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G/5.5 Travel policy |
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5.5.1 Air travel Travel for University purposes should be undertaken as economically as possible consistent with efficiency. This, together with the principle of integrity, is reinforced by the QUT Code of Conduct which places a clear obligation on all staff to exercise their position of trust on legitimate University travel only. The Corporate Finance Director is responsible for ensuring that this policy is met through appropriate operating procedures, which are set out in the Financial Management Practice and Procedures Manual Chapter 3. Official travel within Australia by members of the University is approved prior to travel by the head of the school or equivalent relevant responsibility centre. For official travel outside Australia , the prior approval of the relevant executive dean of faculty / head of division is required (see Appendix 3 ). QUT provides automatic insurance cover up to defined units for all staff travelling overseas on University business. Refer to Financial Management Practice and Procedures Manual Chapter 3 for details. Personnel travelling on official business are required to make bookings through the University's appointed travel service providers. Travellers should contact one of the Panel of Travel Service Providers and discuss their travel requirements. A quote and itinerary should be obtained. Confirmation of booking and payment should be organised by QUT administration staff using either QUT Corporate Card for simple domestic and international travel transactions or by a QUT requisition / order for more complex requirements. 5.5.1 Air travelClasses of travel on normal commercial airline services for members of the University travelling on official business, and for Council members required to undertake regular air travel to attend Council meetings, are as follows:
Heads of school are permitted upgrades to business class air travel provided that such upgrades are restricted to overseas travel and that the additional costs of upgrades are entirely met from surplus accounts only. When a member of the University who is entitled to a higher class of travel is accompanied by another not so entitled, both may travel at the higher class. The Corporate Finance Director may approve, in advance of the travel, the use of air charter where necessary. Frequent Flyer scheme QUT staff are permitted to use for private purposes any Frequent Flyer points accumulated through travel on University business. However, QUT will not normally pay for membership of Frequent Flyer Schemes. The Travel Service Providers will record Frequent Flyer transactions (where nominated) in the Traveller's Profile. 5.5.2 Other transportTravel other than by air should involve the most economical commercial service available. In cases where the most efficient and economical means is either a University vehicle or, with the owner's agreement, a member's private vehicle, these means should be used. For use of a member's private vehicle, the member is paid an allowance at a rate determined from time to time by the Human Resources Director (see section H/7.1.11 for further information and B/7.3 for current rates). Taxis The use of taxis on official University business is permitted when no University vehicle is available or when such use is more economical. QUT maintains an agreement with Cabcharge Australia Pty Ltd for the provision of taxi eTickets across Australia . Responsibility centres will be debited with the cost of all travel incurred on eTickets assigned to them (refer to Financial Management Practice and Procedures Manual , Chapter 4(G) ). Reimbursement of taxi charges made directly by a staff member during business related travel may be claimed upon reconciliation of the staff member's travel expenses (refer to Financial Management Practice and Procedures Manual , Chapters 3(C) and 3(I) ). 5.5.3 Travel costs to be paid by staffWhen a staff member is absent for a single period, including weekends, which encompasses business and private purposes and travel costs are incurred by the University, the staff member will normally pay 50% of the travel costs (normally 50% of airfares charged to QUT) when absence for private purposes is 50% or more of the total period of absence. In certain cases, where the dominant purpose of the travel is for business, and the absence for private purposes exceeds the absence for business travel, application may be made to the Corporate Finance Director for exemption from the above charge. 5.5.4 Expenses other than faresQUT meets reasonable costs of accommodation and meals as well as out of pocket expenses (eg taxis) when travelling on University business. QUT will meet the actual costs incurred by the staff member or pay the staff member a travel allowance at levels determined from time to time by the Human Resources Director (see B/7.3 for current levels and conditions of payment). The Financial Delegate, as defined in MOPP Appendix 3 , will determine the method used to compensate the staff member for reasonable costs of accommodation, meals and out of pocket expenses. QUT will only reimburse official expenditure (see G/5.1.1 ). Personal or private expenditure will not be reimbursed (see G/5.2 ). For guidelines on entertainment while travelling see G/5.6 . 5.5.5 Overseas travelThe University has adopted a protocol for staff and students travelling overseas on University business and through study programs. The University's policy on staff and student overseas travel requires that all overseas travel decisions are taken in consideration of the risks involved and the advice from the Department of Foreign Affairs and Trade (DFAT), (available from http://www.hrd.qut.edu.au/healthsafety/worksafely/travel.jsp ). Prior approval of overseas travel Prior approval of the executive dean of faculty or head of division must be obtained for overseas travel by completion of the Staff Overseas Travel Application Form (SOTAF), regardless of who is funding the travel. Details to be provided in the SOTAF are to include the name of the person travelling, purpose of travel, duration of travel, funding source(s), destination(s), associated recreation or other leave, and proposed costs to QUT. Details of other potentially interested business units in QUT that were consulted should also be included, to avoid unnecessary duplication of travel and reduce the number of staff travelling. Medical and Security Risk Management The University has engaged International SOS to provide medical and security risk management services for staff travelling overseas. The effectiveness of International SOS in providing these services relies on the use of the University's Travel Service Providers when booking flights and accommodation for overseas travel. Staff members should contact International SOS for any medical or security related emergencies. For more information refer to Security and Travel Information for Overseas Travel . 5.5.6 Accompanying persons' travel expensesWhere a member of the University is accompanied on official travel, the University will not normally pay for any of the accompanying person's travel expenses. However, in exceptional circumstances and if it can be demonstrated that there is a benefit to the University, the Vice-Chancellor (or Chancellor as appropriate) may approve travel expenses for a person accompanying the Chancellor, the Vice-Chancellor, or a senior staff member at the level of SSG6. In these circumstances, use of frequent flyer points or appropriate airline rebate scheme to cover the airfares of the accompanying person is encouraged. Modification History
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