E7. Directed Travel (International)

E7.4 Procedures - directed international travel

E7.4(a) Applicants seeking approval and payment of expenses associated with directed international travel must apply through the Corporate Travel Office using the University Directed Travel Request Form available from the Corporate Travel Office.  The Corporate Travel Office is to maintain all approved forms record keeping purposes.

E7.4.1 Approval
E7.4.2 Booking procedures
E7.4.3 University travel provider
E7.4.4 Air travel
E7.4.5 Surface travel
E7.4.6 Accommodation
E7.4.7 Meals and incidentals
E7.4.8 Travel diaries
E7.4.9 Unused tickets
E7.4.10 Hospitality
E7.4.11 Combined business and other activities, and accompanying relatives
E7.4.12 Airport lounge membership
E7.4.13 False claims
E7.4.14 Insurance
E7.4.15 Accountable advances
E7.4.16 Passports and visas
E7.4.17 Immunisations and other health/medical considerations
E7.4.18 Reimbursement claim procedures
E7.4.19 Reporting
Schedule E7.2: international rate guidelines

E7.4.1 Approval

E7.4.1(a) All travel must be approved by the relevant delegate prior to being booked or undertaken.

E7.4.1(b) Applicants seeking approval and payment of expenses associated with USQ directed international travel must apply using the University Directed Travel Request Form* which will be issued by the Corporate Travel Office and will contain the following details:

• The name of the applicant, faculty/section and employee identification number (if applicable);
• The purpose of the travel (including locations to be visited);
• The identified benefits to USQ of the travel;
• The departure and return dates, and the dates of arrival at and departure from the places to be visited;
• The total days absent from the University and the total working days absent.
• The estimated total cost of the travel, excluding salary and related costs.  This estimate requires a quotation from USQ's travel services provider (obtained by the Corporate Travel Office) and should be a reasonable indication of the total costs that USQ will incur (including airfares/surface travel, accommodation, meals, registration fees and other associated costs); 
• A complete and detailed proposed itinerary for each day of absence including exact location (ie. accommodation/hotel name and address), contact telephone number, proposed activity and duration (using the Travel Itinerary template available from the Corporate Travel Office);
• A statement indicating the known existence of any relevant health/medical conditions which may impact the travel (refer to section E7.4.19 for further details); and
• A current travel advisory (available from the Department of Foreign Affairs and Trade) relating to the destination country.

*University Directed Travel Request Forms may also include University Visitor Travel Request Form or University 1 Day Travel request form.

E7.4.1(c) Applicants must forward completed forms to their supervisor for their assessment and recommendation to the relevant delegate (refer E7.4.1(d)) who, after thorough assessment of the directed travel application and benefit(s) to the University, will provide:

• A declaration of support or otherwise for the travel; and
• A declaration that funds to meet the costs are available within approved budget limits.

E7.4.1(d) Category 3 Delegates or above are responsible for assessment and approval of all directed international travel.
 
E7.4.1(e) In assessing the travel, the relevant delegate must ensure that the travel contributes to the objectives of efficient, effective and economical university operations within budget limitations, and that estimated costs indicated comply with USQ's approved travel allowances.

E7.4.1(f) In assessing the travel, the relevant delegate must also give due consideration to the potential health and safety risks which may be incurred by the employee through undertaking the travel. 

E7.4.1(g) USQ will not require a person to undertake directed travel in an overseas country which is subject to an official Level 5 warning 'NOT TO TRAVEL' issued by the Department of Foreign Affairs and Trade (prior to departure).  Therefore, the relevant delegate will not give approval for any directed travel to be undertaken in these circumstances.

E7.4.1(h) Where the Department of Foreign Affairs and Trade has issued an official Level 4 warning to ‘RECONSIDER THE NEED TO TRAVEL' to an overseas location, USQ will not normally require or approve an applicant to undertake directed travel in this region.  However, in exceptional circumstances only, essential travel to such a location may be assessed and approved on a case by case basis by the Vice-Chancellor.

E7.4.2 Booking Procedures

E7.4.2(a) The applicant will contact the Corporate Travel Office to confirm the details of the travel arrangements.

E7.4.2(b) The Corporate Travel Office will arrange the required bookings through USQ's travel services provider and will supply a USQ's travel services provider itinerary, and if necessary, tickets to the person travelling.

E7.4.2(c) USQ encourages the use of credit cards sponsored by the University of Southern Queensland.

E7.4.3 University Travel Provider

E7.4.3(a) Travellers must use USQ's nominated travel provider (currently World Travel Professionals). 

E7.4.3(b) The use of USQ's appointed travel services provider is mandatory for arranging all travel services required in accordance with this policy.  These services include airline and coach, airport transfer services, train, hire vehicle and accommodation bookings from suppliers external to USQ.

E7.4.3(c) The only exception to this requirement is if a quotation provided by USQ's appointed travel services provider is less favourable than a non-commissionable tariff available when a direct booking charged to Amex may be made (eg a conference and accommodation package).

E7.4.4 Air Travel

E7.4.4(a) The normal mode of travel will be discounted Economy Class airfares.  As these fares usually involve advance purchase, it is essential that travel arrangements be made as early as practicable after the identification of the need for the travel. 

E7.4.4(b) Members of the University's Vice-Chancellor's Committee may travel Premium Economy Class, or where this class of travel is not available, may travel Business Class on directed international travel.  Travellers may request this class of travel at their discretion after a thorough consideration of costs, travel times and work commitments with the aim of ensuring that the class of travel contributes to the objectives of efficient, effective and economical university operations within budget limitations.

E7.4.4(c) The Vice-Chancellor and Chancellor may travel Business Class on USQ business at all times.

E7.4.4(d) The Category 3 Delegate or above may, in exceptional circumstances, authorise Business Class air travel for directed international travel for employees other than those covered by E7.7.4(b) and (c).  Business Class travel may be approved if the total journey by the most direct route, including connections, involves 12 hours of travel or more (from the time of departure from Australia) and the traveller is required to represent USQ on official business or deliver a conference paper within 24 hours of the completion of that journey.

E7.4.5 Surface Travel

E7.4.5(a) USQ encourages travellers to use scheduled transport services whenever these are available and practicable.  These include coaches and airport transfer services.  Where such scheduled transport services are available, but are not utilised by the traveller, they may be paid a taxable allowance only to the equivalent cost of such services.  This payment will be subject to PAYG taxation instalment deductions and the University will report these payments on the employee's Payment Summary.

E7.4.5(b) The relevant delegate may approve the use of a USQ vehicle or other mode of transport (eg hire vehicle or taxi) if it is impracticable to use a scheduled transport service.

E7.4.5(c) USQ employees may only seek approval to use a private vehicle for directed travel on USQ business in exceptional cases where:

• Scheduled public transport is not available, or the relevant delegate deems scheduled public transport to be unsuitable or inappropriate; 
• A USQ vehicle is not available, or the relevant delegate deems a USQ vehicle to be unsuitable or inappropriate; and
• A hire vehicle or taxi is not available, or the approving delegate deems a hire vehicle or taxi to be unsuitable or inappropriate.

E7.4.5(d) If the relevant delegate approves travel by a privately owned vehicle, a statement in writing must be provided by the employee detailing the circumstances necessitating the use of the private vehicle.  This statement must be made on the University Directed Travel Request Form, or alternatively, as an email attached to the request form.  Where an employee seeks approval to use a private vehicle, evidence of comprehensive insurance, current registration and driver's licence will be required to be produced and details recorded on the University Directed Travel Request form before approval is given by the relevant delegate. 

E7.4.5(e) Employees who use their private vehicles for USQ business are responsible for any damage whatsoever that might occur to the vehicle during this use.  USQ employees should be aware that if their private vehicles are used, the vehicles will not be covered under USQ insurance, and that their compulsory third party or comprehensive insurance insurances may not cover the use of their vehicles for business purposes.  Employees are advised to check with their insurance company.  In many cases insurance companies will issue cover notes for such purposes at no extra cost.

E7.4.5(f) Subject to the limitations in E7.4.5(a), USQ employees may claim reimbursement for travel by private vehicle for USQ business in the form of a mileage allowance not exceeding the rates stated in Schedule E7.1, but may be a lesser amount determined by the delegate.  These payments will be subject to PAYG taxation instalment deductions.  The University will report these payments on the employee's Payment Summary.

E7.4.5(g) If two or more travellers travel in the same vehicle only one may claim the allowance.

E7.4.5(h) Travellers driving a USQ, hire or private vehicle must familiarise themselves with USQ's ‘Motor Vehicles and Travel Fatigue' procedures and the recommended driving limitations contained within. 

E7.4.5(i) Travellers may claim reimbursement of expenditure on transportation costs incurred as part of their travel (eg taxi fares) upon presentation of original itemised tax invoices or itemised receipts.

E7.4.6 Accommodation

E7.4.6(a) USQ will normally pay directly for all accommodation.  The Corporate Travel Office will book all accommodation through USQ's travel services provider, if possible, or failing this directly with the accommodation provider.  The Corporate Travel Office may book overseas accommodation through a local agent in the destination country in order to obtain discounted local rates.

E7.4.6(b) Travellers must use USQ's preferred suppliers of accommodation and other travel related services where these have been identified by the University.  In choosing accommodation its location with respect to the business activity venue, the cost of transport between these locations, travelling times involved, and employee safety and security issues must be considered.

E7.4.6(c) Travellers who stay with friends or family at no cost are not entitled to any financial assistance towards accommodation.

E7.4.6(d) For overseas travel, the University will pay for actual expenses incurred for accommodation.  The amount to be paid must not be excessive.  Factors that need to be considered by the Category 3 Delegate or above in assessing the cost of accommodation for overseas travel include:

• Nature of the country/city;
• Advantageous network opportunities that are obtained from staying in a particular hotel/motel;
• Employee safety and security considerations;
• Convenience of location; and
• Foreign exchange movements.

E7.4.7 Meals and Incidentals

E7.4.7(a) USQ does not pay meal and/or incidental allowances to travellers undertaking directed travel.  Travellers will be reimbursed for actual meal and incidental expenses incurred up to amounts not exceeding the total Australian Taxation Office reasonable rates (for the first salary level) (refer to Schedule E7.2) upon presentation of original itemised tax invoices or itemised receipts. 

E7.4.7(b) The relevant delegate will not accept statutory declarations in substitution except in very exceptional circumstances.  Before the relevant delegate accepts the statutory declaration, the traveller must supply complete details of the expenses for which the claimant seeks reimbursement and an explanation of why the original documents are not available.

E7.4.7(c) USQ will reimburse the cost of actual meals and other incidental expenses incurred by persons travelling on USQ business only when the University provides overnight accommodation.

E7.4.7(d) USQ will not normally reimburse the expense of services that this policy requires be arranged through USQ's travel service provider.

E7.4.7(e) Where the traveller incurs actual business expenses in excess of the reimbursement received, they should seek professional financial advice in relation to their personal taxation circumstances.  The travller is responsible for retaining the appropriate documentation to enable them to comply with their personal taxation affairs.

E7.4.7(f) USQ may pay reimbursements for expenses incurred outside Australia, only for the actual time spent in the destination country.  Time spent in transit* or during flights will not attract a reimbursement. 

*Travellers who experience unexpected extended transit times are required to obtain receipts for any purchases made over $AUD10.00 to enable reimbursement, purchases under $AUD10.00 do not require receipts (Refer to E7.4.7(h)). 

E7.4.7(g) USQ will not normally provide reimbursements for the portions of journeys that occur in Australia unless it provides overnight accommodation in Australia.  In these instances, reimbursements up to the maximum rates for domestic travel apply to that portion of the journey.

Meals

E7.4.7(h) Travellers must retain original itemised tax invoices or itemised receipts to support claims for reimbursement of meal expenses for amounts exceeding $AUD10.00 (inclusive of GST) per meal, up to a maximum of three meals per day.  Reimbursement of expenditure on meals for amounts of $AUD10.00 or less (inclusive of GST) per meal does not require presentation of receipts, and will be paid as an allowance not subject to PAYG deductions.

Incidentals

E7.4.7(i) Travellers may also claim reimbursement for expenditure up to amounts not exceeding the total Australian Taxation Office reasonable rates (refer to Schedule E7.2) upon presentation of original itemised tax invoices or itemised receipts for items including but not limited to:

• Newspapers, magazines;
• Snacks including morning and afternoon teas, coffee, tea or other non-alcoholic drinks;
• Private telephone calls/internet usage (up to a maximum of 3 minutes/day); 
• Laundry/dry cleaning (for travel of 4 consecutive nights or longer to a maximum of $AUD10.00 per day); and
• Tips in countries where such activity is applicable (a maximum of $AUD20.00 per day may be claimed unreceipted).

E7.4.7(j) USQ will not reimburse expenditure on items deemed to be of a private nature including but not limited to: 

• Bar and alcoholic beverages not part of a meal;
• Health spas, saunas, massage and similar activities;
• Hair cuts;
• Cost of in room/external movies;
• Cost of laundry/dry cleaning for travel of less than 4 consecutive nights;
• Toiletries;
• Tobacco;
• Personal gifts;
• Tours/admission to events; and
• Other personal items.

E7.4.8 Travel Diaries

E7.4.8(a) A Travel Diary is a diary or similar document in which a traveller records detail of each business activity engaged in while undertaking travel.  Diary entries must contain sufficient details to give a reasonable guide as to the extent to which the trip was undertaken for business purposes and must give enough detail to relate that activity to the employee's job.

E7.4.8(b) A traveller must properly complete a Travel Diary where financial assistance is given towards any international travel for USQ purposes, including international travel that involves an element of private travel.

E7.4.8(c) The traveller must make the record at the time of, or as soon as reasonably practicable after the conclusion of the activity and must detail particulars of: 

a. the date the entry was made;
b. the place where the activity was undertaken;
c. the date and approximate time when the activity commenced;
d. the duration of the activity;
e. the nature of the activity; and
f. the traveller's signature.

E7.4.8(d) A properly completed Travel diary must be authorised by the relevant delegate prior to the payment of any reimbursement in connection with the travel circumstances in E7.4.8(b).

E7.4.9 Unused Tickets

A person who fails to use an issued ticket must return it to the Corporate Travel Office so that the University may pursue a refund, an insurance claim, or other appropriate action.

E7.4.10 Hospitality

USQ rules on entertaining detailed in section 21.5 of the Financial Management Practice Manual apply whilst persons are travelling on University business.

E7.4.11 Combined Business and Other Activities, and Accompanying Relatives

E7.4.11(a) An accompanying ‘relative' as defined by the Tax Act includes the spouse of the person (either legal or defacto status), the parents, the aunts and uncles and their partners, the siblings and their partners and children, the children and grandchildren (both adopted and natural) and their partners.

E7.4.11(b) Where a relative of the traveller accompanies a person travelling on USQ business, all costs incurred by that relative will be the responsibility of the relative or traveller.  This includes the costs of meals and refreshment and any additional accommodation costs incurred by having an additional person stay with the traveller.

E7.4.11(c) USQ will not pay for private-related travel costs for a traveller.  Any personal travel arrangements and associated costs are the responsibility of the traveller.  Travel that is incidental to official University travel is not regarded as private-related.

E7.4.11(d) In exceptional circumstances, and with the prior approval of the relevant delegate, USQ may pay for travel costs that include an element of private travel.  The element of private travel will not normally exceed 10 working days* in any one travel.  The Corporate Travel Office will not normally re-arrange destinations to accommodate the private portion of travel. USQ must not incur any additional costs associated with the inclusion of this element of private travel.  If an element of private travel results in additional costs to USQ, the traveller must repay to USQ an amount equal to the private element, inclusive of GST, to ensure that no Fringe Benefits Tax liability arises.  This repayment must be made prior to the travel being undertaken.

*The element of private travel must be supported by a completed leave form in accordance with USQ Human Resources Policy and/or Faculty/Department Policy.

E7.4.11(e) A Travel Diary will show the proportion of the travel that relates to official USQ business and the proportion that is private.  The Australian Taxation Office will deem any travel that cannot be supported by sufficient documentation as being private-related. 

E7.4.12 Airport Lounge Membership and Frequent Flyer Schemes

E7.4.12(a) USQ will pay for memberships of the airport lounge of an international airline for the Chancellor, Vice-Chancellor, and Contracted Executive employees.  When USQ has a preferred international carrier the membership will be with that airline.  The following conditions apply to these memberships:

a. Membership of the frequent flyer program option must be elected;  and
b. An employee may redeem benefits accrued as a result of expenditure incurred on USQ business only for USQ business purposes.  Subject to approval by the relevant delegate, payment of the airport lounge membership annual fee or for a seat upgrade for business travel is an appropriate USQ business purpose for the use of these benefits.

E7.4.12(b) The Category 3 Delegate may approve the initial application for an airport lounge membership of another person subject to the above conditions if the delegate concludes that this will result in a net benefit to USQ, and the employee's travel profile warrants the expenditure. 

E7.4.12(c) USQ Corporate Airport Lounge Membership is renewable every 12 months or 2 years depending upon the individual circumstance.  The Category 3 Delegate may approve the renewal of an airport lounge membership of another person subject to the above conditions if the delegate concludes that this will continue to result in a net benefit to USQ, and the employee's travel profile continues to warrant the expenditure. 

E7.4.12(d) If a person chooses to join a frequent flyer program privately, at no cost to USQ, the University has no interest in any benefits that, for any reason, might accrue.

E7.4.13 False Claims

E7.4.13(a) A claimant is personally responsible for the accuracy of the information provided as the basis for the claim.

E7.4.13(b) There are serious consequences for making claims based on false information.  These include disciplinary action by USQ, referral to the Crime and Misconduct Commission, and the Police.

E7.4.14 Insurance

E7.4.14(a) USQ maintains corporate travel insurance for directed travel undertaken on its behalf by employees as fare paying passengers on scheduled services.  This insurance is complementary to, not a substitute for, WorkCover insurance.  In every circumstance that may involve loss of time from work, the possibility of a permanent disability or the incurring of medical expenses within Australia the employee must submit a WorkCover claim in accordance with Human Resources Policy Section E9.  Travel insurers are prevented by law from paying any medical expenses incurred in Australia.

E7.4.14(b) USQ insurance cover will apply to all USQ Directed Travel and that part of travel sponsored by USQ.  The policy will cover employees for leisure activities that are incidental to the business travel, ie evening and weekend leisure activities.  The policy may also cover an employee's element of private travel (refer to E7.4.11(d)) whilst on University directed travel.  The employee must seek advice from the Corporate Travel Office regarding travel insurance coverage.  An employee may be required to take out a commercial travel insurance policy if USQ funded insurance does not cover the element of private travel.

E7.4.14(c) Subject to the policy conditions, for International Travel, this insurance may provide for up to:

• $100,000 death and capital benefits;
• $unlimited overseas medical expenses (these must actually be incurred outside Australia);
• $5,000 cancellation and curtailment expenses;
• $5,000 loss of or damage to baggage (limit of $1,250 per item);
• $5,000 laptop and computer appliances;
• $1,000,000 personal liability (any one item);
• $250,000 kidnap and ransom; and
• $1,250 money.

E7.4.14(d) Employees should direct inquiries about possible claims to the Corporate Travel Office in the first instance.  Employees will need to provide relevant proof to verify the claim.

E7.4.15 Accountable Advances

E7.4.15(a) An accountable advance arises when money is paid to the traveller prior to the travel expense being incurred to cover anticipated expenses. 

E7.4.15(b) If the traveller believes an advance is necessary, they may make an application for an advance subject to the traveller agreeing to clearing the advance, and providing they apply at least ten (10) working days prior to travel.  The relevant delegate will approve an application where they consider it would be unreasonable to expect travel related expenses to be met upfront by the traveller.

E7.4.15(c) On application for an advance, the relevant delegate must approve only the minimum amount necessary, and for no more than 90% of the estimated total reimbursment of expenses that will become payable.

E7.4.15(d) Accountable advances must not be approved for airfares, accommodation, hire cars or other substantial costs that can be prepaid, prearranged, invoiced or charged to the Corporate Card.

E7.4.15(e) The relevant delegate must not approve an accountable advance unless an authority is given for it to be recovered from the recipients pay when the expenses are acquitted, or the fourth pay after the completion of the travel, whichever is the earlier.

E7.4.15(f) A traveller must return to USQ any advance for travel that is cancelled or not fully completed.

E7.4.15(g) The general conditions contained in the Financial Management Procedures Manual applying to Accountable Advances apply to advances in connection with travel except to the extent that they conflict with these provisions.

E7.4.16 Passports and Visas

E7.4.16(a) Passports are personal documents and the individual person will bear the cost of acquisition and/or renewal.  For frequent travellers whose directed travel profile requires regular overseas travel, USQ may pay the difference between a standard (32 page) passport fee and a frequent traveller (64 page) passport fee for acquisition and/or renewal.

E7.4.16(b) USQ will pay for the cost of visas for countries to be visited for work purposes, while any visa expenses for private travel are the responsibility of the traveller.

E7.4.17 Immunisations and Other Health/Medical Considerations

Immunisations

E7.4.17(a) USQ employees travelling to overseas destinations on USQ business must normally visit the Medical Director at USQ Health Services to obtain advice on recommended immunisations identified by the World Health Organisation, Centre for Disease Control and the Australian NHMRC.

E7.4.17(b) The Corporate Travel Office will arrange the required appointment through USQ's medical travel services provider and will arrange payment directly with the provider for the consultation fee and recommended immunisations using normal USQ purchasing procedures. The cost of the consultation fee and recommended immunisations will be met by the faculty/section.

E7.4.17(c) In exceptional circumstances and with the prior approval of the relevant delegate, the employee may consult their own medical practitioner for immunisations, however the delegate should be aware that this may attract a Fringe Benefit Tax payable by the faculty/section.  In this instance, the cost of the consultation fee and recommended immunisations will be met by the faculty/section, along with any FBT payable.

Health/Medical Conditions

E7.4.17(d) Where an employee indicates on the Directed Travel Request Form that they are aware of an existing health/medical condition which may impact their travel, a medical clearance will be required prior to approval being granted to undertake the travel.  If a satisfactory medical clearance is not obtained, the employee will not be permitted to undertake travel on USQ business.  Medical clearances will be retained on the employee's personal file held within Human Resources.

E7.4.17(e) The Corporate Travel Office will arrange the required appointment to obtain the medical clearance through USQ's medical travel services provider and will arrange payment directly with the provider for the consultation fee using normal USQ purchasing procedures. The cost of the consultation fee will be met by the faculty/section.

E7.4.17(f) In exceptional circumstances and with the prior approval of the relevant delegate, the employee may consult their own medical practitioner to obtain a medical clearance, however the delegate should be aware that this may attract a Fringe Benefit Tax payable by the faculty/section.  In this instance, the cost of the consultation fee will be met by the faculty/section, along with any FBT payable.

Rest Periods

E7.4.17(g) An employee will not be expected to attend the USQ campus on the day of return flight from directed international travel (irrespective of the time of the flight), nor be expected to commence work overseas on the day of their arrival (except where Business Class travel has been undertaken in accordance with section 7.4.4(b)).  Such time will be recorded as a normal working day.

E7.4.17(h) For periods of directed international travel in excess of five days, the employee should be provided with a rest day during the period overseas.  Alternatively, and with the approval of the relevant delegate, the employee may request time off duty prior to or after travel rather than take rest breaks whilst overseas, in order to shorten the period of time away from Australia.

E7.4.18 Reimbursement Claim Procedures

All claims and documentation relating to travel must be submitted in accordance with the following. 

E7.4.18(a) As soon as practicable after the completion of the travel, but within ten working days, a traveller seeking reimbursement of actual expenses will submit all supporting documentation for inclusion in the International Travel Acquittal - Reconciliation to the Corporate Travel Office.

E7.4.18(b) A traveller seeking reimbursement of actual expenses will include original taxation invoices, receipts and documents supporting the amount of the reimbursement claimed.  The International Travel Acquittal - Reconciliation will be completed indicating:

a. the claimant's name and employee identification number (if applicable);
b. a description of each expense item claimed and the amount being claimed;
c. a Travel Diary if one is required (see E7.4.8); and
d. a copy of the approval for the journey.

E7.4.18(c) Additionally, for reimbursement of expenses incurred overseas, travellers must complete an International Travel Expense Diary listing a record of receipts, a description of the expense and the currency in which the expense was incurred.

E7.4.18(d)  The Corporate Travel Office will verify the accuracy of the Reimbursement claim.

E7.4.18(e) Where the actual costs on the completed International Travel Acquittal – Reconciliation for business expenses do not exceed 10% of estimated costs up to a maximum of $100 (acquittal tolerances) and when satisfied of their justification, in accordance with the USQ Travel Policy, the Corporate Travel Office will process the travel acquittal.

E7.4.18(f) Where the actual costs on the completed International Travel Acquittal – Reconciliation for business expenses exceeds the acquittal tolerances or the claim contains discrepancies, the Corporate Travel Office will refer the claim to the appropriate delegate for consideration and/or authorisation of the additional expenditure.

E7.4.18(g) The Corporate Travel Office will submit the finalised claim to the Accounts Payable Section of Financial Services.  Normally, within ten working days of receipt of a properly authorised claim Financial Services will issue a cheque or Electronic Funds Transfer (EFT) payment to the traveller in payment of the approved reimbursements.

E7.4.19 Reporting

E7.4.19(a) USQ is required to report all overseas travel annually to the Queensland Parliament through the Minister for Education.  Therefore, employees who travel on international business visits are required to submit a comprehensive report on the overseas travel to the approving delegate within thirty (30) days of return to work.  The following elements should be included in the report:

• The name and position of the employee, and their faculty/section;
• The purpose/objectives of the trip;
• Dates of travel and countries visited;
• Benefits to the University of the trip; and
• Any recommendations and/or action plans arising from the trip.

A travel report template is available from the Corporate Travel Office.

E7.4.19(b) The relevant delegate is required to provide a report quarterly to the Vice-Chancellor's Office regarding details of all international travel undertaken by employees in their faculty/section.  This information will be used for inclusion in the USQ Annual Report.

E7.4.19(c) The Corporate Travel Office is also required to maintain a register of employees undertaking domestic and international travel and their locations at all times, to enable the University to promptly and efficiently locate employees.

Schedule E7.2 International Rate Guidelines

These rates are consistent with the rates considered reasonable by the Australian Taxation Office (at the first salary level) and are subject to change from time to time as a result of amendments made by USQ.

Meals and Incidentals   (all rates are expressed in Australian Dollars)

A comprehensive alphabetical list of countries and cities is shown in Table 1 along with a Cost Group for that country or city.    The amount for meals and incidentals for each of the six cost groups is shown at Table 2.   If a country does not appear in Table 1 of this schedule, then Cost Group 1 should be used.

Table 1: Table of Countries

Country	Cost Group	Country	Cost Group	Country	Cost Group	Country	Cost Group
Albania	2	Ecuador	2	Libya	4	Samoa	3
Algeria	4	Egypt	3	Lithuania	6	Saudi Arabia	3
Angola	6	El Salvador	2	Luxembourg	3	Senegal	3
Antigua & Barbuda	4	Eritrea	2	Macedonia	2	Serbia	2
Argentina	2	Estonia	2	Malawi	2	Sierra Leone	4
Austria	5	Ethiopia	4	Malaysia	3	Singapore	4
Azerbaijan	5	Fiji	6	Mali	2	Slovakia	4
Bahamas	6	Finland	4	Malta	2	Slovenia	3
Bahrain	3	France	2	Martinique	5	Solomon Islands	2
Bangladesh	2	Gabon	5	Mauritius	2	South Africa	1
Barbados	5	Gambia	5	Mexico	2	Spain	4
Belgium	4	Georgia	6	Monaco	6	Sri Lanka	2
Bermuda	5	Germany	3	Morocco	3	St Lucia	3
Bolivia	1	Ghana	2	Mozambique	2	St Vincent	3
Bosnia	2	Gibraltar	5	Myanmar	4	Sudan	4
Brazil	4	Greece	4	Namibia	2	Surinam	3
Brunei	2	Guatemala	5	Nepal	2	Sweden	4
Bulgaria	3	Guyana	1	Netherlands	5	Switzerland	5
Burkina Faso	3	Hungary	2	New Calendonia	5	Syria	3
Cambodia	2	Iceland	4	New Zealand	3	Taiwan	3
Cameroon	4	India	2	Nicaragua	2	Tanzania	2
Canada	4	Indonesia	3	Nigeria	4	Thailand	3
Chile	2	Iran	3	Norway	6	Tonga	2
China (incl Hong Kong and Macau)	4	Irish Republic	2	Oman	4	Trinidad and Tobago	4
Colombia	3	Israel	4	Pakistan	2	Tunisia	2
Congo Democratic Rep	3	Italy	4	Panama	3	Turkey	4
Cook Islands	3	Jamaica	2	Papua New Guinea	3	Uganda	2
Costa Rica	2	Japan	4	Paraguay	1	Ukraine	3
Cote D'Ivoire	4	Jordan	3	Peru	3	United Arab Emirates	5
Croatia	3	Kazakhstan	3	Philippines	2	United Kingdom	5
Cuba	3	Kenya	3	Poland	3	USA	4
Cyprus	4	Korea Republic	2	Portugal	4	Uruguay	2
Czech Republic	4	Kuwait	4	Puerto Rico	4	Vanuatu	3
Denmark	6	Laos	3	Qatar	4	Venezuela	5
Dominican Republic	3	Latvia	3	Romania	3	Vietnam	2
East Timor	2	Lebanon	4	Russia	5	Zambia	2

Table 2: Reasonable amounts (all rates are expressed in Australian Dollars)