Corporate Travel Policy

Policy

DOCUMENT DETAILS

Approval Date	15 August 2020
Release Date	20 August 2020
Compliance Date	1 January 2021
Review Date	25 July 2026
Updated	25 July 2023
Version History	25 July 2023: minor amendments as per policy review cycle; updates to procedure and travel entitlements

introduction and context

INTRODUCTION

Policy in Catholic Education Diocese of Wollongong (CEDoW) 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 automatic entitlement, but it does have the potential to benefit the mission of Catholic schools and CEDoW Staff.

All corporate travel uses educational resources and requires CEDoW Staff to share responsibility for the stewardship of those 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. Expenses incurred by CEDoW Staff undertaking corporate travel should be reasonable and in accordance with the CEDoW Corporate Travel Entitlements.

CEDoW has approved the services of a Corporate Travel Provider to manage travel arrangements, via the Travel Coordinator. In some circumstances it may be appropriate (for example, group travel) to make bookings via other means with the authority of the Travel Approver. The Corporate Travel Management Team monitors, evaluates and reports on travel, to assist CEDoW in meeting its obligations under the Education Act 1990 (NSW), specifically section 83C, which makes government funding contingent upon assets and income being used explicitly for educational purposes only.

EXPECTATIONS

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

This Policy must be implemented in conjunction with the following policies where relevant:

1 RESPONSIBILITY OF staff

staff MUST:

1.1	plan all corporate travel according to the CEDoW Corporate Travel Entitlements
1.2	have the endorsement of their nominated Travel Approver to apply for corporate travel for a work-related activity
1.3	adhere to the *CEDoW Corporate Travel Booking Procedure* when:
	1.3.1	applying for corporate travel according to the CEDoW Corporate Travel Entitlements
	1.3.2	requesting any changes to corporate travel (including cancellations) as soon as reasonably practicable, through their nominated Travel Approver
1.4	be aware that they are required to:
	1.4.1	apply for corporate travel at least 10 days prior to the date of departure
	1.4.2	when it is an urgent travel booking, advise the Travel Coordinator to escalate the request
1.5	if seeking reimbursement for out-of-pocket expenses incurred during the course of their corporate travel:
	1.5.1	retain appropriate documentation such as a tax invoice, or
	1.5.2	provide a statutory declaration if appropriate documentation is not available, and
	1.5.3	complete the Staff Reimbursement Request Form
1.6	ensure that, when making an application for corporate travel, the name used on the application reflects the name that is on the staff member’s passport or driver licence, as relevant
1.7	advise the Travel Coordinator of any changes to personal information including name, contact details and preferences in order to maintain their online travel profile
1.8	for any international travel:
	1.8.1	ensure passport validity
	1.8.2	arrange relevant visas, if required to legally enter a particular country
	1.8.3	ensure they are fully vaccinated for international travel purposes in accordance with the requirements of the country of origin and/or destination, and
	1.8.4	arrange their own foreign currency, if required
1.9	seek approval from their nominated Travel Approver prior to departure when requesting:
	1.9.1	to combine corporate travel and personal leave, and/or
	1.9.2	that a spouse, partner or dependant accompany them
1.10	personally cover any costs:
	1.10.1	that exceed the CEDoW Corporate Travel Entitlements, unless approved by their nominated Travel Approver
	1.10.2	associated with any changes made to travel arrangements that are not a legitimate work-related activity
1.11	report any work-related health and safety incidents that occur whilst undertaking a work-related activity using the Staff Injury Notification Form

2 RESPONSIBILITY OF TRAVEL APPROVERs

travel approvers MUST:

2.1	consider and approve, as relevant, all corporate travel applications for relevant CEDoW Staff and CEDoW Visitors according to the *CEDoW Corporate Travel Booking Procedure*
2.2	adhere to official government advice and directions when considering and approving, as relevant, corporate travel applications

3 RESPONSIBILITY OF THE director of schools

director of schools MUST:

3.1	act as the Travel Approver for all corporate travel applications for the Deputy Director or an Assistant Director according to the *CEDoW Corporate Travel Booking Procedure*
3.2	approve any exceptions to economy class air travel for all CEDoW Staff and CEDoW Visitors, 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 for CEDoW Staff or CEDoW Visitors as required, in accordance with the *CEDoW Corporate Travel Booking Procedure*
4.2	liaise with the relevant administrative support person to ensure that the booking is made accurately and in a timely manner
4.3	ensure any itinerary changes are approved by the nominated Travel Approver
4.4	process travel-related invoices according to the requirements of the CEDoW Finance team

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 Entitlements
5.2	adhere to the *CEDoW Corporate Travel Booking Procedure* on behalf of CEDoW Visitors to support their travel arrangements

Catholic Education Diocese of Wollongong

Catholic Education Diocese of Wollongong

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