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Travel and Entertainment Policy and Procedures

Overview

The work and study related activities for University staff and students may require travel or entertainment at the University's expense. The purpose of this Policy is to:

a) Empower and support staff and others to effectively, efficiently and conveniently manage travel arrangements and expenses relating to travel and entertainment on behalf of the University;

b) Clearly define the accountabilities associated with managing travel and entertainment on behalf of the University;

c) Foster a travel environment that aspires to the highest standards of safety and security for travellers; and

d) Maximise the value obtained from University funds expended on travel and entertainment.

Scope and Application

This Policy applies to anyone who undertakes intrastate, interstate or international travel on behalf of the University of Adelaide, as part of official University business or in connection with official University activities, regardless of the source of funds or duration of travel. This Policy includes travel by students where they are travelling with the approval of the University in connection with University activities.

This Policy also applies to anyone who uses University funds to entertain others on behalf of the University or for University purposes, including the purchase of food, drink or recreation in the course of official University activities.

Policy Principles

1. The University will meet reasonable, relevant expenses incurred by those travelling or entertaining on behalf of the University or in connection with approved University activities, within Australia and overseas.

2. University travellers and those entertaining on behalf of the University are expected to spend University funds prudently.

3. Travellers and entertainers must retain evidence of expenses and ensure funds are acquitted within stipulated time frames and approved budget limits.

4. Potential travellers must obtain approval of the proposed travel budget, purpose and destination before they travel, through the University's Expense Management System. Approval can only be given by the VC&P or a delegate authorised in the table below.

5. University travellers may not authorise their own travel or reimbursement of their own travel or entertainment expenses. Staff must not be asked to approve travel or entertainment expenses for an individual to whom they report.

6. Before approving travel, the approving authority must consider the safety and security of the potential traveller, particularly for travel countries for which an elevated travel warning is in force. Only the Vice-Chancellor & President can approve travel to destinations with a DFAT travel warning of 'Do not travel' or 'reconsider your need to travel' or otherwise considered to be high risk and approval will only be given in exceptional circumstances

Delegations of Authority

Approval

Authority

Limits

Approval of all travel

Vice-Chancellor and President

Nil

Approval of all travel

Deputy Vice-Chancellor and Vice-President (Academic)

Deputy Vice-Chancellor and Vice-President (Research)

Vice-President (Services and Resources)

Executive Deans

Pro Vice-Chancellors

Corporate Managers

Business class travel by a University traveller

International travel to direct reports only

Approval of travel to countries with Do not travel" or "reconsider your need to travel" Department of Foreign Affairs and Trade Travel warning

Vice-Chancellor and President

Nil

Approval of domestic travel

Heads of School and Branch Heads

Domestic travel only

Procedures

Note 1: Travel Insurance: The University will provide travel insurance where possible and applicable and reasonable practical, in accordance with the current University travel insurance guide, to all University travellers who have approval to travel on University business. Travellers seeking to travel to high risk areas may not be able to be covered under the University's travel insurance policies.

Note 2: Further information about the travel processes is provided on the Travel Website.

1. Travel approval

1.1 Pre-approval for travel

Responsibility: All University travellers

a) Prior to travel, submit approval for travel through the Expense Management System. Use of this system is mandated to maximise the efficiency of the application and approval process, and to enable the University to maintain knowledge of the whereabouts of University travellers.

Responsibility: Managers approving travel

b) Consider the request in a timely manner and record approval in the Expense Management System.

c) If there is a significant change in the circumstances that existed when the travel was originally approved, including an escalation in the travel warnings or the unexpected unavailability of funds, you may withdraw approval.

d) If approval is denied or withdrawn, reasons must be given.

1.2 Special procedures for travel to high risk areas

Responsibility: University traveller seeking to travel to high risk area

a) Monitor the Department of Foreign Affairs and Trade (DFAT) website for variations of travel warning before applying for approval to travel and between approval to travel and commencement of your journey.

b) If you are seeking to travel to destinations for which a "Reconsider your need to travel" or a "Do not travel" travel warning has been issued by the Department of Foreign Affairs and Trade or areas otherwise considered to be high risk, complete and submit the "Request for Approval to travel to high risk destinations" form for approval by the Vice-Chancellor and President.

2. Travel expense management

2.1 Booking and paying for travel

Responsibility: All University travellers

a) Use the Online Travel Booking System for all domestic air travel bookings and car rental bookings. You may also use it to book hotel accommodation.

b) Make all international travel bookings through the University's Contracted Travel Managers.

c) If travelling overseas, complete a University Traveller Profile and provide it to the Contracted Travel Managers.

d) All booking expenses and other payments made in advance of travel (including for purchasing airline tickets, securing accommodation and car rental bookings) must be paid for using a University Corporate Credit Card. If you do not have your own University Corporate Credit Card, the payment must be organised through a designated Travel Arranger.

e) If your contract of employment expressly entitles you to fly business class, you may book travel accordingly. Otherwise you must fly economy class, unless business class travel has been specifically approved by your Executive Dean or Senior Manager in a particular case.

f) Prior to travel departure, provide a detailed itinerary of your University travel to your supervisor, including a telephone number (for each destination) on which the traveller can be contacted in case of an emergency.

2.2 Expenses incurred while travelling

Responsibility: All University travellers

a) Use a University Corporate Credit Card to pay for all expenses incurred while travelling wherever possible (including accommodation, car rental, meals and other incidental expenses). Eligible travellers can apply for a card under the Credit Card Policy.

b) Where use of a University Corporate Credit Card is not possible, you must either use your personal resources and seek reimbursement, or apply for a cash advance by registering a voucher for a Travel Advance through Financial Services.

c) For your own safety, avoid carrying large sums of cash while travelling.

d) If required due to the circumstances of the travel, card holders may make special application to access cash from Automatic Teller Machines (ATMs) while travelling for expenses that will not be able to be paid for with the Corporate Credit Card. Such application must be made by completing and submitting Request to Access cash on a Corporate Credit Card

e) Obtain and retain original travel documentation, invoices and receipts to support acquittal of credit card transactions, reimbursement of out-of-pocket travel expenses, acquittal of cash advances, grant reporting and audit reviews.

f) Acquit all travel expenses using the Expense Management System.

g) If possible, acquit all reimbursement claims using the Expense Management System otherwise submit reimbursement claims to Accounts payable.

3. Traveller safety and other traveller obligations

Responsibility: All University Travellers

a) Monitor the Department of Foreign Affairs and Trade (DFAT) website for variations of travel warning before commencing your journey and while in transit if possible. If the travel warning is escalated to "Reconsider your need to travel" or "Do not travel" or if the University advises that a destination is now considered to be high risk, before travelling to the relevant destination, follow the procedure set out in 1.2 above.

b) Avoid carrying large amounts of cash whilst travelling and take a Corporate Credit Card if possible.

c) Ensure that you have a means of communication with the University and Travel Management Company whilst travelling.

d) Maintain a travel diary if travelling overseas or if you are travelling domestically for five or more consecutive days and there is a personal component to this travel.

4. Entertainment expenses

Responsibility: All those entertaining on behalf of the University

a) Entertainment expenses, such as meals or gifts, paid for on behalf of the University must be paid for using Corporate Credit Card.

b) Obtain and retain records in relation to all entertainment expenses, including receipts and/or tax invoices, the names of those participating in the entertainment and whether or not they were staff of the University. In the case of gifts, the name of the gift recipient must be recorded.

c) Acquit all entertainment expenses using the Expense Management System. Fringe Benefits Tax (FBT) charges will be allocated where appropriate.

RMO File No. 2007/3170
Policy custodian Vice-President (Services & Resources)
Responsible policy officer Chief Financial Officer, Mr Shane McGregor
Approved by Vice-Chancellor and President on 14 July 2008
Related Policies Credit Card Policy and Procedures
https://www.adelaide.edu.au/policies/2743/
Superceded Policies American Express Corporate Card Policy and Procedures, F.2004/395

Credit Card Policy and Procedures, F.2004/395

Hotel Accommodation Procedures, F.2002/392

University Travel Policy and Procedures, F.2002/392

University Travel Services Procedures, F.2002/392

Effective from 14 July 2008
Review Date 31 July 2011
Contact for queries about the policy Corporate Credit Card and Travel Service, ext. 33330 or email corporate.cards@adelaide.edu.au

Enclosed documents

Title Version Date uploaded
Travel and Entertainment Policy and Procedures d2008/10528 19 May 2009

Hardcopies of this document are considered uncontrolled. Please refer to the University Policy and Procedures website for the latest version.