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  1. Finance
Authority Source: Vice-Chancellor
Approval Date: 27/04/2021
Publication Date: 14/05/2021
Review Date: 13/05/2023
Effective Date: 14/05/2021
Custodian: Director, Finance and Business Services
Contact: financial.services@canberra.edu.au
Accessibility: Public
Status: Published
In developing this policy the Â鶹´å had regard to the provisions of section 40B(1)(b) of the Human Rights Act 2004 (ACT).
Travel (for Staff and HDR Students) Policy
Purpose:
The purpose of this policy is to ensure the safety and wellbeing of Â鶹´å travellers, while providing a fair and cost-effective travel framework for the Â鶹´å.
 
Scope:
  1. This policy applies to:
    1. all travellers, which includes Â鶹´å and controlled entity staff, HDR students, Council and Committee members, and others who are required to travel on approved Â鶹´å business; and
    2. all travel arrangements which are funded either in part or full by the Â鶹´å and/or its controlled entities, regardless of the source of the funds, the duration, or the purpose of travel.
  2. Travel refers to:
    1. a journey 50 kilometres or more away from the traveller’s usual workplace (predominately the Â鶹´å of Canberra’s Bruce Campus); or
    2. a fieldtrip being conducted at any location.
  3. This policy does not cover coursework students (refer to the Travel (for Students) Policy (to be developed)).
Principles:
General
 
  1. Â鶹´å travel may only proceed when there is a clear business need, a measurable benefit provided to the Â鶹´å and where the travel has been approved.  Travellers will be required to demonstrate the value gained through travel. 
  2. Business should be conducted using video conferencing, teleconferencing and virtual collaboration tools wherever possible as an alternative to undertaking business travel.
  3. Travellers must seek to conduct business travel at a minimum cost, therefore the most environmentally sustainable, efficient and cost-effective option must be considered, where practical.
  4. Any travel must comply with Australian government travel advisories as issued from time to time.
  5. All travel and travel expenditure must be approved prior to any bookings being made.  All travel must adhere to the Â鶹´å’s Delegations of Authority Policy, the Travel (for Staff and HDR Student) Procedure (Procedure), legislation, contract and grant agreements, and other related Â鶹´å policies and procedures.
  6. All Â鶹´å approved travel must be booked through approved Â鶹´å suppliers and systems.
  7. Â鶹´å credit cards or travel cards should be used for all travel-related expenses. Reimbursement of approved travel-related expenses or per diems, will only be available to travellers who do not hold a Â鶹´å credit card or have access to a travel card.
  8. The Â鶹´å has a responsibility to protect the safety and wellbeing of all persons travelling on Â鶹´å business.  Travellers are responsible for ensuring they are fit to travel before undertaking any travel that falls within this Policy.
  9. Â鶹´å travellers and travel approvers are required to ensure travel risks are identified and appropriately managed in accordance with the Procedure prior to any trip being approved.
  10. Travellers are responsible for their own safety by preparing for and taking appropriate care while travelling and must adhere to all travel advice and warnings in accordance with the Procedure.
  11. Travellers are responsible for information security while travelling, especially when overseas, by taking appropriate precautions to protect electronic and hardcopy information, by adhering to any cybersecurity requirements of the Â鶹´å.
  12. While on Â鶹´å business, the Â鶹´å’s Charter of Conduct and Values applies whilst travelling to, from and at any business travel destination.
  13. Any incident while travelling must be reported by submitting a UC Health and Safety Report.
  14. Leisure travel is only permitted when it is incidental to the business need and must be in accordance with the Procedure. The Â鶹´å will not fund any component of leisure travel, including insurance.
  15. Approval of exceptions to this policy will only be considered for sound commercial, safety or health reasons and can only be approved by the Director, Finance and Business Services. High-risk travel will be approved in accordance with the Delegations of Authority Policy.
Legislation:
This policy is governed by the:
  • Â鶹´å of Canberra Act 1989 (ACT)
  • Fringe Benefits Tax Act 1986 (Cth)
  • Work Health and Safety Act 2011 (ACT)
  • Fair Work Act 2009 (Cth)
Supporting Information:
Documents related to this policy are:
  1. Delegations of Authority Policy
  2. Travel Process Flow Chart
  3. Travel (Staff and HDR) Procedure
  4. Work Health and Safety Policy
  5. Resilience Management Framework
  6. Â鶹´å Business Continuity Plan
  7. Critical Incident Management Plan
  8. Â鶹´å’s Business Travel Insurance Policy
  9. Charter of Conduct and Values
  10. Â鶹´å of Canberra Enterprise Agreement