Policy – Travel (Including airfares, accommodation, meals, car hire)

Purpose

This policy outlines ACIPC’s guidelines to ensure the responsible use of funds, whilst allowing safe and business appropriate travel for official engagements.

Scope

This policy applies to all members (including staff members, consultants and contractors) when attending ACIPC board or committee meetings or representing ACIPC at external meetings and events.

Official representation at external meetings and events will be approved before booking by the Board, the Executive Management Committee, or the Executive Manager.

Policy statement

The College will reimburse members and staff for reasonable expenses incurred on College business.

Health and safety

All arrangements should allow for travel in a safe and secure manner. Members and staff need to confirm travel advice at Smart Traveller, www.smartraveller.gov.au, and WHO health advice, www.who.int/en.

Confirmations and booking requirements

Members and staff are responsible for confirming all necessary requirements before travelling, including airfares, accommodation, transfers, travel insurance, vaccinations, and visas. Bookings may be made using the College’s travel agent and details will be provided by the office.

Travel insurance

The College requires and covers the expense of comprehensive travel insurance for international travel. The College does not require or provide travel insurance for domestic travel.

Travel expenses

Airfares

Air Travel Under Five Hours

Travel will be funded for a flexible economy class airfare for travel with a total duration of less than five hours, including layovers. Flexible economy class fares allow for changes and cancellations, accommodating potential schedule changes.

Air Travel Over Five Hours

Travel will be funded for a flexible business class airfare for travel with a total duration of more than five hours, including layovers. Business class fares are considered reasonable for longer travel durations, allowing members to rest and work during flights.

Booking Options

Airfares may be booked:

• using the College’s designated travel agent. Details will be provided by the office.
• members may choose to book and pay for airfares directly. In such cases, members can be reimbursed by submitting the booking confirmation and tax invoice with a reimbursement form.

Booking More Expensive Flights

Members may choose to book a more expensive airfare than allowed by this policy. In such cases, the College will reimburse the member the equivalent of a flexible economy fare, based on the lowest available price at the time of booking. The member will need to provide the booking confirmation, tax invoice and evidence of the flexible economy airfare on the same flight. For example, a member may choose to purchase a business class airfare and be reimbursed for the cost of an economy airfare on the same flight.

Booking Cheaper Airfares

If a member books a cheaper airfare, they will only be reimbursed for the cost of the flight booked.

Use of Frequent Flyer Points

Members may use their own frequent flyer points to upgrade their airfare class, provided that the upgrade does not incur any additional cost to the College. The College will not reimburse or provide any compensation for the use of personal frequent flyer points. For example, members cannot book frequent flyer ticket and claim a reimbursement for the cost of an economy ticket on the same flight.

Accommodation

The College will cover accommodation expenses from the day before a meeting to the day after the meeting. Accommodation should be booked at the meeting venue, which is preferred, or at the closest appropriately priced hotel. Members and staff should prioritise safety when booking accommodation.

The reasonable nightly accommodation rate will be for a 4 or 5 star hotel and will vary depending on the city. Members can contact the office for advice before booking.

When there is accommodation onsite or a hotel is nominated by the office, members may choose to book their own accommodation at another hotel to suit their personal requirements. In such cases, they will be reimbursed up to the rate of the designated accommodation. Members can be reimbursed by submitting the booking confirmation and tax invoice with a reimbursement form.

It is acceptable to share a room with a personal travelling companion if this does not incur an additional charge.

Meals

The College will reimburse the cost of breakfast, lunch and dinner when travelling, where the meals are not provided. The member will need to provide a receipt or invoice when claiming a reimbursement for any money spent. For example, breakfast included in the accommodation rate or lunch provided at a conference or meeting cannot be claimed. Reasonable meal expenses should be in line with ATO allowances. These are approximately, $41 for breakfast, $58 for lunch, and $81 for dinner.

Meals may be included on a hotel invoice, including room service meals. Items from the mini bar are not covered.

Telephone and data

The College will cover telephone and data communication plans when traveling internationally up to a maximum of $10 per day. Telephone and data costs are not covered for domestic travel.

Transfers and parking

The reasonable use of taxis and rideshare services for airport transfers and trips during business travel will be reimbursed. The cost of all transfers is to be paid by the traveller and claimed as a reimbursement. Airport parking for a private vehicle will be reimbursed when it is a similar or less than the expected cost of a taxi or rideshare services.

Personal car

The College will reimburse members for the use of a personal vehicle for amounts more than $50 when calculated using an all-inclusive allowance rate provided by the ATO.

Rental cars

The College will cover the use of a standard or medium rental car when the cost is expected to be similar or less than using taxis or rideshare services.

Approval and Reimbursement

All travel and accommodation arrangements must be approved prior to booking. Reimbursement requests must be submitted within 30 days after the completion of travel and must include receipts, tax invoices and confirmations.

Variations

Any variations from this policy requires prior written approval from the Executive Manager. Exceptions may be granted under special circumstances, such as medical needs or last-minute changes in schedule. Non-compliance with the travel policy may result in non-reimbursement of travel expenses.

Expenses Not Covered

Any personal expenses related to travel should be paid directly, including:

• additional hotel services including mini bar and personal services
• additional accommodation nights required for personal reasons
• additional flights or stops-overs required for personal reasons
• any expenses for a travelling companion
• additional dining expenses and all dining for a travelling companion

It is acceptable to share a room with a personal travelling companion if this does not incur an additional charge.