Domestic travel claims

Further information on claiming domestic travel expenses is in Directed Travel Policy. Also refer to your department/faculties guidelines.

How to claim your travel expenses

Employees will be reimbursed for the actual expenses incurred (up to the Australian Taxation Office Guideline).

To seek reimbursement of actual expenses:

  1. Complete the Domestic travel claims form in accordance with your approved travel request.
  2. Submit your form to the Corporate Travel Office and attach original taxation invoices, receipts and documents supporting the amount of the reimbursement claimed. The relevant delegate will not accept a Statutory Declaration in substitution except in very exceptional circumstances. 
  3. Financial Services will either electronically transfer the payment or a cheque will be issued of the approved reimbursements. Payments are normally issued within 10 working days of receipt of a properly authorised claim form.

USQ employees must retain original itemised tax invoices or itemised receipts to support all claims for reimbursements.     

Meals - directed travel

Employees 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 1 - Domestic Rate Guidelines). Original itemised tax invoices or itemised receipts must be presented.

USQ employees must retain original itemised tax invoices or itemised receipts to support claims for reimbursement of meal expenses for amounts exceeding $10.00 (inclusive of GST) per meal, up to a maximum of three meals per day.  Reimbursement of expenditure on meals for amounts of $10.00 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.

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.

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

Meals & assisted travel

USQ does not normally pay meal and incidental allowances nor provide reimbursement of expenses for meals and incidentals for employees undertaking assisted travel.

Business expenses

With the prior approval of the relevant delegate, an employee can be reimbursed for the actual expenses incurred for the following (but not limited to):

  • Train
  • Taxi
  • Bus
  • Parking
  • Tolls
  • Ferries and
  • Internet

Incidentials

Employees may also claim reimbursement for expenditure up to amounts not exceeding the total Australian Taxation Office reasonable rates (for the first salary level) (refer to Schedule 1 - Domestic Rate Guidelines) 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); and
  • Laundry/dry cleaning (for travel of 4 consecutive nights or longer to a maximum of $10.00 per day).

USQ will not reimburse expenditure on items deemed to be of a private nature including but not limited to:

  • Bar and alcoholic beverages which are 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.

*This file is in Portable Document Format (PDF) which requires the use of Adobe Acrobat Reader. A free copy of Acrobat Reader may be obtained from  Adobe. Users who are unable to access information in PDF should contact the  Corporate Travel Office, telephone +61 7 4631 5367 to obtain this information in an alternative format.