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(1) This procedure sets out the requirements for RMIT-related travel, including bookings, expenses, high-risk travel, travel diary requirements and personal travel. (2) It details the specific requirements that apply to RMIT staff and RMIT-funded travellers of the University and its controlled entities (known as the (3) Authority for this document is established by the Travel Policy. (4) This procedure applies to RMIT staff and RMIT-funded travellers from the University and its controlled entities undertaking travel for RMIT-related activities, including domestic and international travel by air and ground transportation. Hereafter, the term ‘traveller’ is used in this document to refer to this group. (5) Where a traveller is both a student and a staff member, the primary purpose of travel should be considered when applying the relevant rules. (6) This procedure does not apply to: (7) Travel requests must be made through the RMIT contracted travel management company via the RMIT Travel pre-booking tool. (8) Travel cost estimates, domestic and international bookings must be completed through the RMIT contracted travel management company. (9) If travel is funded by an external body, or where a necessary contractual obligation to use an alternate supplier is evidenced in writing, the traveller must ensure that travel details relating to flights, ground transport and accommodation are approved by the traveller’s line manager and the travel details recorded with RMIT’s contracted travel emergency management provider for international travel. (10) A new booking must be created for approval in the RMIT Travel pre-booking tool if changes are made to an approved travel booking where: (11) Contact details must be provided at the time of booking for deploying critical incident or emergency communications if needed. This must include the traveller’s RMIT email address and the mobile number that will be used during travel. (12) If a trip has been ticketed and then cancelled, it is the responsibility of the traveller (or travel arranger) to advise their line manager and the travel management company of the cancellation prior to the departure date. This will ensure that tickets can be refunded or credited if there is any value, or documented and used toward future travel if the ticket is non-refundable. (13) Travellers who are receiving funding for their travel from an external body must ensure that their travel complies with the conditions of the relevant external body and RMIT’s Anti-Corruption and Fraud Prevention Policy. (14) All RMIT-funded travel must be approved in accordance with the Travel Policy. (15) Travel that complies with conditions set out under section 4, clause (6) of the Travel Policy requires pre-trip approval and can be self-booked by the traveller or travel arranger via the Online Booking Tool (OBT) launched from the RMIT Travel pre-booking tool. Travellers must ensure their line manager is aware and supportive of the need for travel before raising a travel request using the RMIT Travel pre-booking tool. (16) For self-bookings made via the online booking tool: (17) Travel that complies with conditions set out under section 4, clause 6 of the Travel Policy requires pre-trip approval and can be booked by the traveller or travel arranger through the travel management company. (18) All international travel requires pre-trip approval in accordance with the Travel Policy. (19) All travel to RMIT Vietnam campuses must be endorsed via the Vietnam Travel Endorsement process prior to raising a request using the RMIT Travel pre-booking tool. (20) RMIT staff embarking on travel for RMIT-related activities may be eligible to obtain a corporate credit card for meals and incidentals, including taxi charges, subject to approval conditions in the Credit Card Management Procedure. (21) Payment for business-related travel expenses must be incurred and managed in accordance with the (22) Per diems are not provided to staff from RMIT Australia as part of their travel. In certain circumstances, for offshore teaching or related administrative purposes, staff travelling internationally may be eligible for a daily allowance of up to $150 (Consumer Price Index considerations will be reviewed annually) to cover their meals and incidentals subject to Deputy Vice-Chancellor approval. Staff from RMIT Vietnam are eligible for a per diem as outlined in clauses 29-32 below and in the Travel Procedure Schedule 3 – RMIT Vietnam Per Diem Guide. (23) Travellers must refer to the Business Expenses Policy Schedule 1 – Allowable Expenses Guidance for work-related incidentals that can be claimed as reimbursement or charged to the corporate credit card. (24) The traveller’s relevant Executive may approve, subject to budgetary considerations, reimbursement to staff with carer responsibilities for reasonable child or dependent care costs incurred over and above the cost of usual dependent care arrangement when the employee is required to travel for RMIT-related activities. The traveller will need to provide receipts and evidence that no other arrangements could be made for the child or dependent during the travel period. (25) For staff undertaking travel extending 30 or more nights, alternative allowances may be arranged to cover reasonable expenses, such as living-away-from-home allowance (LAFHA). The applicability of LAFHA is assessed on a case by case basis. Requests for LAFHA will be reviewed by the People Global Mobility team and must be raised via Service Connect. (26) The daily maximum travel expense that can be incurred by an RMIT Europe employee, without incurring any additional tax, is contained in Travel Schedule 2 - Travel Allowance for RMIT Europe. (27) Staff issued with a corporate credit card must use their corporate credit card to pay for travel costs in accordance with the Business Expenses Policy. (28) Travellers not issued with a corporate credit card can seek reimbursement of RMIT-related expenses in accordance with the Business Expenses Policy. (29) Most RMIT Vietnam travellers may apply for a per diem where travel is: (30) The following RMIT Vietnam staff undertaking travel are not eligible for per diems: (31) The per diem payable for RMIT Vietnam staff is detailed in Travel Schedule 3 - RMIT Vietnam Per Diem Guide. (32) RMIT Vietnam staff undertaking regular international travel are encouraged to obtain a corporate credit card or seek reimbursement in accordance with the Business Expenses Policy. (33) RMIT will not pay for private travel. (34) Where the private portion of travel exceeds 50%, the travel will be treated as private travel and: (35) Where private travel is taken as part of conducting RMIT business, the RMIT traveller must demonstrate that the RMIT business component is the dominant purpose of travel to utilise the RMIT travel processes and systems, by: (36) RMIT is not liable for any fringe benefits tax (FBT) resulting from private travel. In instances where private portion is unavoidable, the individual will be liable for Fringe Benefits Tax. Recovery of fringe benefits tax will be automatically deducted from the traveller’s salary. (37) Days in transit and unavoidable delays between business activities due to weekends, public holidays and scheduling issues are not considered to be the personal component and documentation is required to support the classification of these days in transit/unavoidable delays (e.g. itinerary, explanation of scheduling limitations, etc.). (38) An accompanying spouse, partner or dependant can travel with the RMIT traveller where it does not result in an additional unrecovered cost to RMIT. The traveller must: (39) The travel management company may be used for booking the personal or accompanying spouse, partner or dependent’s travel. This must be paid separately using personal (non-RMIT) funds. (40) RMIT travel insurance for all approved travel is processed via the contracted travel management company, irrespective of the method of booking or payment. It is the approval via the RMIT Travel pre-booking tool that activates the insurance cover. The travel emergency management service provider receives information about all travel bookings directly from the travel management company. For any bookings made outside this process, travellers are responsible for providing their itinerary information to the travel emergency management service provider. Instructions for this are found on the Travel Safety intranet page and in the Travel Guide. (41) The purpose of a travel diary is to show work-related and private elements of a trip. RMIT Australia staff must keep a travel diary in the RMIT Travel pre-booking tool to show the dates, places, time and duration of activities and travel. (42) RMIT Europe staff are required to maintain a travel diary for all travel, no matter what length, in accordance with EU requirements. (43) RMIT Vietnam staff are required to keep a travel diary for all international travel. (44) RMIT has agreements with travel vendors including air carriers. The contracted travel management company will offer preferred airlines unless the lowest practical fare is available on a reputable carrier. (45) Flights should be booked well in advance (at least three weeks prior to departure) to obtain favourable pricing on flights. (46) Flights cannot be booked for travellers on airlines on the EU Air Safety List. (47) Reasonable excess luggage charges incurred during business travel can be reimbursed with the approval of the traveller’s People Manager. Every effort must be made to keep costs to a minimum. (48) RMIT does not fund airline frequent flyer program memberships or memberships to airline clubs except in the case of individual contractual agreements to the contrary. (49) Travel upgrades to a higher class by use of frequent flyer points and/or personal funds are acceptable where the upgrade does not compromise the lowest practical fare requirement of RMIT. The traveller is required to pay for the additional emissions offset cost associated with the higher emissions intensity of the higher class of travel. (50) Unless the traveller’s employment contract authorises a different class of travel, travel funded by RMIT will be booked in accordance with clause (44) and the class indicated in Travel Procedure Schedule 1 - Class of Travel. Unauthorised upgrades on alternative class categories must be paid from the traveller’s personal funds. (51) Subject to budgetary considerations, an authorising officer, as described in Travel Procedure Schedule 1 – Class of Travel, may approve fare classes other than economy where: (52) It is undesirable for more than two RMIT travellers who are VCE members or Executives to travel together on the same aircraft. Where practical, different flights should be used where more than two members travel to the same destination. (53) All chartered aircraft requests must be submitted in writing and approved by the Director, Risk Management and Health, Safety and Wellbeing team when no other mode of transportation is available or practicable. (54) As a minimum, the following restrictions apply for all chartered aircraft requests: (55) The most cost-effective and low-emission means of transportation must be used while on RMIT-related activities. The use of alternative transportation (e.g. airport shuttle, taxi, etc.) and the Business Expenses Policy should be considered before deciding to rent a car. (56) Car reservations must be made through the contracted travel management company or online booking tool. (57) The preferred car rental company must be utilised where rental of a vehicle is required. Should the preferred vendor be unavailable, the most economical alternative must be booked. (58) Insurance must be taken when renting a vehicle to cover the following minimum aspects: (59) Insurance is not included for any personal/leisure rentals. (60) Travellers are expected to rent intermediate size cars or smaller. A full-size car may be reserved if two or more RMIT travellers are sharing a car. (61) Fines incurred due to parking, speeding and other violations of the law are not reimbursable. (62) When renting a vehicle, the driver must select the ‘full to full’ option of hiring a vehicle with a full tank of fuel and then returning it with a full tank. If circumstances prevent the refueling of the vehicle, a detailed explanation must be included on the expense report as they will have incurred additional costs for RMIT. (63) When personal vehicles are used for RMIT business-related activities, mileage, tolls and parking are reimbursed. (64) The approved bus company for chartered road services in Victoria must be used for domestic off-site activities, including but not limited to excursions, training days and conferences. Alternative chartered bus services can be booked via the contracted travel management company should the approved bus company be unavailable. (65) Daily expense for utilising a taxi must not exceed the cost of a car rental, except where the traveller is uncomfortable or unable to drive. (66) Travellers may use rideshare companies (such as Uber in Australia and Grab in Vietnam) in cities where they operate legally. (67) Rail travel must be booked in the most economical class fare, and costs should be benchmarked against the economy airfare applicable to the given destination. Refer to Travel Procedure 1 - Class of Travel for eligibility for different classes of travel. (68) If overnight rail travel is necessary, sleeper class may be used. (69) Accommodation must be booked via the online booking tool or travel management company, unless it is funded by an external party. Where accommodation is funded by an external party, the accommodation details must be recorded in the RMIT Travel pre-booking tool. (70) Where available and located within reasonable commuting distance from the destination, RMIT-preferred hotels (whether stand-alone or chain) must be booked except in instances where clause (71) applies. (71) When a conference organiser provides pre-negotiated rates for accommodation close to or at the venue, the traveller may book that accommodation. The traveller must advise the travel management company and record the accommodation details in the RMIT Travel pre-booking tool and with the travel emergency management service provider. (72) Travellers must refer to the RMIT Travel Pre-departure guideline and travel alerts issued by RMIT’s travel emergency management service provider. (73) The following documents are Schedules to this procedure: (74) Approval for the maintenance of resources on the Travel Expenses Intranet site is delegated to the Chief Officer Procurement.Travel Procedure - Staff
Section 1 - Context
Section 2 - Authority
Section 3 - Scope
Top of PageSection 4 - Procedure
Part A - Travel Requests and Bookings
Part B - Approval for Travel
Domestic Travel (for Australian-based staff)
Domestic Travel (for RMIT Vietnam and RMIT Europe staff)
International Travel
Part C - Travel Expenses
Business Expenses Policy Schedule 1 – Allowable Expenses Guidance. Individuals will not be reimbursed for expenses that do not comply with this policy.Allowance
RMIT Europe
RMIT Vietnam
Private Travel and Accompanying Spouse
Travel Diaries
Part D - Air Travel
Part E - Ground Transportation
Part F - Accommodation
Pre-departure
Section 5 - Schedules
Top of PageSection 6 - Resources
Section 7 - Definitions
Executive
Compensation Grade Executive 1, Executive 2 or Senior Executive in Workday.