FSU USE ONLY AUTHORITY NO.

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1 TRAVEL APPROVAL FORM INTERNATIONAL DOMESTIC Purpose of this form: 1. Financial Approval of Travel Expenses 2. Confirmation that the Traveller is covered under UTS Insurance This Form must be used for UTS Business Travel and completed prior to departure (including externally funded travel). Form submission procedure: 1. Accounts Payable - Forward form only when Travel Advance (Section 1.3-B) Advance) or Prepayments of Conference fees, Accommodation, etc (Section 1.3-D) Payment Requested) is required. Otherwise, the completed form should be filed locally. 2. UTS Internet Expenses (iexpense) - submit any travel expenses paid prior to travel, within 3 weeks of tax invoice/receipt date ie conference fees, accommodation, airfares, etc 1.1 TRAVELLER'S DETAILS (PLEASE PRINT CLEARLY) FSU USE ONLY AUTHORITY NO. I hereby apply for approval to travel on UTS business as per the details listed. FINANCIAL SERVICES UNIT Staff Student Visitor Other UTS ID NO. SUR ON PASSPORT PREFERRED FIRST FIRST ON PASSPORT PHONE FACULTY/DIVISION TRAVEL COORDINATOR PHONE Please provide your contact details whilst travelling. ADDRESS PHONE Please provide details of your next of kin or contact in case of emergencies. RELATIONSHIP PHONE ADDRESS ADDRESS 1.2 TRAVEL INFORMATION PURPOSE OF THE TRIP EXPECTED OUTCOME Approved Travel DEPARTURE DEPARTURE LOCATION ARRIVAL ARRIVAL DESTINATION JOURNEY PURPOSE DFAT RISK LEVEL NUMBER/DESCRIPTOR Attach your NEO personal/annual leave days approved/submitted TOTAL NUMBER OF DAYS AWAY ON UTS BUSINESS & associated with this travel application A travel diary is required for all domestic or international travel of more than five consecutive nights. If a completed travel diary is not submitted (prior to departure or within 3 weeks of your return) to the Financial Services Unit (FSU), FBT may be imposed at a rate of 96% of the total travel cost. Note: Students, visitors, contractors and other non-employees do not need to complete a travel diary. Page 1 of 5

2 1.2 TRAVEL INFORMATION continued UTS Travel Insurance is provided free for Associated Personal Travel taken as part of approved business travel in the following circumstances: * The personal travel is to countries with a security risk rating less than 3 - see * Must be approved by your supervisor Definition of Associated Personal Travel Private travel undertaken in conjunction with approved business travel where the private travel component is up to 25% of the approved business travel component (for a maximum of 10 days) will be covered under the UTS Corporate Travel Insurance. Any additional insurance required for private travel will be the responsibility of the traveller. If in doubt please contact the UTS Tax and Insurance Unit. ASSOCIATED PRIVATE TRAVEL ASSOCIATED PRIVATE TRAVEL ASSOCIATED LEAVE START END LEAVE FORM SENT TO SUPERVISOR? YES NO N/A TOTAL NUMBER OF DAYS ON PRIVATE TRAVEL Accompanying Family Details (for insurance purposes) - THIS BENEFIT IS ONLY AVAILABLE TO STAFF RELATIONSHIP START END Spouse and dependent children may be included as accompanying family to be covered under the Vice Chancellor's Travel Directive. 1.3 FINANCES A) COST FORECAST This section must be completed. Provide estimates if actuals are unknown. CATEGORY DOMESTIC TRAVEL NATURAL ACCOUNTS INTERNATIONAL TRAVEL NATURAL ACCOUNTS Air Fares ORG UNIT/ACTIVITY (several if applicable) FOREIGN CURRENCY (if applicable) AMOUNT IN AUD Meals Accommodation Conference/ Seminar Fees Local Fares Incidental Allowance N/A Other TOTAL Are you travelling economy class? Yes No Page 2 of 5

3 1.3 FINANCES continued B) ADVANCE or ALLOWANCE Complete this section only if you require an advance of funds or an incidental allowance. To cover incidentals, up to $20/day is available to overseas travellers where acquittal & receipts are not required, irrespective of payment method. Please read section 5.11, 5.14, 5.15 & 5.17 of the Vice-Chancellor's Directives - Travel. I wish to apply for an advance of funds (for meals & incidentals) as shown in the table below. These funds must be acquitted within 3 weeks of my return. Any surplus or unacquitted funds are repayable to the University. OR I wish to apply for an incidentals allowance. The maximum daily allowance is $20 for staff travelling overseas. Funds are repayable to the University if the actual travel days are less than the number of days stated below. A request for Travel Advance or Incidental Allowance must be made prior to departure using this form. NUMBER OF DAYS ADVANCE PER DAY (71215) $100 (Europe, UK & Japan) INCIDENTAL ALLOWANCE PER DAY (71145) TOTAL ADVANCE OR ALLOWANCE MIN TO BE ACQUITTED ON RETURN WITH RECEIPTS $80 (Rest of the World) $60 $80 $80 (Australia) $80 $20 (International only) $0 C) UTS CORPORATE CREDIT CARD HOLDERS Are you a current UTS Credit Card Holder? Yes No D) PAYMENTS REQUESTED Please allow at least 5 working days for the payment to be processed. Where there is a requirement to remit payment overseas, please allow 10 working days as the process may take longer to complete. SUPPLIER ADDRESS/OTHER DETAILS CURRENCY AMOUNT TOTAL PAYMENTS GRAND TOTAL (Total Payments plus Total Advance) The grand total, which is the sum of the total advance and the total payments, should not exceed the total amount approved (refer to section 1.5) Page 3 of 5

4 1.4 TRAVELLER'S CERTIFICATION I agree: a) prior to travel * To provide my faculty/division with a detailed itinerary. * That any advance payments to myself are made under the condition that if I do not fully comply with UTS requirements, then this advance will be included on my annual earnings summary (former group certificate). No tax will be deducted from the advance, and I will have to justify this amount to the Australian Taxation Office. * To complete any Offsite Activities Risk Assessments applicable to the travel. * To update your Research Risk Management Plan for research risks relating to the travel. * To check the Australian Department of Foreign Affairs and Trade (DFAT) travel advice at prior to travel to confirm the status of the destination country. * Not to travel to countries in risk level 4 (DFAT advice is 'advised not to travel' or similar). * Not to travel to countries in risk level 3 (DFAT advice is 'reconsider your need to travel' or similar) unless I have an exemption from my Dean/Director (the Risk Management and Approval of Overseas Travel form must be used for this purpose). * To subscribe to the DFAT website. Subscription means you will receive free automatic changes to travel advice via . * To register with the nearest Australian embassy at as required. * To obtain a copy of the International SOS Emergency Card. * To read the exclusions to the Vice Chancellor's Travel Directives. * To ensure that my overseas trips are registered with International SOS prior to undertaking travel (see section 1.7 for instructions) b) while travelling * To keep receipts/tax invoices for business expenses. * To comply immediately with any changes to travel advice from DFAT or any directions from my Dean/Director while I am away. * To leave a country if the travel advice is upgraded to risk level 4 (DFAT advice is 'advised not to travel' or similar). * To consult my Dean/Director about an exemption to remain in a country if the travel advice is upgraded to level 4 (DFAT advice is 'reconsider your need to travel' or similar). * To keep a Travel Diary indicating actual travel and activities. c) upon my return * When a travel advance has been provided, forward to the Accounts Payable section of the Financial Services Unit, within 3 weeks of my return, the following: i. a completed Travel Acquittance and Expense Claim Form ii. all original receipts/tax invoices iii. the unused balance of any cash advance iv. a completed Travel Diary if not previously submitted. * When no travel advance has been provided, submit via iexpenses any "out of pocket" expenses incurred whilst travelling, within 3 weeks of return from travel. 1.5 FINANCIAL APPROVAL I approve this application to travel under the relevant Financial Delegation and, if applicable, the payment of the advance. I have satisfied myself that this trip is necessary, the mode of transport and standard of accommodation are appropriate and the overnight stops are required. AND INITIALS AMOUNT IN AUD COMPANY ORG UNIT LOCATION ACTIVITY TOTAL AMOUNT APPROVED Page 4 of 5

5 1.6 MANAGEMENT APPROVAL I approve this travel and I am satisfied that the expenses are reasonable and appropriate. Head of Department/Supervisor POSITION Dean/Director Senior Executive (required if any air travel is NOT economy class) * If you require an Advance or have Payments Requested (section 1.3B or C), please send the original to the Financial Services Unit, a copy to the faculty/division and retain a copy for your own records. * If you do not require an Advance, this form should be retained by the faculty/division until payment or reimbursement is received by the Financial Services Unit. 1.7 MANDATORY - INSTRUCTIONS FOR REGISTERING YOUR OVERSEAS TRAVEL WITH International SOS Staff are required to ensure their overseas trips are registered with International SOS prior to travelling. This is done automatically when travel is booked with an official UTS Preferred Supplier. However, if approval has been obtained to use a travel agent that is NOT a preferred supplier, the traveller must independently register their trip with International SOS prior to travelling. This can be done in a number of ways: 1) Via the International SOS App - download the mobile assistance app available at http//app.lk/sos-member and register your trip under the UTS Membership number: 12AYCA ) Via the International SOS Online Portal - visit the International SOS portal available at: and register your trip using the UTS membership number: 12AYCA You can find the "Member Log In' button at the top of the page. 3) Via Phone - contact the ISOS Assistance Centre on and register your trip details 4) Register in MyTrips - Register your trip details in the UTS dedicated link for MyTrips, located at: Page 5 of 5