Where a traveller has expended personal monies for University business purposes, the travel reimbursement process will be based on the actual expenditure incurred.
Employee travel reimbursements are made via the Expense Management System ProMaster. Once completed and approved the payment will be made in the next available pay cycle
For non-employee reimbursements the travel reimbursement request must be submitted to the relevant budget centre authoriser for authorisation within 20 working days of completion of the travel.
Where a traveller has been provided a travel advance, the travel advance acquittal must be based on the actual expenditure incurred (i.e. involving the presentation of original receipts, including Tax Invoices where required).
All travellers must acquit their travel advance within 20 working days of the completion of the travel, and submit relevant documentation.
Refer to the Travel Procedure (PDF 219.2 KB) and Travel Advance Procedure for detailed information regarding travel advances and acquittals.
All travellers undertaking University travel for six nights or more are required to substantiate the business purpose of the travel using documentation that complies with the Australian Taxation Office (ATO) and Fringe Benefits Tax (FBT) legislative requirements. Documentation is to be completed and submitted within 20 days of completion of travel.
For University staff and those deemed to be staff for taxation purposes, where the business purposes of any University travel cannot be substantiated, the travel will be deemed personal travel and FBT will be payable by the Budget Centre.
Travel Diaries must be submitted electronically using the University's eForm portal. Diary entries must provide clear and detailed descriptions of activities undertaken as well as clearly differentiate between University business, study-related and private travel.
Where University travel does not include any private travel days, travellers can submit a 'No Private Travel Declaration' in lieu of a travel diary. The declaration must be submitted electronically using the University's eForm portal.
Business travel will be deemed private travel for taxation purposes where a Travel Diary or No Private Travel declaration is not received or the business purpose of the travel is not substantiated. In these instances, the University will recover expenses from the employee and charge fringe benefit tax (payable to the ATO) to the relevant project.
Travellers without an employee or a student number can submit required travel diaries or declarations using the No Private Travel Declaration (PDF 40.95 KB) form.
Please refer to the Travel Procedure (PDF 219.2 KB) and FBT Procedure for detailed information regarding travel diaries, no private travel declarations and fringe benefits tax.
Where University travel is authorised and booked and does not eventuate due to cancellation or circumstances that prevent the traveller from departure, travel bookings and costs should be reviewed to ensure that:
- tickets or credits on hold are utilised within the required timeframes;
- if tickets cannot be utilised by the named traveller, check whether they can be transferred to another University traveller;
- where refunds are applicable ensure that they are obtained and receipted back to the project to which travel expenditure was funded from; or
- where refunds are not applicable determine if the circumstances give rise to an insurance claim and ensure a claim is lodged if necessary to recoup costs.
This guide to Fare Rules may assist you in determine how to utilse the credits.
Please refer to the Insurance Guidelines (PDF 552.0 KB) for information regarding travel insurance claims.