A-Z Policy Directory

Corporate Travel Policy

Policy

DOCUMENT DETAILS

Approval Date 15 August 2020
Release Date 20 August 2020
Compliance Date 1 January 2021
Review Date 1 December 2021                                                        

introduction and context

INTRODUCTION

Policy in Catholic Education Diocese of Wollongong is developed to support the implementation of consistent and comprehensive practices to guide quality Catholic learning and teaching in Catholic systemic schools in the Diocese of Wollongong.

Policy is developed within the context of specific documents and frameworks. These include:

CONTEXT

Corporate travel by CEDoW Staff is often required for Work-related activities, consistent with their role and responsibilities.  It is neither a condition of employment nor an entitlement, but it does have the potential to benefit the mission of Catholic schools and the employee.

All corporate travel uses educational resources and requires Staff to share responsibility for the stewardship of these resources in line with good governance practice. Travel arrangements should reflect the principles of equity, subsidiarity, efficiency and risk mitigation and meet the test of the reasonable person. Travellers should exercise good judgement on expenses according to the CEDoW Corporate Travel Entitlements

CEDoW has approved the services of a Travel Management Provider to manage travel arrangements, via the Travel Coordinator. In some circumstances it may be appropriate e.g. Group travel to make bookings via other means with the authority of the Travel Approver. The Corporate Travel Management Team, monitor, evaluate and report on travel, to assist CEDoW in meeting its obligations under the Education Act 1990 NSW, specifically Section 83C, which makes government funding available contingent on assets and income being used explicitly for educational purposes only.

EXPECTATIONS

It is expected that Staff will take reasonable measures to comply with this Policy.

The Catholic Education Diocese of Wollongong (CEDoW) Corporate Travel Policy must be implemented in conjunction with the following policies and procedures where relevant:

  • CEDoW Staff Benefits Policy
  • CEDoW Car Policy  

1   RESPONSIBILITY OF THE TRAVELLER

traveller MUST:
1.1 plan all work-related travel according to the CEDoW Corporate Travel Entitlements
1.2 

have endorsement from the nominated Travel Approver to travel for the work-related activity

1.3  adhere to the CEDoW Corporate Travel Booking Procedure:
  1.3.1

to book travel at least 10 days prior to the date of travel

  1.3.2

and advise Travel Coordinator to escalate an urgent travel booking, when it is less than 10 days prior to the date of travel

1.4 

request all changes to, or cancellations of, corporate travel as soon as possible through their nominated Travel Approver 

1.5 

claim for out of pocket expenses seeking reimbursement by:

 

1.5.1

retaining appropriate documents such as a tax invoice or providing a statutory declaration

 

1.5.2

completing the Staff Reimbursement Request Form

1.6

maintain their online travel profile with personal information including correct name as per passport, contact details, and preferences

1.7

ensure passport validity for any International travel

1.8

 arrange their own foreign currency if required for International travel

1.9

report any work-related health and safety incidents that occur whilst on work related activity using the Staff Injury Notification Form

1.10

seek approval from their nominated Travel Approver prior to travel when requesting: 

 

1.10.1

to combine corporate and personal leave and travel and/or

  1.10.2 for a spouse, partner or dependant is accompanying them
1.11 

cover, personally, any costs:

  1.11.1  that exceed the CEDoW Corporate Travel Entitlements unless approved by their nominated Travel Approver
  1.11.2 associated with any changes made to travel arrangements that are not a legitimate work-related requirement
                                 

2   RESPONSIBILITY OF THE TRAVEL APPROVER

travel approver MUST:
2.1 consider and approve as appropriate, all corporate travel applications for relevant Staff according to the CEDoW Corporate Travel Booking Procedure
2.2 

ensure that all corporate travel adheres to official advise and direction from Australian Governments

       

3   RESPONSIBILITY OF THE director

director MUST: 
3.1

act as the Travel Approver for all corporate travel arrangements for a Head of Service according to the CEDoW Corporate Travel Booking Procedure

3.2

approve any exceptions to economy class air travel for all Staff including health considerations

3.3

seek approval for their own International travel from the Bishop of Wollongong

       

4   RESPONSIBILITY OF THE travel coordinator

TRAVEL COORDINATOR MUST:
4.1

coordinate and arrange corporate travel services for Staff or CEDoW Visitors as required

4.2

liaise with the appropriate administrative support person to ensure that the booking is made accurately and in a timely manner

4.3 adhere to the CEDoW Travel Booking Procedurefor all travel arrangements
4.4

provide the traveller with an itinerary and all necessary documentation prior to travel

4.5

ensure all subsequent itinerary changes are approved by the nominated Travel Approver 

4.6

process travel-related invoices according to CEDoW Finance requirements

       

5   RESPONSIBILITY OF STAFF ORGANISING TRAVEL ON BEHALF OF CEDOW VISITORS

STAFF MUST:
5.1

take responsibility for communicating with CEDoW Visitors in relation to their travel requirements according to the CEDoW Corporate Travel Booking Procedure

5.2

adhere to the CEDoW Corporate Travel Booking Procedure on behalf of to support their travel arrangements

       

Implementation