus Travel. When booking domestic travel online it is acceptable to use a corporate credit card. 8.1/2

3 KistendCampus Travel Phone: Contact: Sergio Gomez Anywhere Travel 345 Anzac Parade Kingsford Phone: Fax: Contact: Barbara Whitten The travel agents will be able to assist travellers with flights, accommodation and visa requirements. Air Travel Lowest Logical Fare The University has negotiated with Qantas Airways to provide competitive rates to the preferred travel providers. The authorised UNSW travel providers will assist at all times to offer the best fare available at the time of booking. Where forward notice of the journey and its duration enable discount fares to be obtained, travellers and staff should book in such a way as to take advantage of these discounts. Staff must book airfares as far in advance as practicable and at least one month prior to departure. Class of travel Staff are expected to book the lowest priced airfare available which meets feasible travel requirements. The COO or CFO may fly business class or a cost equivalent class at the discretion of the CEO. Discretion to travel business class will generally be given in the following circumstances:- Special physical requirements (eg back problems, pregnancy, etc) Unscheduled emergency meetings Directors and the COO may recommend business class travel for other staff in particular circumstances, for the written approval of the CEO. Otherwise, the standard class of travel is economy class. Where staff are travelling internationally for business purposes it is recommended that they travel 24 hours prior to their first appointment when travelling economy class. Permission to travel business class must be authorised by the CEO in writing. Any travel related expenses not charged to a NSG corporate credit card will be reimbursed on production of receipts or appropriate authorised declaration via the Expense Claim and Travel Allowance Form. 8.1/3

4 Airline Membership NSG staff travelling regularly on business as part of their job description will be provided with membership of an appropriate airline club at company expense, at the discretion of the CEO. Frequent Flyer Points Points accrued as a result of business travel may be used for personal use, however records and details should be kept to ensure compliance with ATO requirements. Any tax liability that may arise is the responsibility of the individual staff member. Passport and Visa Travellers and travel administrators should note the following when making airline bookings: Passport Visas Travellers should ensure that their passport has a minimum validity of six months at all times. It is important that the name provided for the booking is the one shown on the passport that will be used for the travel. Some travellers might have more than one passport and administrators should check with travellers which one they intend travelling on before they make a booking. It is the responsibility of the traveller to ensure they have the appropriate visa for their travel. Travellers should check with the relevant diplomatic mission in Australia or the preferred travel agency to ascertain the visa requirements for the intended travel. It will be assumed that the traveller is on an Australian passport unless they are informed in writing that this is not the case. Accommodation Generally, the best available rate should be used to determine the standard of accommodation. In choosing accommodation, factors such as proximity to business activity venue, the cost of transport between locations and the travelling time involved must be considered. No specific allowance is provided for accommodation costs however, there is a maximum upper limit of A$250 per night plus taxes. A higher rate may be allowed in exceptional circumstances (e.g. high season in Delhi). In these circumstances the prior approval of the CEO, or in her absence the CFO, is 8.1/4

5 required. The actual costs may be charged to a corporate credit card and receipts must be retained. Staff who have been issued with a corporate credit card should charge accommodation costs to their card. As a general principle, the level of accommodation is 3-4 stars or a superior venue where a special rate has been negotiated by our agents or local staff. When travelling to a conference/exhibition, it is appropriate to stay at one of the hotels hosting the conference. If there are several conference hotels, staff should ensure they select accommodation that is both reasonable in cost and of a suitable standard. Other Transportation Motor Vehicles When travelling internationally it is recommended to use local transport. Where the local hire of a motor vehicle would provide significant cost advantages the provisions of the domestic hire policy will apply. Taxis and Public Transportation The cost of taxis used in connection with official travel will be reimbursed with other claims. The corporate credit card is accepted by most taxis and should be used, if possible, in preference to cab vouchers. If cab charge cards or vouchers are used, staff should retain all documentation for UNSW Global Finance. Taxi expenses for personal use (e.g. outside business hours) will not be reimbursed. Sponsored Project Travel Sponsored funds (e.g. designated projects) used for travel should be in accordance with University policies. The funds should be used responsibly and in such a way as to realise the best economies and maximise benefits to the University. There should be no intermingling of project and businessrelated travel. Travel Insurance The company s workers compensation policy provides normal coverage for staff working at other locations, including overseas. In addition, staff are covered by UNSW s blanket insurance policy. The policy provides worldwide coverage for accidental death, disability, medical expenses and loss of personal effects. The service includes: 24 hour medical advice legal assistance assistance with lost/stolen passports assistance with delayed/stolen baggage. 8.1/5

6 Details of the travel insurance policy are as follows: Company: AHI Assist Phone: (reverse charge) Policy Name: University of New South Wales Policy Number: 7072 Staff travelling on international or domestic business will need to contact the Human Resources Manager, Corporate Services prior to departure to be issued with a card. Travel Expenses and Allowances UNSW Global will pay reasonable transport, accommodation and associated expenses. Any of these expenses not charged to a corporate credit card will be reimbursed on production of receipts or appropriate authorised declaration via the Expense Claim and Travel Allowance Form. As far as practicable, corporate credit cards should be used for most if not all travel-related expenses. Staff may obtain an advance against expenses prior to departure by completing the Finance Advice Form. This advance will not exceed the recommended daily travel allowance payable (see below). A reconciliation of the advance must be provided within 10 working days of return to UNSW Global Corporate Finance. The company has established recommended daily travel allowance rates for common travel areas. These are indicative only but are meant to provide guidelines for maximum daily expenditure. The recommended daily travel rates (AUD) are: Australia & New Zealand $100 Japan $170 Rest of Asia $100 Europe $150 Middle East $100 North America $150 South America $100 These rates exclude accommodation but do include meals and other expenses and serve as a guideline for requesting a travel advance. Details of allowable expenses are covered under Reimbursement of Expenses. 8.1/6

7 Reimbursement Claims/Expenses No personal expenses may be incurred on the corporate credit card. In unavoidable circumstances the personal debt must be repaid or offset against any other claims immediately on return to Sydney. Business travel expenses may be claimed if they are reasonable, documented and authorised within the guidelines of this policy. Staff will be reimbursed for the following miscellaneous expenses while on overseas business: health examinations, inoculations, vaccinations and medication if recommended; visa and passport fees; business office expenses (fax, copy services); business phone calls; ground transportation for business meetings and travel to and from the airport e.g. taxi, bus etc. Transport expenses must be supported by the travel diary; personal phone calls allowing reasonable contact with family; and fees associated with the purchase or conversion of currency; laundry expenses where staff are away for more than five days. As far as practicable, these expenses may also be charged to the UNSW Global corporate card. It is recommended that staff provide receipts in support of such claims. It is acknowledged that it is not always possible to obtain receipts. In such instances staff must give a brief description of the expense on the Expense Claim and Travel Allowance Form. Reasonable expenses will be reimbursed subject to the approval of the relevant delegate. All claims for reimbursement should preferably be made within 14 days of return to Sydney. Non Reimbursable Expenses Personal expenses incurred while travelling will not be reimbursed. These include but are not limited to: clothing or toiletry items; expenses related to vacation or personal days taken before, during or after a business trip; lost baggage beyond limits of airline/insurance; loss or theft of personal funds or effects beyond insurance limit; magazines, books, newspapers, personal reading materials; medical expenses while travelling (any work-related expenses of this type will be a matter for travel insurance or workers compensation); mini-bar items; movies (e.g. hotel in-house movies); 8.1/7

8 personal phone calls in excess of reasonable calls home; interest charges on credit cards; taxis and other fares for entertainment or personal business; and travel companions expenses (e.g. partner, spouse, dependants, children, friends, etc) expenses including but not limited to conference functions, meals, entertainment, travel, insurance and visas. Taking Leave While Travelling Staff are deemed to be on duty for the duration of their trip and as such are covered by workers compensation and insurance policies. Staff on longer journeys will generally have weekends free and may also take occasional days off if approved in advance. Staff who take longer periods of leave will not be covered by company policies. Where leave is taken, a fringe benefit tax liability may be incurred the ATO may determine that some or all of the travel costs were for recreational purposes and therefore should have FBT paid. In such instances, the staff member will meet the FBT liability. Staff who wish to take annual leave at the end of a business trip and remain overseas are liable for all personal expenses from the first day of leave. NSG will pay return airfares from the last point of business activity. Permission to take leave at the end of a business trip must be obtained at least one month prior to departure from Australia. On Duty on Weekends and Public Holidays Whilst overseas, it is anticipated that staff will be required to perform duties, including travel on weekends and Australian public holidays. In such instances, staff will be granted one day in lieu for each full day worked on weekends and public holidays as evidenced in the trip report. Organised social programs by clients/counterparts are not deemed duties. Days in lieu accrued should be taken within three months of the travel being completed. As a general principle, staff should avoid weekend appointments as far as practicable. In addition, the day following an international overnight flight to return to Sydney may also be taken as a day in lieu. This day cannot be accrued. Management Reporting As part of normal monthly management reporting, Directors and the COO will advise travel undertaken by staff in the previous month and any recommendation requiring attention. Travel report summaries are also provided to the UNSW Global Board to monitor consistency with the annual schedule and budget. 8.1/8

9 Conferences Permission to attend domestic and international conferences requires the completion of a Training and Development HR15 Application Form. This is to be forwarded to the Human Resources Officer prior to travel. All travel undertaken to attend conferences is governed by this policy. The Australian Taxation Office requires that employers keep certain records in order to justify any Fringe Benefits Tax Liability. Staff attending conferences are required to complete: 1. Finance Advice Form if a request for advance payment of expenses is required. 2. Expense Claim and Travel Allowance Form. To be completed for all employee expense reimbursements and also for travel allowance calculations (if applicable) and submitted to Corporate Finance on your return. Boarding passes, airline tickets, receipts etc. 8.1/9