International travel claims

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

While travelling overseas

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 2 - International Rate Guidelines). Original itemised tax invoices or itemised receipts must be presented.

To be reimbursed for expenses incurred overseas you must complete an International Travel expenses diary listing a record of receipts, a description of the expense and the currency in which the expense was incurred. (The International Expenses Diary must be completed in addition to the Travel Diary.)

Travel expenses which may be claimed include:

  • meals
  • taxi, bus, train, toll fees (Motor vehicle expenses if approved by the relevant delegate)
  • departure tax
  • hospitality for guests
  • recommended immunisations
  • accommodation not pre-paid by the University
  • cost of converting allowance into foreign currencies.
  • Newspapers, magazines;
  • 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).

Travel expenses not covered include:

  • 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.

How to claim your travel expenses

After your trip:

  1. Forward, within 10 days of your return to Australia, your Travel diaryInternational travel expenses diary and original itemised tax invoices or itemised receipts to support all claims for reimbursements to your respective Travel Officer. The relevant delegate will not accept a Statutory Declaration in substitution except in very exceptional circumstances. 
  2. Your Travel Officer will complete your Travel Acquittal form for you.
  3. The Travel Acquittal will be forwarded to you and your relevant delegate for approval.
  4. Send the approved Travel Acquittal to the Corporate Travel Office who will forward it to Financial Services.
  5. Financial Services will electronically transfer the payment of the approved reimbursements. Cheques are normally issued within 10 working days of receipt of a properly authorised claim form.

Meals

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.

USQ employees 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.

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. 

*Employees 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 E7.5.7(h)). 

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.

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.

Incidentals

Employees 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

The Category 3 Delegate or above may approve the reimbursement of additional business related expenses for an international trip only when satisfied that it would be unreasonable to expect the expense to be met from the total allowance paid for the trip.

*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.