Travel & Entertainment - Frequently Asked Questions (FAQs)
Overview
To support a more effective and efficient approach to travel and entertainment management within the University enhanced processes have been developed, improved value for money vendor relationships and tools such as and Expense Management System, an Online Travel Booking System and a new Corporate Credit Card Program have been acquired.It has been determined that the successful transition to embracing these new solutions will depend critically on the type and form of training made available to end users. In order to determine the most efficient methods of training to be undertaken by all staff throughout the University of Adelaide the frequently asked questions are summarised below.
Contents
- Corporate Credit Card Application
- Incidental Allowances
- Records Management
- Acquitting Corporate Credit Card Transactions
- Support for T&E Online
- Training
Corporate Credit Card Applicaton
1. How do I obtain a Corporate Credit Card?To obtain a Corporate Credit Card you need to complete a Corporate Credit Card Application Form and a Commercial Cards Cardholder Registration Form. When complete the appropriate authorisation needs to be obtain as shown at the bottom of the Forms and the documentation can then be sent through to the Corporate Credit Card & Travel Services Support Desk.
2. How do I collect my Corporate Credit Card?
When you have completed you application, the Corporate Credit Card & Travel Services Suuport Desk will notify you that your card is ready for collection and provide you with details on how to collect it. You must complete either Online Training or Classroom Training prior to collecting the card.
Incidental Allowances
1. What is an Incidental Allowance?An incidental allowance is an amount paid to an employee to cover the cost of small incidental expenses they incur when travelling on University business.
2. When am I entitled to receive an incidental allowance?
University staff are entitled to receive an incidental allowance when travelling on University business and you are required to sleep away from home. The exception to this rule is where a funding source such as a research grant has restrictions associated with it relating to travel expenditure or specifically states that you cannot claim any allowances.
3. How do I obtain an incidental allowance?
To obtain an incidental allowance you need to request it when completing your travel request form in the Expense Management System.
For domestic travel you simply need to enter the number of days you are required to travel and this will automatically calculate your incidental allowance amount.
For international travel you will need to select the country you are travelling to from a drop down list and enter the number of nights you are required to stay in that country. Where you are travelling to more than one country you will need to do this for each country.
4. How will the incidental allowance be paid?
The incidental allowance will be paid directly into your bank account via the Expense Management System and Accounts Payable after the transaction has been approved.
Support for T&E Online
1. Who do I contact if I have a query in relation to my Corporate Credit Card?Any queries you may have in relation to the "Corporate" (Travel & Entertainment) Credit Card can be directed to the Corporate Credit Card and Travel Services Support Desk in Financial Services.
2. Who I contact if I have a query in relation to the Expense Management System (Spendvision) or Online Domestic Travel Booking Tool (Amadeus)?
Your first point of contact will be the Corporate Credit Card and Travel Support Desk. Amadeus should not be contacted directly.
3. Who do I contact if my Corporate Credit Card is lost or stolen?
The ANZ bank provides 24 hour assistance for lost or stolen credit cards worldwide. You will need to contact the bank in the first instance, followed by the University's Corporate Credit Card and Travel Support Desk. All of the relevant contact numbers will be provided when you are issued with your credit card. You can obtain the numbers from the T&E Online Pocket Guide.
4. Who do I notify if I wish to dispute a credit card transaction?
You will need to contact the Corporate Credit Card and Travel Services Support Desk to obtain details in relation to submitting the dispute.
5. Who do I contact if I require medical assistance while overseas?
Medical assistance for overseas travel is related to the existing University Travel Insurance Policy. A 24 hour assistance line is provided to travellers who are covered under the policy. Further details on travel insurance can be located on the Prudential Services website.
6. How do I change a credit limit on my Corporate Credit Card?
Any change to a Corporate Credit Card limit must be done in writing by completing a Request for Credit Card Limit Amendment Form. Changes to Card Limits need to be approved by your Executive Dean or Vice President and the Chief Financial Officer. The document is then forwarded to the Corporate Credit Card and Travel Support Desk for processing.
7. What are the core hours of operation for the Corporate Credit Card and Travel Support Desk?
The core hours of operation for the Corporate Credit Card and Travel Support Desk is 8:30am to 5:00pm Monday to Friday.
8. What do I do if I need to contact the Corporate Credit Card and Travel Support Desk urgently when I am overseas or interstate?
Emergency numbers for out of hours support can be located in the T&E Online Pocket Guide.
Records Management
1. What are the requirements of a tax invoice?For amounts less than $1000, the Australian Taxation Office stipulates that a valid tax invoice must have:
1) The words 'tax invoice'Where the amount payable is $1,000 or more the following additional requirements must be met:
2) The name or trading name of the supplier
3) The ABN of the supplier
4) The date of issue
5) The total amount payable, including GST
6) Either:
7) A brief description of each item supplied
- The GST amount and the total amount excluding GST; OR
- If GST applies to the entire amount (is exactly 1/11th of the total price), a statement to the effect that the total amount payable includes GST.
8) For each description identify the quantity of goods or extent of the services provided.2. What happens if I have lost my receipt or forgot to obtain a receipt?
9) The name or trading name of the recipient (e.g. The University of Adelaide)
10) The address or ABN of the recipient
In the event that you forgot to obtain a receipt or lost the receipt relating to transactions on your corporate credit card statement, you will need to attempt to obtain a copy from the supplier. If it is not possible to obtain another receipt, then you will need to complete a Lost and/or Unobtainable Receipts Declaration which will require you to detail the missing item/s.
3. Is an EFT transaction slip sufficient as supporting documentation?
An EFT transaction slip is only sufficient if the valid tax invoice information in question 1 is included.
4. Am I expected to scan my records?
It is at the discretion of your Faculty/Division as to whether you scan your records and submit them with you claim or acquittal. The Expense Management System provides you with the ability to attach scanned images to your transactions.
5. Am I expected to complete a travel diary relating to my journey?
Travel Diaries need to be completed in accordance with Australian Taxation Guidelines for domestic journeys greater than 5 consecutive nights in duration with a private travel component and all international journeys.
Acquitting Corporate Credit Card Transactions
6. How long do I have to acquit my transactions?Transactions relating to your Corporate Credit Card must be acquitted 21 days after the end of the statement period. If you have not acquitted your transactions at that point in time, you will receive a further 14 days or further action may be taken in alignment with the University's Corporate Credit Card Policy and Procedures.
Training
1. Once I have been notified that the University wishes to provide me with a Credit Card, what training am I expected to undertake prior to receiving the Card?You will receive an email providing you with a web link to online training that will enable you to undertake training at your own pace anywhere in the world. At the completion of this training you will be taken to an assessment module where you will be able to demonstrate your competencies. If you are unable to demonstrate this competency initially you will be able to repeat the assessment process again or alternatively repeat the online training.
2. What will the scope of training be?
Training will be available covering University Travel and Card Policies and Procedures, travel vendor relationships, as well as utilisation of the Online Travel Booking System and Expense Management System as supporting tools.
Training is to be designed around roles with users prompted with training that is only relevant to their need.
3. What are the different forms of training available?
The majority of staff will receive training from an online training environment through a web browser. Some classroom training is available and card be arranged via the Corporate Credit Card & Travel Services Support Desk.
4. How long will the training take?
End to end training in the Corporate Credit Card, Expense Management System and Online Domestic Travel Booking Tool will take no longer than 1 hour. As training is developed, focus will be placed on providing quality items of training rather than time consuming ones.
