International and Domestic Travel

Policy & Guidelines for School-Based Staff November 2012

Published by the Communications Division

for Procurement Division

Department of Education and Early Childhood Development

Melbourne

November 2012

© State of Victoria (Department of Education and Early Childhood Development) 2012

The copyright in this document is owned by the

State of Victoria (Department of Education and Early Childhood

Development), or in the case of some materials, by third parties

(third party materials). No part may be reproduced by any process

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such an institution may copy and communicate the materials, other

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Authorised by the Department of Education

and Early Childhood Development,

2 Treasury Place, East Melbourne, Victoria, 3002.

This document is also available on the internet at

www.education.vic.gov.au/school/principals/spag/management/Pages/travelforstaff.as

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Contents

Overview .......................................................................................................................... 7

A. Planning ......................................................................................................... 7

B. Obtaining approval for staff to Travel ............................................................. 7

C. Travel and record-keeping ............................................................................. 7

D. After travel...................................................................................................... 7

1. Context ....................................................................................................................... 8

1.1 Introduction ........................................................................................................... 8

1.2 Policy Statements ................................................................................................. 8

1.3 Department Travel Principles ................................................................................ 8

1.4 Travel Approval Authority & Travel Approval Request .......................................... 9

1.5 Freedom of Information ......................................................................................... 9

1.6 General enquiries .................................................................................................. 9

2. Travel Guidelines ...................................................................................................... 9

2.1 Travel Definitions .................................................................................................. 9

2.2 Travel funded from sources other than State Government ................................... 9

2.3 Staff requested to attend or present papers at seminars/conferences ................ 10

2.4 Group Travel ....................................................................................................... 10

2.5 Travel Charge Codes .......................................................................................... 10

2.6 Fare Type to be purchased ................................................................................. 10

2.7 Baggage Limits & Excess Baggage .................................................................... 10

2.8 Accommodation type to be purchased ................................................................ 10

2.9 Frequent Flyer Points or Rewards from Similar Schemes ................................... 11

2.10 Airport Lounge Memberships ............................................................................ 11

2.11 Traveller Identity ................................................................................................ 11

2.12 Expectations and responsibilities of staff travelling ........................................... 11

2.13 Insurance (accident, medical, travel and emergencies) .................................... 11

2.14 Department of Foreign Affairs & Trade (DFAT) Travel Warnings ...................... 12

2.15 Health and safety matters ................................................................................. 12

2.16 Visa Information ................................................................................................ 13

2.17 Passport information ......................................................................................... 13

2.18 Staff travel with Partner/Spouse ........................................................................ 13

2.19 Leave while on official business travel .............................................................. 13

2.20 Recall to Duty Whilst on Approved Leave ......................................................... 13

2.21 Undertaking Official Business Whilst on Approved Leave ................................. 14

3. Guidelines for other-than-air transport ................................................................. 14

3.1 General Advice .................................................................................................... 14

3.2 Bus/Train/Tram usage ......................................................................................... 14

3.3 Taxi usage and Limousines ................................................................................. 14

3.4 Private vehicle usage .......................................................................................... 15

3.5 Chartered aircraft travel (fixed wing & helicopter) ............................................... 15

4. Travel Expenses ...................................................................................................... 15

4.1 Hospitality expenses whilst undertaking official business travel .......................... 15

4.2 Personal Expenses ............................................................................................. 15

4.3 Use of School Purchasing Card .......................................................................... 15

5. Travel Request Approval ........................................................................................ 15

5.1 Travel Request Approval (TRA) Form ................................................................. 15

5.2 Approval Timeframe ............................................................................................ 16

5.3 Lodgement for Approval ...................................................................................... 16

5.4 Travel Itinerary .................................................................................................... 16

6. Travel Acquittal/Reconciliation/Travel Report ...................................................... 16

6.1 Maintaining records ............................................................................................. 16

6.2 Collection of outstanding payments..................................................................... 17

6.3 Travel Event Acquittal Process ........................................................................... 17

6.4 Personal Expenses ............................................................................................. 17

6.5 Personal expense acquittal process .................................................................... 17

6.6 Advances for Travel ............................................................................................ 17

6.7 Travel advance acquittal process ........................................................................ 17

6.8 Travel Report ...................................................................................................... 18

Attachment A Related Policy Documents ........................................................... 19

Attachment B Glossary of Terms ........................................................................ 20

Attachment C Frequently Asked Questions (FAQ)............................................. 21

Attachment D Travel Approval Authority ............................................................ 23

Attachment E Traveller Responsibility Checklist ............................................... 25

Attachment F Travel Request Approval & Travel Report .................................. 27

Overview

This policy applies to all travel, by any mode of transport, undertaken by principals and other school-based staff,

consultants and contractors engaged for the purposes of delivering school business.

School-based staff travelling on school excursions are required to adhere to this policy. This policy does not apply

to students travelling on school excursions. For information on school excursions, including excursion planning and

approvals requirements, see the School Policy and Advisory Guide: Student Safety – Excursions and Activities.

A. Planning

The main steps are:

Establishing the need to travel – The objectives of the proposed travel must be clear and the need for travel

demonstrated in accordance with the policy statements and principles in Sections 1.2–1.3.

Detailed planning:

Determine who should travel and why.

Ensure the planned travel complies with the travel guidelines (Sections 2–3).

Analyse and plan to manage risk – See the Overseas Travel and Risk Management Guidelines

Obtaining quotes – Where possible, multiple quotes should be sought to find transport/accommodation options

that offer the best value for money.

Note. No payment is to be made until formal approval is given.

B. Obtaining approval for staff to Travel

For international and domestic travel where there is

an airfare involved or greater than five nights

consecutive travel

Seek approval from the relevant Travel Approval

Authority (TAA) using the Travel Request Approval

Form (TRA Form) at Attachment F.

The TAA is either the Principal or the Regional

Director (see Attachment D). If the Regional

Director is the TAA, the Principal must first endorse

the TRA Form before sending it to the Regional

Director for approval.

Purchase travel only after approval is given.

The approval process is detailed in Section 5.

For short intrastate travel: Travel within Victoria and

accommodation less than five consecutive nights

Travel by school-based staff must be approved by

the Principal, except that the Regional Director must

approve any travel by the Principal (see

Attachment D). Records must be kept.

C. Travel and record-keeping

Staff continue to be bound by all Departmental and Victorian Government policies. Those listed in

Attachment A are particularly relevant. Travel, activities, and conduct must be in accordance with the

guidelines in Sections 2–4.

Records of activities and expenses are to be kept in accordance with Section 6.

D. After travel

Within 14 days of return from the travel, the Travel Report template in Section B of Attachment F is to be

completed and submitted to the TAA if the travel is international or greater than five consecutive nights travel

was undertaken.

Financial acquittal must be completed in accordance with Section 6.

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1. Context

1.1 Introduction

The Department’s International and Domestic Travel Policy is based on the Victorian Public Sector Travel

Principles issued by the Department of Premier and Cabinet (DPC), December 2006.

This policy applies to all travel, by any mode of transport, undertaken by principals and other school-based staff,

consultants and contractors engaged for the purposes of delivering school business. (Modes of transport include:

air, road, rail, and sea.)

While this policy does not apply to students travelling on school excursions, principals and other school–based

staff involved with school excursions (interstate/overseas) are required to adhere to this policy and should

consider the advice below. For information on school excursions, including excursion planning and approvals

requirements, see: School Policy and Advisory Guide, Student Safety – Excursions and Activities

This document is to be read in conjunction with the related documents listed in Attachment A.

1.2 Policy Statements

All international or domestic travel approved and undertaken is to comply with the Public Sector Values and

Employment Principles specified in the Public Administration Act 2004 and the Code of Conduct for Public Sector

Employees.

All travel conducted by staff is to be for official business purposes and must demonstrate its contribution towards

the achievement of the school’s strategic and / or operational objectives.

All travel is to be approved by the appropriate Travel Approval Authority prior to the commencement of the travel,

see: Section 1.4.

All travel undertaken using public funds commits officers and staff members to depart and return in the shortest

time, by the most direct route, and most economical method possible.

There must be no apparent or perceived conflict of interest, or perception of improper influence between the

school and any other source of funds supplementing the travel, see: Gifts, Benefits and Hospitality Policy and

Guidelines.

Travellers are responsible for determining the Department of Foreign Affairs and Trade (DFAT) security level for

the country or countries being visited by obtaining the latest DFAT travel advice (www.smartraveller.gov.au) see:

Section 2.14.

1.3 Department Travel Principles

Delegates and staff are to apply the following considerations when applying for, recommending, or approving

travel:

• Only travel that is considered strictly essential to the requirements of specific work programs necessary for the

proper administration of Government objectives should be considered.

• When the same travel event is undertaken by multiple persons/divisions/groups, the travel is to be co-

ordinated and presented for approval in one Travel Request Approval (TRA) Form.

• Staff selected for domestic or international travel should be at a level appropriate to the task to be performed,

be suitably qualified, and possess the relevant skills.

• For international travel the Travel Approval Authority should take into account the need to optimise the long-

term benefits of international travel by their staff.

• Approval for international travel for a member of staff who is expected to leave the school in the near future

should only be given in special circumstances.

• Travellers must ensure that alternatives such as video conferencing and teleconferencing options are

considered prior to travel.

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• All other avenues for meeting the objectives of an international visit should be considered before international

travel is proposed, e.g. assistance from Victorian and Australian Government representatives abroad.

1.4 Travel Approval Authority & Travel Approval Request

The Travel Approval Authority is the officer with the appropriate financial delegation and authority to approve the

type of travel requested.

All travel for business purposes must be approved by the Travel Approval Authority before the commitment of

funds (purchase of tickets, booking of accommodation, etc.) and the commencement of the travel.

The Travel Approval Authority is to ensure the travel is justified, for the purposes of achieving the school’s

strategic and/or operational objectives, and that unnecessary additional costs are not incurred.

The Travel Approval Authorities for international and domestic travel by different categories of staff are defined in

Attachment D.

All approvals are to be obtained using the TRA Form at Attachment F.

1.5 Freedom of Information

As travel within Government is regularly subject to Freedom of Information (FOI) and Parliamentary Questions,

travelling members of staff are required to maintain comprehensive records of all travel approved within the

Department and supporting documentation for any expenditure claims relating to the approved travel.

All staff members are reminded that they are travelling on official business on behalf of the school and all matters

relating to travel and conduct prior, during, and after the travel are subject to public scrutiny. Conflict of interest is

to be avoided by adherence to the Department’s/School’s policies and guidelines.

1.6 General enquiries

Any enquiries regarding this Travel Policy should be directed to the relevant Regional Office.

2. Travel Guidelines

2.1 Travel Definitions

International travel is defined as ‘all countries external to Australia except those locations regarded as domestic

destinations’.

Domestic travel is defined as ‘any point in Australia and surrounding islands including the Barrier Reef Islands,

Flinders Island, Australian Protectorates such as Norfolk and Lord Howe Islands. New Zealand and Papua New

Guinea are also regarded as domestic destinations’.

2.2 Travel funded from sources other than State Government

2.2.1 For-Profit organisations offering funded travel

Offers of funded travel from for-profit organisations sponsoring conferences or industry tours should be declined

unless reasons why there is no conflict of interest, perceived conflict of interest, or improper influence can be

demonstrated. However, if the financial delegate considers that attendance at the conference or industry tour is in

the public interest, then the school should pay for the travel and accommodation to ensure there is no conflict of

interest.

Where such offers are accepted, reasons must be given why there is no conflict of interest or apparent conflict of

interest, or improper influence. Staff are to read the Gifts, Benefits and Hospitality Policy and Guidelines regarding

conflict of interest to ensure the best decision is made, see: Gifts, Benefits and Hospitality Policy and Guidelines.

If a gift is determined to be of $100 or greater value, it must be recorded in the school’s Gift Register. Staff are to

complete the Gift Declaration Form included in the Gifts, Benefits and Hospitality Policy and Guidelines and

undertake the declaration process detailed.

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2.2.2 All other non-State Government funded travel

In the case of offers of funded travel from non-state government bodies, particular care should be taken that there

is no conflict of interest, perceived conflict of interest, or perception of improper influence.

The Code of Conduct for Public Sector Employees explicitly prohibits seeking or accepting benefits that may be

seen to undermine impartiality. The approval process must comply with the VPS Travel Principles and the

Department’s Gifts, Benefits and Hospitality Policy and Guidelines.

Even when the travel is funded by other sources, compliance with these guidelines is required. Staff are to read

the above policy regarding conflict of interest to ensure the best decision is made.

TRAs are to be completed regardless of where the travel is funded from.

2.3 Staff requested to attend or present papers at seminars/conferences

Where official travel is requested by staff members who have been invited to attend or present papers at

international seminars and conferences, it must be shown that there is direct benefit to the school and it is high in

the priority of Government programs, and there is no perceived or apparent conflict of interest.

2.4 Group Travel

Where group travel is to be undertaken, the TRA form is to provide information to demonstrate the benefit to the

school of more than one staff member attending the same event. This excludes school excursions.

2.5 Travel Charge Codes

The only CASES21 expenditure code to be used by schools for international and domestic travel of staff under

this policy is 86601 – Travel Staff and Student.

Staff preparing TRAs and Travel Approval Authorities are to ensure that the correct CASES21 expense code is

used on all supporting documentation prior to approval.

2.6 Fare Type to be purchased

The following types of fares are to be purchased for International and Domestic trips:

• Economy Class travel is used by all school staff members.

• School staff members accompanying the Minister have special travel arrangements. Discuss with the

Regional Office who will liaise with the Departmental Liaison Officer (DLO) in reference to Guidelines for

Ministerial Overseas Travel for information relating to the type of fare.

Where a staff member is required to accompany a Minister or the Secretary on a travel event, the appropriate

class of travel will normally be undertaken as per above. In the event that the Minister or the Secretary requires

the staff member’s presence during the flight, documented approval is required from the Travel Approval Authority

before booking a different class of travel.

2.7 Baggage Limits & Excess Baggage

Travellers are to confirm prior to travel what baggage limits relate to their class of travel and should consider

alternatives to paying excess baggage such as couriering or posting material prior to departure. Personal excess

baggage is to be paid for by the traveller when not directly related to official travel.

2.8 Accommodation type to be purchased

All school-based staff are to book accommodation in accordance with Human Resources personal expenses

policy and guidelines, see: HRWeb – Personal Expenses. The accommodation rates are based on Australian

Taxation Office (ATO) requirements, see: ATO Travel Allowances.

Where a staff member is required to be accommodated in a location near a Minister or the Secretary, the

accommodation may be taken in the same hotel. Unless the accommodation is required to be in a ‘Ministerial

suite’, the staff member is to book a room in accordance with Human Resources personal expenses policy and

guidelines. Documented approval to upgrade accommodation from that which the staff member would normally

book is required from the Travel Approval Authority.

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2.9 Frequent Flyer Points or Rewards from Similar Schemes

Frequent Flyer programs can be used by travellers when booking airfares. Points accumulated under any

frequent flyer program while on official business at public expense may only be redeemed for further official

business travel.

To utilise a frequent flyer program, staff are required to opt in to this program. This is undertaken by the traveller

adding their frequent flyer membership number to their travel booking.

Points accrued as part of a frequent flyer program are accrued against a personal membership therefore it is

responsibility of an individual to keep their own record of any points accrued on their membership from official

business travel, and any points redeemed for official business travel.

Travellers who choose to opt in will be personally responsible for providing a six monthly attestation to the

Regional Office of points earned, and redeemed for business related travel. The Regional Office will send out this

attestation which will be kept on record for future reference.

Frequent Flyer points should be used for work purposes as soon as practicable once enough points have been

accrued to pay for a full trip.

Travellers wishing to redeem any accrued points for future business travel must book directly with the airline as

Travel Providers cannot facilitate travel bookings if points are being redeemed.

2.10 Airport Lounge Memberships

Membership of an airline lounge/club at the school’s expense may be approved by the Secretary (via the

Regional Director) for a staff member who flies frequently for business reasons and who can demonstrate the

business need for the membership. A Briefing for Decision demonstrating the business need is required to seek

approval of the requirement. A record of the approved request must be held by the staff member for audit

purposes.

2.11 Traveller Identity

It is common practice to know someone by their preferred name which is different from the name which appears

in their identity documents (usually passport). This leads to confusion of identification in TRA forms, ticketing,

audit processes, and in an emergency situation.

All ticketing is established though the name on the officially issued identity documentation, i.e. passport.

Reference to this identity is to be included in the TRA form to establish all forms by which the individual is known

as, e.g. include reference to ‘preferred name’ and ‘identity document name’.

2.12 Expectations and responsibilities of staff travelling

A checklist of expectations and responsibilities of staff travelling can be found at Attachment E. The checklist

outlines the main responsibilities before, during, and after the travel, see: Attachment E

2.13 Insurance (accident, medical, travel and emergencies)

Travel insurance is to include emergency assist. Staff should carry details of Emergency Assistance related to

their travel insurance policy at all times.

Where a school undertakes a travel event sponsored by Central Office or a Region they are covered by the

Department’s insurance with the Victorian Managed Insurance Authority (VMIA).

When travelling on sponsored events, travellers are encouraged to read the VMIA Business Travel Master

Insurance Policy and Policy Schedule available from the Department’s Insurance Unit to familiarise themselves

with the extent of travel insurance cover prior to departure.

VMIA has Emergency Assist. Staff can contact the company, see: Accident and Health International (AHI) Assist

Brochure or call 61 2 9978 6666 (Reverse charge, 24 hours, from anywhere in the world).

For travel information or claims lodgement go to: www.acchealth.com.au and before departure, download a copy

of the AHI contact card as a reference, see: AHI Emergency Assist contact card

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If school staff have further questions, wish to clarify whether the policy covers them, or have any specific events

or situations which they would like to discuss, please contact the Department’s Insurance Unit (Ian Wallis or David

Pool on 03-9637 3137).

For information on school excursions - medical insurance, see: School Policy and Advisory Guide, Student Safety

– Safety, Emergency and Risk Management

2.14 Department of Foreign Affairs & Trade (DFAT) Travel Warnings

DFAT provides travel security advice notices on a country by country basis with a focus on risks to Australian

travellers. These security advice notices are published smartraveller. Travellers are to access this site to identify

and assess any potential difficulties prior to their proposed travel to international destinations, see: DFAT -

smartraveller

Staff making bookings (the Preparer) must check the DFAT website (prior to applying for approval and up to the

time of travel) to assess the level of security advice which is given by DFAT. The Preparer must make the

traveller aware of the current DFAT security level in the countries being visited and any change in security level

status.

The Preparer is to continue to monitor the smartraveller website during the absence of the staff member until their

return to ensure there is no change in security level which may necessitate further action.

The Department will not allow travel to destinations that have been assigned a Level 4 security assessment (‘Do

Not Travel’), by DFAT. Where a situation develops when a Traveller is already in the area/country when a Level 4

security assessment is declared, the Traveller is to immediately contact either AHI Assist (see Section 2.13) or

their insurance provider to make arrangements to safely exit/evacuate the area and notify the Travel Approval

Authority of the situation and action being undertaken.

A DFAT security level assessment is to be provided in all international and domestic travel to Papua New Guinea

(PNG) and New Zealand (NZ) TRA forms. If security levels 3 (‘Reconsider Your Need To Travel’) or 4 (‘Do Not

Travel’) are selected in the TRA form, further explanation is required regarding the imperative need to travel.

NOTE: When entering or staying in a country which has a security level of 3 or 4 has impact on insurance

coverage for evacuation. Contact the Insurance Unit for further information (Ian Wallis or David Pool on 03-9637

3137).

For information on school excursions - emergency planning and overseas travel requirements, see: School Policy

and Advisory Guide, Student Safety – Safety, Emergency and Risk Management

2.15 Health and safety matters

Health and safety of staff during travel is paramount. Well in advance of the travel event the traveller should

assess health and potential safety aspects which are relevant to the travel. This includes evaluating the security

risks through the DFAT smartraveller website, ensuring vaccinations are undertaken when necessary, and

ensuring that adequate personal medications are obtained for the duration of the travel.

NOTE: All countries have entry requirements relating to drugs (which includes prescribed drugs/medications). If

prescribed drugs/medications are needed during travel, staff need to ensure that they take the prescription and/or

documented medical evidence to support the need for their presence.

A number of easy, low impact exercises should be undertaken during travel to alleviate long periods of inactivity

which increase the chance of a travel medical condition (DVT – Deep Vein Thrombosis) which affects blood

circulation in leg veins. Periodic movement about the cabin and aisles could also be considered to maintain blood

circulation. Further information on exercises which can be carried out while seated in the cabin can be obtained

from most airlines and are generally provided in the seat pocket. If staff should have concerns regarding DVT,

they should consult their doctor before travelling.

The traveller should maintain hydration levels during travel. Please be aware that any consumption of alcohol

during a flight increases dehydration, drink water instead.

Any illness following travel should be reported to a doctor.

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2.16 Visa Information

Travellers are to check the relevant foreign consular or embassy concerning entry, visa, and stay requirements

well in advance of travel. DFAT has a list of foreign consular and embassy representation in Australia, see:

Embassies and Consulates. Visa costs are borne by the school.

2.17 Passport information

Travel while on official business will be conducted using the traveller’s own personal passport.

NOTE: Most countries require a passport to remain valid for a minimum period of six months following entry to the

country.

2.18 Staff travel with Partner/Spouse

Staff may travel with their partner/spouse at the partner/spouse expense. Schools and/or the Department will not

be responsible for any of the partner/spouse travel arrangements.

2.19 Leave while on official business travel

Leave undertaken as part of, or during approved official business travel (international or domestic) must not incur,

or result in any additional costs to the school *.

Requests to add private travel to official business travel should only be approved if the leave does not create the

impression that the official travel is being used to subsidise private travel arrangements in any way.

Note, for the purposes of the Travel Request Approval Form:

• both the duration of official travel and the approve leave are inclusive of Victorian public holidays

• the duration of official travel is expressed in continuous days including weekends e.g. 7 days means Monday

to Sunday

• the duration of official travel includes both the day of departure and the day of return

• the duration of approved leave is expressed in the terms of working days e.g. (5 days means 5 working days

from Monday to Friday, i.e. it does not include weekends but does include Victorian public holidays).

* Any private travel days will result in Fringe Benefit Tax being payable by the school on a portion of travel

expenses. Any private travel must be reported in the Department’s FBT Tracker system.

2.20 Recall to Duty Whilst on Approved Leave

A recall to duty is initiated during the travel by phone/fax/email, is of an immediate nature, and is not pre-

arranged.

Staff members, who are on approved leave and who are travelling either internationally or domestically in a

private capacity, and are recalled to duty are entitled to be reimbursed the cost of travel to resume duty

Staff members who are required to resume official duty during the course of their private travel must seek

approval from the relevant Travel Approval Authority prior to undertaking the recall.

Given the recall to duty is of an unexpected nature and prior documentation approving the travel is not available

for audit purposes, the staff member must document the recall on return by providing a TRA to the Travel

Approval Authority. The TRA is to outline the need/purpose for the recall and document the phone/fax/email

instruction to undertake the recall.

In considering the necessity to recall a staff member, the following criteria apply:

• a substantial benefit to the school which could otherwise justify international or domestic travel must be shown

to exist

• it must be clear that any period of recall to duty is not being used to help finance the staff member’s private

travel

• these situations are subject to careful scrutiny by the Travel Approval Authority

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• a TRA form is to be provided that complies with this policy and is to ensure that relevant information is

documented for decision making and audit purposes. A Travel Report must be provided on return to duty

when applicable, see: Section 6.8.

2.21 Undertaking Official Business Whilst on Approved Leave

In rare and extraordinary circumstances only, there may be a requirement for a staff member to undertake official

business whilst on approved leave. This differs from ‘Recall to Duty’ (Section 2.20) in that the business need is

known before commencement of the travel for approved leave and the requirement to conduct business is pre-

arranged. Pre-approval is required to undertake official business whilst on approved leave.

A TRA form is required.

In this instance, Travellers may only seek support during the period of undertaking government business.

Airfares to and from the approved leave destination are the responsibility of the traveller and are at personal cost.

Airfares to the place of conducting the school’s business from the place of approved leave and return maybe

considered by the Travel Approval Authority. Accommodation and other expenses during the period of

conducting government business may also be considered and are to be included in the TRA form.

It is to be clearly articulated in the TRA form the periods of approved leave, periods of government business, the

business need, transport and travel means, detailed travel itinerary, and expected cost to the school, e.g. airfares,

accommodation, expenses, etc.

Requests of this nature must only be approved by the Travel Approval Authority if it is imperative that the official

business needs to take place and that it does not give the impression that the official business is being used in

any way to subsidise or extend the private travel arrangements. For international travel, approvals of this nature

must be provided by the Regional Director.

3. Guidelines for other-than-air transport

3.1 General Advice

All travel is to be undertaken in consideration of using the least expensive form of transport which is timely,

practical and cost effective.

Public transport is to be used wherever possible and practical.

The following provides an outline of business practices to be followed for other forms of transport. Where

advised, the appropriate policies and guidelines are to be consulted for more detail.

3.2 Bus/Train/Tram usage

These forms of transport should be taken wherever possible and/or practical. These forms of transport provide

low cost travel in the CBD, metro city, and country areas.

Interstate travel by train is to be approved by the Travel Approval Authority before purchase of the ticket and

undertaking the travel. First Class train travel, where available, is permitted by all staff. A TRA form is required

for interstate travel by train.

3.3 Taxi usage and Limousines

Chauffer driven limousines are not to be used under any circumstance.

Taxis are to be used only when absolutely necessary. Other forms of transport should be considered, e.g. public

transport.

Taxis may be used to and from airports/home, or to and from airports/work location as the case or time-of-day

requires.

Inner city travel should only be undertaken by public transport.

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3.4 Private vehicle usage

Prior approval must be obtained before staff members use their private vehicle for the purpose of

business/domestic travel, see: Motor Vehicle Guideline for Schools and the Personal Expenses Reimbursement

Policy and Guidelines - HRWeb – Personal Expenses

All other avenues of transport are to be explored prior to the use of a private vehicle.

Expenses associated with the use of a private vehicle will be reimbursed in accordance with the Personal

Expenses Reimbursement Policy and Guidelines see: HRWeb – Personal Expenses

3.5 Chartered aircraft travel (fixed wing & helicopter)

Charted aircraft should not be used. If in exceptional circumstances this type of transport is required, Principals

should refer to the Regional Director for advice.

4. Travel Expenses

4.1 Hospitality expenses whilst undertaking official business travel

It is a common and acceptable contemporary business practice to offer or accept light refreshments in the course

of a business meeting or as part of a conference program. Hospitality can range from offers or acceptance of light

refreshment at a business meeting to restaurant meals and sponsored travel and accommodation, see: Gifts,

Benefits and Hospitality Policy and Guidelines.

4.2 Personal Expenses

Personal expenses incurred during approved travel that complies with policy and guidelines set out in HRWeb –

Personal Expenses may be claimed, see: HRWeb – Personal Expenses

Allowances are not payable where meals are provided during travel, e.g. meals during a flight/transit, meals

provided as part of accommodation or conference arrangement, or meals provided at no charge/cost by sponsors,

suppliers, or your host.

Further information is contained in Section 6 Travel Acquittal, see: Travel Acquittal/Reconciliation/Travel Report.

4.3 Use of School Purchasing Card

School staff are to refer to the policy and guidelines listed in School Purchasing Card to establish when/where a

School Purchasing Card can be used and when its use is not permitted, see: School Purchasing Card.

5. Travel Request Approval

5.1 Travel Request Approval (TRA) Form

All international and domestic travel, including intrastate (Victorian) travel, requires pre-approval using the TRA

form (Attachment F). This is a mandatory document and must be used where there is:

• an airfare involved (domestic or international); or

• where there is greater than five nights consecutive travel.

Note: For intrastate travel and accommodation less than five consecutive nights, approval is to be documented

and filed in the appropriate manner at a local level.

The TRA must contain sufficient information for the Travel Approval Authority to make a decision on the validity of

the travel and ensure that the proposed travel meets the Department’s guidelines and objectives.

NOTE: ‘One-liners’ in TRA fields are not sufficient for the Travel Approval Authority to make an informed decision

on the travel requirements.

All international and domestic travel requires the inclusion of a planned travel itinerary.

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5.2 Approval Timeframe

Preparations for travel (including quotes) can be undertaken, but staff must not enter into binding arrangements,

e.g. purchase of air travel tickets, until approval by the appropriate Travel Approval Authority has been granted.

Tentative bookings made are not to incur a booking/cancellation fee if the travel is not approved.

Staff are reminded and encouraged to give greater emphasis and thought to planning the travel well in advance to

give adequate time for approval. Travellers/Lead Travellers and Preparers are responsible for planning the travel

in such a way as to gain the earliest possible approval to gain the cheapest airfare on offer which is usually more

than 14 days from the flight date.

NOTE: The closer that approval is to the flight date, usually the more expensive the flight.

5.2.1 International travel

Sufficient time is required to gain full approval of a request for international travel. All international TRA forms

must be lodged with the Regional Director more than twenty-one (21) days prior to departure

5.2.2 Domestic travel (including Victorian intrastate travel)

Sufficient time is required to gain full approval of a request for domestic travel. All domestic TRA forms must be

lodged with the appropriate Travel Approval Authority more than fourteen (14) days prior to departure.

If approval is sought in less than the required approval timeframes listed above, there is a greater likelihood that

the travel will not be approved in time to book the required tickets and could also lead to cancellation of the travel.

This can be avoided by advance planning and seeking early approval.

5.3 Lodgement for Approval

School-based staff are to complete the TRA form and submit it to the appropriate Travel Approval Authority for

approval. The submission can be a scanned copy of the signed form via email or signed hardcopy via the post.

5.4 Travel Itinerary

Schools undertaking travel that is subject to a TRA form are required to provide a travel itinerary (mandatory

requirement). A travel itinerary is required to support the requirement/reason/business purpose of the travel, and

that adequate planning has taken place to make best use of the public money to be expended.

A travel itinerary must be attached to the TRA form. The travel itinerary must include the following information for

each day of the travel:

• The date and approximate time when the activity is to commence

• The duration of the activity

• The place where the activity is to be undertaken

• The nature of the activity.

The travel itinerary may also include a detailed conference/seminar schedule as an adjunct to the information

required.

6. Travel Acquittal/Reconciliation/Travel Report

6.1 Maintaining records

Travel Approval Authorities are to ensure that all supporting documentation is provided prior to the approval of

travel and that the application and approval documentation is maintained by the relevant school for audit review.

Regional Offices must maintain a record of all travel that has been approved by the Regional Office.

Additionally, Travel Approval Authorities are to ensure that correct charge codes are recorded, and that any

outstanding monies paid on behalf of other funding sources (for the convenience of facilitating group travel) are

identified, recorded and reimbursed to the correct charge cost centre.

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Travel Approval Authorities are to ensure that there is no conflict of interest in undertaking the travel, see: Gifts,

Benefits and Hospitality Policy and Guidelines.

6.2 Collection of outstanding payments

In some instances, a travel payment is completed on behalf of others e.g. regional office pays on behalf of school-

based and regional office staff who travel as part of a group. In instances such as this, the travel co-ordinator of

the travel event needs to seek reimbursement of the costs incurred by the school-based staff in the group.

The travel co-ordinator of the event needs to ensure that the costs are accurately identified; recorded and all

outstanding payments are collected. Travel Approval Authorities are to ensure that the appropriate documentation

is retained for audit review to substantiate payment and reimbursement (where applicable).

6.3 Travel Event Acquittal Process

The following items need to be acquitted/reconciled before the travel event can be considered completed:

• reconciliation/acquittal of any:

personal expense claims

advances where provided

hospitality expenditure

school purchasing card expenditure (reference TRA form number related to travel expenses)

• provision of a Travel Report.

Acquittal of the above points is necessary for the travel event to be considered closed. This is a mandatory

requirement when travelling. School-based staff are required to follow the Personal Expenses Reimbursement

Policy and Guidelines (HRWeb – Personal Expenses) and complete the Travel Report (Attachment F) where

required.

6.4 Personal Expenses

Employees may be reimbursed necessary and reasonable out-of-pocket expenses that are actually incurred in

the course of their approved official business travel.

Information on personal expenses and expense advances can be obtained from the Personal Expenses

Reimbursement Policy and Guidelines see: HRWeb – Personal Expenses

6.5 Personal expense acquittal process

All personal expenses are paid by EFT to the bank account nominated by the traveller.

For more information on how to reconcile and acquit personal expense claims, see: Personal Expenses

Reimbursement Policy and Guidelines - HRWeb – Personal Expenses

To acquit personal expenses school-based staff are to complete the paper-based forms (Personal Expense Claim

Form – in the Personal Expenses Reimbursement Policy and Guidelines).

6.6 Advances for Travel

In some cases advances can be given for personal expenses related to work travel. This is calculated in

accordance with the Personal Expenses Reimbursement Policy and Guidelines. Application process for an

advance is to be discussed with the school’s business manager.

6.7 Travel advance acquittal process

All advances are paid by EFT to the bank account nominated by the traveller.

For more information on how to reconcile and acquit advance expenses, see: Personal Expenses Reimbursement

Policy and Guidelines - HRWeb – Personal Expenses or speak to your school’s business manager.

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6.8 Travel Report

A Travel Report (Attachment F) must be completed within fourteen (14) days of the travel return date:

• if the travel is international, or

• where greater than five consecutive nights travel is undertaken.

A Travel Report is required for:

• reporting on achievement of the school’s strategic and/or operational objectives (being the reason for the

travel)

• confirmation of the travel itinerary as substantiation of business travel for Fringe Benefits Tax purposes.

The Travel Report is to include a description of the benefit derived from the trip towards achieving the school’s

objectives and the requirements/reasons for the travel event. The traveller also needs to confirm that the

approved travel itinerary was undertaken for business purposes in accordance with the pre-approval, and if not,

how it was varied.

The Travel Report is to be completed by the Traveller or Lead Traveller if group travel was undertaken and

submitted to the same Travel Approval Authority who approved Travel to be undertaken.

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Attachment A Related Policy Documents

The following policy documents are to be read in conjunction with this travel policy:

• Financial Delegations Policy & Guidelines

• Gifts, Benefits and Hospitality Policy and Guidelines

• Guidelines for Ministerial Overseas Travel (available from the Departmental Liaison Officer in the Minister’s

office)

• HRWeb - Personal Expenses

• Motor Vehicle Guideline for Schools

• Public Administration Act 2004

• Public Sector Values and Employment Principles

• Schools Purchasing Card Policy & Guidelines

• Victorian Public Sector Travel Principles (issued by the Department of Premier and Cabinet, December

2006)

• Code of Conduct for Victorian Public Sector Employees

• Victorian Teaching Profession Code of Conduct

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Attachment B Glossary of Terms

Policy Definitions

Travel The event of going from one destination to another by any of the means (by

air, road, or rail) described in the International and Domestic Travel Policy

& Guidelines.

International all destinations outside Australia that are not domestic destinations.

Domestic any point in Australia and surrounding islands including the Barrier Reef

Islands, Flinders Island, Australian Protectorates such as Norfolk and Lord

Howe Islands. New Zealand and Papua New Guinea are also regarded as

domestic destinations.

Intrastate travel Any point of travel within the State of Victoria by any of the means

described in the International and Domestic Travel Policy & Guidelines.

Travel Request Approval a Travel Request Approval (TRA) Form seeks pre-approval when there is

an airfare component (i.e. domestic or international), or more than five

consecutive nights travel is required

Definition of Roles

Preparer responsible for administrative support, co-ordination of travel event,

gathering information including Department of Foreign Affairs and Trade

(DFAT), and preparation of the TRA form.

Lead Traveller travel event group leader, or in the case of a sole traveller, the Traveller.

Responsible for overall planning of the travel, that all necessary due

diligence has been undertaken including DFAT travel warning assessment,

and that all necessary approvals are in place before the travel is

undertaken. Is responsible for provision of Travel Report on return on

behalf of the group or self.

Travel Approval Authority the officer delegated with the appropriate financial delegation and authority

to approve the type of travel requested. Is to ensure that sufficient and

appropriate content is provided in the TRA prior to approving the travel.

The Travel Approval Authorities can be found at Attachment D.

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Attachment C Frequently Asked Questions (FAQ)

When do I need to provide a Travel Report?

After you have returned from your trip complete a Travel Report. A Travel Report is required where there has been

international travel or more than five consecutive nights travel.

Where do I go for travel assistance?

All other queries relating to travel should be directed to your Regional Office.

What do I need to do for group travel?

Plan your travel event in a co-ordinated fashion, in advance.

Appoint a travel co-ordinator / Preparer for the Travel Request.

Prepare one (1) single Travel Request to cover the whole travel event.

FCm are the Government contracted provider for travel. As it can be difficult to obtain group travel quotes, FCm

are available to provide quotes for Group Travel (including school excursions). If you wish to use FCm for

group travel: Email groups@fcmtravel.com.au or phone 1300 722 841.

When do I need to complete a Travel Request Approval (TRA) Form?

You need to complete a TRA form for travel where an airfare is purchased (domestic or international), or more than

five consecutive nights travel is required.

What are the most common reasons why a Travel Request Approval (TRA) Form is rejected?

Lack of content to enable the Travel Approval Authority to make an informed decision

Inconsistency or conflicting or inappropriate facts in content

Weak justification for the travel (the travel needs to be beneficial to support the school’s and/or government

objectives).

Lack of supporting documentation, e.g. no travel itinerary, or work itinerary does not provide appropriate

information

Policy requirements not met

Are schools covered by the Departments VMIA Insurance Policy?

Where travel is sponsored by the central or regional office, schools are covered by the Department’s insurance

policy with VMIA. The VMIA insurance policy also uses the services of Accident and Health International (AHI

Assist) to provide a 24/7 emergency assistance service AHI Assist Brochure. For more information, see: Section

2.13

Where the travel is not sponsored by the central or regional office the school needs to ensure travellers are covered

by travel insurance.

For information on school excursions - medical insurance, see: School Policy and Advisory Guide, Student Safety –

Safety, Emergency and Risk Management

When do I need to declare an offer of funded travel?

Staff should refer to the Gifts, Benefits and Hospitality Policy and Guidelines for assistance, see: Section 2.2.

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Attachment D Travel Approval Authority

The delegated approval authorities for international and domestic travel are provided below. When requesting a

travel approval it is to include all expenditure on fares, accommodation, allowances, expenses, conference fees,

etc.

NOTE: All international TRA forms for approval are to be lodged with the Regional Director more than twenty-one

(21) days in advance of the departure date to allow adequate time for approval and booking.

Traveller International Travel

Approving Authority

Domestic Travel Approving

Authority

School-based staff * Principal Regional Director Regional Director

All Other staff Regional Director Principal

Staff travelling on

student excursions**

Principal Regional Director Regional Director

School staff Regional Director Principal

Central and Regional staff Secretary Principal, then

Executive Director or Regional

Director

* International travel for school-based staff at a school’s expense must be signed by the applicant’s Principal and

approved in-principle by the Regional Director in advance of the formal application. The application is to include all

expenditure on fares, accommodation, allowances, conference fees, etc.

Each Regional Office must maintain a record of all travel that has been approved by the Regional Office.

** Before any staff travel can be approved for a school excursion, the excursion itself must be approved by the

School Council or the Principal in accordance with the School Policy and Advisory Guide.

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Attachment E Traveller Responsibility Checklist

Before your travel

Lodge a TRA Form. For international travel, the TRA Form is to be lodged with the Regional Director more

than 21 days prior to the proposed travel. A domestic TRA Form is to be lodged with the appropriate Travel

Approval Authority more than 14 days prior to the proposed travel.

Supporting documents to be included or attached to the TRA Form (flight itinerary, accommodation, travel

itinerary, seminar/conference program, etc.).

Check the Department of Foreign Affairs & Trade travel website (www.smartraveller.gov.au) for travel

warnings (international only).

International travel only – if required:

Obtain visa for the country you are travelling to

Obtain vaccinations

Obtain any personal medication needed for the duration of the travel and obtain prescription or medical

report to support use (if required).

Book travel only after approval has been granted.

During your Travel

Keep a note of any major variation from the pre-approved travel itinerary.

Keep original receipts for expenditure reconciliation purposes.

Ensure Code of Conduct is followed.

Keep a note of any gifts, benefits, or hospitality as per guidelines for recording on return.

After your Travel

Reconcile/acquit the following:

Personal Expenses

Cash Advance

Hospitality Expense

Corporate Card

Prepare and submit a Travel Report within 14 days of return (Section 6.8).

Record any gifts or hospitality in accordance with guidelines, see: Gifts, Benefits and Hospitality Policy and

Guidelines.

Confirm the pre-approved travel itinerary took place.

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Attachment F Travel Request Approval & Travel Report

SCHOOL DOMESTIC & INTERNATIONAL TRAVEL

Section A – Travel Request Approval (TRA)TRA NO:

Note: Assistance with completing this document can be found by clicking on the ¶ symbol on your toolbar

TO: [Principal/Regional Director]

FROM:

Type of Travel: Refer to Point 2.1 of Travel Policy for definition of Domestic.

Domestic International

School:

Trip Title: Provide trip name. It needs to be meaningful and provide sufficient information to the Travel

Approval Authority as to what they are about to read and ultimately approve, eg. ‘Trip to

China’ is not sufficient, maybe ‘Trip to China by xxxx xxxxxx and xxxxxxxx xxxxx to study

pre-school behavioural patterns’ is more appropriate.

Is this Group Travel? TRA is to be co-ordinated by a Lead Traveller who will take responsibility for this submission

covering all travellers and itineraries and the Travel Report being completed where needed.

Yes No

If yes, name the person taking the Lead

Lead Co-ordinator:

This is to be a co-ordinated submission for approval

Full name and title of

person/s travelling

Contact phone & Email: Work Phone: Mobile Phone:

Email:

Purpose of Travel What is the primary purpose or strategic objective of the travel? ‘xxxx xxxxxx and xxxxxxxx

xxxxx to travel to China to undertake a study in pre-school behaviour with the Shanghai

Infant Centre No 27 for a period of 8 days. The benefits derived from this study to the

school Department / program will be (in summary form)

Add text

Destination:

Countries & Cities

(detailed itinerary and/or

conference details to be

attached)

Add text

Educational Rationale /

Business Reason for

Travel:

Provide detailed background information to make the Travel Approval Authority comfortable

that the trip is suitable and supports a contribution towards the achievement of the school’s

strategic and/or operational objectives. This might include information on why the travel is

necessary, why we have chosen who ever we are meeting/visiting, why the travellers

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nominated are the most suitable staff member to undertake the study, more detailed

information on how this travel will contribute towards the achievement of the school’s

strategic and/or operational objectives. What are the benefits to be derived? The reason

why more than one person is required to travel is also to be given. What benefit will this

travel bring to the School and Victorian Government?

Add text

Travel Dates: Departure Date: Return Date:

Total Number of days

travelling:

(include day of

departure and day of

return)

Total Number of leave

days overseas:

This is recreation leave, leave without pay or long service leave. Refer to Section 2.19 of

Travel Policy

Add text

DFAT Smartraveller

security level:

The Department of Foreign Affairs and Trade (DFAT) maintains information on the risks of

travelling to all countries. The smartraveller web site is to be visited to ascertain the security

level (level 1 to 4) for countries being visited. Please read Section 2.14 regarding travel

warnings and security levels.

Add text

Cost Summary:

Total Cost $ CRTs / Salary $

Fares $ Replacement Costs

Accommodation (if not included in

above quote)

$

Registration / Conference Fees $

Meals & Expenses $

Other [specify] $

Costs Met From Other Sources: All external sources of funds are to be declared. If there is an external source of

funds, please refer to sections XX and ‘XX in the Travel Policy. There is to be no conflict of interest if accepting external

funds.

Source Add text $

Source Add text $

Source Add text $

If costs have been met from other sources, outline the reasons why the department would not pay for this

travel/accommodation and outline that this is not considered a conflict interest for the department, see: Gifts, Benefits and

Hospitality Policy and Guidelines,

Add text

Detailed Costs: Provide details on how summary costs were calculated. This section gives details of the travellers and

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their expenditure on such things as airfares, accommodation, meals, per diems, and other expenses which may be

incurred during the travel. All expenses which may be incurred during the travel are to be included.

The expenses will need to be reconciled after return. Refer to Section 6 of the Travel Policy.

Fares Quote Attached

Accommodation Domestic Accommodation rates are based on Australian Taxation Office (ATO) rates. For

International Travel calculations may need to be converted to Australian Dollars. Conversion

rates can be obtained from the Oanda website. Copy accommodation line for as many

Countries as required. Refer to Section 2.8.

Details added as an attachment Yes. No If no, details below

Included with Airfare quote? Yes. If yes, quote attached No If no, details below

Domestic Travel? Yes. No. If no, show conversion to AUD

Country: No: Nights: ATO Rate$ Total

Expenses and

Incidentals

Expenses are based on Australian Taxation Office (ATO) rates. Copy expenses line for as

many Country ATO Groups as required. Include ATO Group Code with Country Name for

International Travel. Refer to Section 4.

Details added as an attachment Yes. No If no, details below

Country: No. Days: ATO Rate: $ Total: $

Issues / Risks

Outline any issues- /- risks with the travel which could jeopardise achieving the school’s department’s strategic and/or

operational objectives which are the purpose of the travel, or which could pose a risk to safety of staff, school finances or

reputation. What is the impact of not undertaking the travel? Other risks maybe relevant, if there are issues and risks,

what are they?, what is the impact?, what are the options?, What do you recommend as the best option?

Add text

Travel Report Commitment

Travel Report Required on Return: Yes (traveller to complete Part B on return) No

(Travel Reports are required within 14 days of return if the travel is international or is for more than five consecutive

nights.)

If yes, traveller to sign below

I commit to reconcile / acquit expenses and complete Part B Travel Report on my return

Name Signature Date

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Approvals

(Tickets may be booked but must not be purchased until the appropriate approval has been obtained. Where the Regional

Director is the Approving Authority the Principal is signing their endorsement of the submission.)

Approved:

Yes No If No, provide comments below

Add text

Principal (Name) Signature Date

Regional Director (Name) Signature Date

Appendices:

Travel Quote (Mandatory)

Itinerary (Mandatory)

School council approval

(if the staff travel is for a student excursion and the excursion requires the approval of school council)

...........................................

...........................................

Attachment F Travel Request Approval & Travel Report 3

Section B – Travel Report (TR) TRA NO:

Was the purpose of the

trip met?

The primary purpose or strategic objective of the travel was listed under Trip Purpose in

Section 1 of this document. Was this purpose met? If not you need to provide details on why it

was not meet.

Yes No If no, provide details below

Add text

List organisations and

people met during the

trip:

Add text

Detail lessons learnt and

value derived from the

trip:

This area should refer back to and show what value came from the trip based on statements

made in Section A (the Travel Request Approval) - Educational Rationale / Business Reason

for Travel

Add text

Proposed actions to build

on value derived to

improve programs and/or

processes:

Detail what will be changed, introduced or future proposals to build on what was learnt from

the trip and to show the trip had value.

Add text

Gifts, Benefits, or Hospitality during Travel

Were any gifts, benefits,

or hospitality accepted

during the travel that

were not previously

declared

All gifts, benefits, and hospitality received or expected to be received, MUST be declared and

recorded in the school’s Gifts Register. The update of the Gifts Register also includes the gift

or receipt of external funds as declared above. Please read the Gifts, Benefits and Hospitality

Policy and Guidelines for further information.

No Yes If Yes, provide further information below

Details of Declared items:

Add text

Have gifts/hospitality/benefits been added to the Schools Gifts Register?

Yes No If No, provide further information below

Add text

Travel Itinerary Confirmation

The Detailed Travel Itinerary was attached to this TRA to obtain Approval. Detail any variations to this original itinerary.

Did the approved travel itinerary vary in any way?

Yes If Yes, provide further information below No

What was the variation?

Add text

Why was it varied?

Add text

Who approved the variation?

Add text

Travel Expense Confirmation

Did the approved cost vary in any way?

Yes If Yes, provide further information below No

What was the original approved travel cost? $ Add text

What was the actual travel cost? $ Add text

Variation Total $ Add text

Why was it varied?

Add text

If the variation is major (more than 3%), who approved the variation?

Add text

Approvals

Approved:

Yes No If No, provide comments below

Add text

Principal (Name) Signature Date

Regional Director (Name) Signature Date