COMMERCE TRAVEL GUIDE

This guide has been developed to provide useful information regarding the Travel and Entertainment policy. Whilst the University of Wollongong Travel and Entertainment policy is the overriding document, this guide outlines how to go about organising travel, how payments and reimbursements are made and the types of payments and reimbursements that are available.

Introduction

This Travel Document outlines the Faculty of Commerce Travel & Entertainment Policy. Whilst the University of Wollongong Travel & Entertainment Policy is the overriding document, this guide is to help the Commerce staff organise Conference, Research and Off-shore Teaching Travel arrangements, payments and reimbursements.

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Contact:

Maree Horne
Research & Travel Project Officer
Faculty of Commerce
ext. 3380

Off-shore Teaching

The staff member travelling or the Administrative Assistant for their School will need to generate a Travel Absence Form 'T' number required for booking airfares, accommodation and vehicle transport (if needed).  All travel should be booked through the University of Wollongong travel provider:

Internet-Travelscene
137 Crown St
Wollongong
Phone: 42262222
Email: philip@internet-travel.com.au

The Travel Absence Form should then be forwarded onto the Head of the School for approval and signature. The Travel application form will then be passed onto Maree Horne for finalising, checking, approval and signature. A copy will be retained by the Faculty and the original sent to Personnel for processing.

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Conference/Research Travel

Completion of the following process is required for this travel:

The individual academic, or their school Administrative Assistant, must organise their travel arrangements with Internet Travel, completing a Travel Absence Form. 

The following must be attached to the Travel Absence Form:
(Note: Please clip the Travel application together – do not staple):

• Itinerary and Invoice

• Registration and Accommodation

• Acceptance of Paper

• Evidence of refereeing enclosed

• Confirmation of Publications in Conference Proceedings enclosed

• Confirmation of acceptance enclosed

On completion, forward the documentation onto the Head of School, for signature. The Travel documents should then be forwarded to Maree Horne for checking and processing by the Faculty Research Division. Documents required are as follows:

• Quotes -- Airfares, accommodation

• Correct Per Diem Rates have been used

• Sufficient funds are available in the nominated account

• Checking and processing. (Incomplete forms will be returned to the Admin Assistant of the School concerned).

• Checking dates of departure and return are consistent with Conference attendance.

• Staff may note any additional approved leave on their travel forms.

A copy will be retained by the Faculty and the original sent to Personnel Services for processing.

Additional information for your attention:

• Reimbursement of any payments in advance of travel such as per diems and grants in aid will be made by completing a Travel Absence Form via the payroll system and deposited direct into your bank/building society account.

• Reimbursement of any expenses incurred by the individual may be paid on approval of the Head of School and Dean. Travel Reimbursement Claim Form should be completed attaching all receipts. Payment will be made via the payroll system and deposited direct into your bank/building society account.

• It is the responsibility of the person authorising payments and reimbursements to ensure travel is within the policy and that payment/reimbursement are bona fide.

There are two types of travel payments:

• Payments made direct to employees;

• Payments made direct to third parties/external bodies.

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How do I Book Travel and Organise Payments and Reimbursements?

This section outlines the broad process of Travel. How you go about booking travel and what the University's internal processes are in relation to organising payments and reimbursements.

The University's preferred travel provider is:

Internet-Travelscene
137 Crown St
Wollongong
Phone: 42262222
Email: philip@internet-travel.com.au

When dealing with Internet-Travelscene, the below methods of payment are quite acceptable and efficient for all parties.

Staff members are strongly encouraged to use this service. They offer competitive prices on airfares, have a simplified billing arrangement (thus reducing administrative work) and their service is evaluated on a regular basis.

When you are preparing to travel on University Business whether it be a short or long period it is your responsibility to ensure that all travel, accommodation, car hire, conference registration etc. is booked.

Note: Internet Travel will not issue tickets, etc. until your 'T' number is received and confirmed by Maree Horne, Research Travel Project Officer.

For all travel exceeding one day, you must complete and submit a Travel Absence Form prior to travelling. It is the authority by which the travel and any payments to be made have been approved by the University.

Requests for Payments and reimbursements must now reach Personnel & Finance no later than the Friday prior to the following payday. Requests not submitted by this time will not be processed until the following pay period.

If you are travelling on University business, you must submit a correctly completed Travel Absence Form to your Head of School. Travel Absence forms can be obtained from the University's Home Web page (under the Forms section). You need to keep a copy of this form if you intend to make future reimbursement claims when you return.

It is the responsibility of the Personnel and Finance Division to ensure that all requested payments to you are made via the payroll system and all payments to third parties (e.g., Internet Travel) are made promptly.

Once submitted, the form is given to the relevant Personnel Officer depending upon which Client Group they are responsible for (e.g., Engineering - Commerce). The relevant Personnel Officer ensures the documentation is correct and appropriately authorised.

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CONFERENCE REGISTRATION FEES

All Conference Registration fee payments are made via the Research Travel Project Officer’s University corporate credit card. You will need to complete the Conference Registration form details and attach it to the Travel Absence Form.

The conference registration form gives particulars of:

• Amount to be paid? This is self explanatory, however it is worth checking that the amount requested on the Travel Absence Form tallies with payment required by the conference organiser on the registration form.

• Who is to be paid? Details of who the remittance should be payable to.

• Where the cheque is to be sent? Again, this is self explanatory.

or

• Credit Card details to be completed.

NOTE:

It is essential that a copy of the completed registration form is forwarded as an attachment to the payment so that our employee is correctly registered as attending the conference.

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AIR FARES

It is the responsibility of a staff member to book their airfare and complete and submit a Travel Absence Form to the Head of their School.

Please refer to Research Travel at the beginning of this document for Air Fare arrangements.

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AIRPORT TRANSFERS

If requiring Airport Transfers, it is the responsibility of the staff member to book their Airport transfers (preferably with Internet Travel-scene) when organizing their Air flight, completing the details on the Travel Absence Form and submitting it to their Head of School for approval.

CAR HIRE

It is the responsibility of a staff member to book car hire when required, and complete and submit a Travel Absence Form to their Head of School for approval.

The Travel Absence Form acts as the authorisation to pay and will provide details of G/L accounts to be charged.

Please note that Internet-Travelscene can organise your airport transfers, with payment being charged to the Travel Absence Form. 

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ACCOMMODATION

When booking accommodation, it is the responsibility of the staff member to book accommodation and complete and submit a Travel Absence Form to their Head of School for approval.

The Travel Absence Form acts as the authorisation to pay and will provide details of G/L accounts to be charged.

Some conference accommodation bookings are included with the conference registration paperwork, this can be made as a single payment to the conference organiser (see Conference Registration Fees above).

Note: No accommodation will be paid for unless

• it is booked through Internet Travel along with airfare, car hire, etc., or
• it is included as part of the conference registration.

Alternatively, accommodation can be booked and paid for by the academic attending the conference (or undertaking other travel) and will be re-imbursed upon return with an appropriate receipt.

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Per Diem Allowance

A per diem is a daily allowance determined by the University of Wollongong payable to staff members travelling on official University business (for example, conferences, field trips etc).

Employees, after consultation with the person approving the travel expenditure may elect to claim either a per diem allowance or reimbursement of actual expenses. Having been paid a per diem, a further claim for reimbursement of expenses over & above the per diem entitlement would only be approved if exceptional circumstances exist.

Note:

If an employee's travel does not necessitate an overnight stay away from their normal residence, then there is no entitlement to a per diem - in such cases payment of University meal allowances is more appropriate.

An employee claiming a per diem should complete the 'Number of days' box on the Travel Absence Form and in the case of an overseas per diem, attach a copy of the travel itinerary. All calculations of per diems will be checked and processed.

The per diem rate for domestic travel is designed to cover the cost of:

• accommodation

• meals, and

• incidentals.

But it does not cover the cost of travel (for example, rail, air, taxi fares, car hire).

Domestic travel is defined as travel outside the city of Greater Wollongong but within Australia, New Zealand and Papua New Guinea.

The per diem rate applicable is multiplied by the number of days in each destination, converted to Australian dollars and paid prior to departure.

The overseas per diem rate is designed to cover the cost of:

• meals

• incidentals (laundry, etc.).

But it does not cover accommodation and the cost of travel (for example, rail, air, taxi fares, car hire).

A per diem allowance can only be claimed where a Travel Absence Form has been completed and appropriately authorised.

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GRANTS-IN-AID

A Grant-in-aid is an advance paid to a person prior to travel being undertaken. Grant-in-aids are paid via the salary system and the amount paid will appear on the recipient's group certificate.

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STUDY LEAVE ASSISTANCE GRANTS

Study leave Assistance Grants (SLAG) are administered as per Academic Staff - Study leave and Conference Leave Policy.

Applications for study leave travel assistance are submitted on the approved application form Refer Academic Staff - Study leave and Conference Leave Policy.

A Travel Absence Form will also need to be completed for insurance purposes.

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REIMBURSEMENT OF TRAVEL EXPENSES

Members of staff may elect to claim reasonable actual expenses. Where the traveller has incurred an expense in relation to approved travel a reimbursement of that expense may be made by completing a Travel Reimbursement Form. Types of travel expenses includes:

• Petrol

• Parking

• Tolls

• Meals

• Accommodation

• Air Fares

• Car hire

• Conference registration

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Foreign Currency

Academics may request the help of their School Administrative Assistants. Claims that include receipts in foreign currency will need to be converted to Australian dollars. This is a very simple process, that is:

• Add up the original receipts containing the foreign amount (you will need to treat each foreign currency separately (e.g., you would treat US dollars separately from British Pounds).

• Go to the Web Internet site http://www.oanda.com./cgi-bin/ncc. (FXConverter - 164 Currency Converter)

• Follow the Instructions on the website to convert the amount to Australian dollars

• Print out the website conversion and attach it to the Travel Reimbursement Form.

• Include this in the total amount to be reimbursed.

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Motor Vehicle Payments

Motor vehicle reimbursements are paid on a cents-per-kilometre basis, see Car Mileage Allowances.

Kilometre reimbursements can be claimed by completing a Travel Reimbursement Form.

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Enquiries:

Any enquiries please contact:

Maree Horne
Research Travel Project Officer
Faculty of Commerce
Ext. 3380

email: maree_horne@uow.edu.au

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