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Travel
Welcome to the staff travel page for Charles Darwin University.
For further information please contact the University Travel Officer:
Jenny Bisset
Email:
jenny.bisset@cdu.edu.au
Phone: (08) 8946 6258 Fax: (08) 8927 0379
Orange 12.3.04A, Procurement Branch, Casuarina Campus NT 0909
Frequently Asked Questions
Accommodation
MasterCard ( P-Card)
Frequent flyers
Guidelines for Travel on Official University Business (.pdf)*
Guidelines for use of Corporate Purchasing Credit Card (PCard)
Hire car
Movement Requisitions
Payment of travel
Personal travel
Private vehicle usage
Taxis
Travel agents
Travel diary
Travel/Vehicle allowance
Travel insurance
Accommodation
How do I make arrangements for accommodation?
Accommodation arrangements should be made via our Travel Management Company either using the Campus Travel Online System or by contacting our consultants direct.
Campus Travel
Robert Hollis
Level 1,36 Mitchell
Street, Darwin
Phone: (08) 8919 3660
Website:http://www.campustravel.com.au/
Phone:
1300 361 636 (Helpdesk)
Email: cdu@campustravel.com.au
Do we have preferred Hotel arrangements?
Campus Travel have recently undertaken on the University’s behalf a Tender based on guaranteed volumes and established a new CDU Hotel Directory. This can be accessed from the link below or from within the Campus Travel Online System. The Hotels listed on the Directory provide rates that in most cases are better than booking direct.
Charles Darwin University Hotel Directory
Can I use book in other Hotels?
Yes, Campus Travel Online System allows you to search for specific hotels. As long as the booking is created in the Online System or by contacting our consultants direct you can customise a booking. However the savings to the University are not guaranteed.
If I find a cheaper rate on the web can I book it direct ?
No, all accommodation bookings need to be captured in our Campus Travel Online System . If you find a better rate please contact our consultants and advise of the variance.
MasterCard (P-Card)
Contact the University Travel Officer on (08) 8946 6258 to obtain a copy of the current Corporate MasterCard (P-Card) Application. All completed applications need to be submitted through the Travel Officer to the Manager Procurement and must be accompanied by a copy of your current Driver's Licence and details of your residential address.
What are the procedures on the use of the P-Card?
Guidelines concerning the use of the P-Card can be found in the Travel on official university business (.pdf, 141KB)* and specific use of the Card is outlined in the Guidelines for use of Corporate Purchasing Credit Card (PCard).
What transactions are we able to use our Corporate MasterCard for?
The P-Card is used exclusively for travel related purchases, i.e: travel bookings, accommodation, conference registration, meals whilst on duty travel, car hire and taxis. It is also used for purchasing approved goods under the value of $1,000.
How often is the P-Card cleared?
- P-Card is processed in real time via the ProMaster System (training is required).
- Balancing dates are from 28th - 27th monthly and must be at Accounts Payable no later than the 7th of the following month.
- Transactions can be coded and approved regularly. PLEASE NOTE: transactions do not hit the ledger until approved through the ProMaster System.
- Balances are recredited five (5) working days into the following month.
Frequent flyers
How do we make the most of our frequent flyer points?
To redeem frequent flyer points using Qantas as the carrier, you will need to also be a member of the Qantas Frequent Flyer Club. If you are not already a member, you should contact the Travel Officer on 8946 6258 for further information.
As University staff, can I become a Qantas Club member?
Yes, through the University's Contract for Air Travel you may access heavily discounted membership rates for you and your spouse. Contact the Travel Officer to obtain details on how to join under the University Corporate Scheme.
The University may only cover this cost in cases where it has been negotiated as part of a staff member's employment package. If you are unsure on this please contact the Office of Human Resource Services for details on remuneration entitlements.
Hire car
Who are our contracted hire car agents?
Reservations for Car Hire should be made within Campus Travel Online.
Through our relationship with the Australian University Procurement Network (AUPN) we also have contracted rates with Thrifty.
When making bookings with Thrifty, you must quote a CD Number. Each area of the University should have a unique CD Number which tells Thrifty what discounted rate to apply, and which MasterCard (P-Card) to charge. For more information, or if you are unsure of what your CD Number is, please contact the Travel Officer via email or by phoning 08 8946 6258.
We can also receive NT Government rates via our On-Line Booking Tool for vehicles with Avis and Hertz.
Reservations for NT
Phone: (08) 8924 0000
Email: thrifty@rentacar.com.au
Reservations for rest of Australia
Phone: 1300 367 227
Email: reservations@thrifty.com.au
Credit Card Charge enquiries
Phone (08) 89242407
Email creditors@rentacar.com.au
Thrifty are able to offer us rates that are second to none, a deal which has been accessed through the Universities Australia website. To access special rates for personal car hire check out Personal Travel.
Movement requisitions
Am I required to submit a movement requisition prior to travel and who should complete this?
It is essential that all staff, prior to undertaking any travel outside of 50kms from the campus at which you are based, complete a Movement requisition for official travel (.pdf, 110KB)*. Should you be unable to print out the form, contact the Travel Officer on 08 8946 6258. Guidelines for completing these forms can be found in the Travel on official university business (.pdf, 141KB)*.
What happens if I don't submit a movement requisition?
If a Movement requisition for official travel (.pdf, 110KB)* has not been completed and signed by the appropriate cost centre manager prior to travel, the travel will be deemed to be unauthorised - see the Guidelines for travel on official university business (.pdf, 141KB)*. Once completed, a copy of the movement requisition should be forwarded to the Travel Officer (Procurement Branch) for filing (regardless of whether there is a claim for travel allowance). All booking verifications from Campus Travel should be attached to the movement requisition and all fields of the form should be completed (where applicable), please see example.
Payment of travel
Can I personally pay for travel related expenses and seek reimbursement from the University?
All travel should be paid for by the university using a MasterCard (P-Card). You may find that in the event of an airline collapse you are unable to claim back for travel paid for, but not necessarily undertaken.
On submission of any claims for reimbursement of expenses that could have been paid on a MasterCard (P-Card), staff may be required to justify why this process was not followed. This can sometimes result in a delay in processing payment.
Personal travel
Can I request the corporate rate for personal use for accommodation, car hire, travel or Qantas Club?
Yes, all sales representatives from the various companies within the travel and hospitality industry, have made it very clear to this office that our staff are welcome to request the corporate rate for personal use and that this is generally agreed to on the provision of proof of employment at the Charles Darwin University.
Thrifty advise that if staff wish to make hire car bookings they should quote CD#4908000788 when making the booking either by phone
08 8924 0000 or on the internet. If making a booking by phone you will need to quote the rate code of CDUNS in order to access their excellent rates.
This offer is strictly limited to staff members. For more information please contact the Travel Officer on 08 8946 6258.
Can I purchase my own travel insurance?
Please see Travel Insurance.
Private vehicle usage
What if I need to use my private vehicle whilst conducting business in the line of my employment with the Charles Darwin University?
Prior to using your vehicle whilst undertaking your duties for the university you should have submitted a completed and approved:
- Application to use private vehicle.doc
- Provided the university with a copy of your registration papers and current NT Driver's Licence
- Provided the university with a copy of your insurance papers that clearly states your vehicle is insured for you to use on university business.
NOTE: Ensure the 'Indemnity' on the bottom of the Application to Use a Private Vehicle is signed and witnessed.
When using your own private vehicle on university business a Vehicle running sheet (.pdf, 15KB)* should be completed.
Without all of the above, reimbursement/claim for vehicle allowance will not be processed.
What can happen if my vehicle is not insured for use on university business?
In the event that anything happens to your vehicle whilst using it for university business, if it is not covered for such usage you will be unable to make a claim against your insurers and you will also be unable to make a claim against the university.
How do I arrange for my vehicle to be covered by such insurance?
You will need to contact your insurance company. If it is likely to be just a 'one-off' occasion that you will use your vehicle, they may provide you with a cover note and you may not be required to pay extra for such cover. However, if it is likely to be on a regular basis you will be required to add it to your current insurance cover for which you may have to pay extra.
Am I entitled to claim a vehicle allowance if I use my vehicle for university business?
Yes you are, provided you have complied with the University's Guidelines for travel on official university business (.pdf, 141KB)* on private vehicle usage.
What are the rates of reimbursement?
The rates of reimbursement can be found in the Guidelines for travel on official university business (.pdf, 141KB)* as well as on the travel allowance calculator.
Taxis
What if I need to catch a taxi?
Cabcharge eTickets are available from the Payables Manager on 08 8946 6262. Alternatively you may use the MasterCard (P-Card) which is now accepted by many taxi and private hire car companies as a method of payment.
The www.qantas.com website is not an approved method for booking University Airfares. Any fares booked using this method will not be supported by the University, will not be eligible for the University Discount and payment may be rejected.
Our contracted travel agent is:
Campus Travel
Robert Holliss
Level 1,36 Mitchell Street, Darwin
Phone: (08) 8919 3660
Website:http://www.campustravel.com.au/
Phone: 1300 361 636 (Helpdesk)
Email: cdu@campustravel.com.au
Campus Travel CDU team, led by Robert Hollis, are based in Mitchell St, Darwin and welcome your booking enquiries via phone
(08 8919 3660), email (cdu@campustravel.com.au) or in person (Level 1, 36 Mitchell St, Darwin).
In order to register for training please complete the Campus Travel e#3 Conditions of Access Form to establish your log in details and forward to the Procurement to establish your login details
Training is scheduled for the 4th Wednesday of the month at 11 am:
- Commencing 22nd February 2012
For assistance during the online booking process please contact Campus Travel e3 helpdesk on 1300 361 636.
Do we have to book with them?
Yes, it is required under our Guidelines for travel on official university business (.pdf, 141KB)* that all bookings be made through our contracted travel agents. When requesting fares from any of the above travel agencies always request the 'best fare of the day'. By using the contracted agents you also guarantee that you are accessing the discounted, University Contracted Fare.
Do we have to fly Qantas?
When flying either domestically or internationally, where possible, Qantas is the contracted airline carrier. Other airlines should only be used in the event that Qantas either does not fly to your intended destination or in such circumstances that a seat is not available on a Qantas flight on the dates that you intend to travel.
Travel diary
What?
The University's Travel Diary must be completed by all staff undertaking University funded travel for all travel periods of six or more nights (for travel both within Australia, New Zealand or overseas). These are the only acceptable means of substantiating the business nature of a trip. Overseas or domestic, including New Zealand, travel of less than 6 nights does not require a travel diary.
Please note that before proceeding with any overseas travel arrangements, you must obtain approval in accordance with Travel on Official University Business Process.
The Travel Diary can be obtained from this site or by contacting Procurement Services, Purchasing and Travel Officer on extension 6528 or by email jenny.bisset@cdu.edu.au
- Your diary must record each business activity you undertake while you are travelling (e.g. lecturing, presenting, teaching, fieldwork, research, conference, etc.).
- The travel diary must show for each business activity.
- The date the entry was made.
- The place where the activity was undertaken.
- The date and approximate time when the activity commenced and the duration of the activity.
- Each Travel Activities and Travel Expenses Diary must be signed and dated by the traveller.
- The completed and authorised Travel Diary must be retained by the Cost Centre with a copy of the Movement Requisition.
Refer to the ATO website “Keeping Travel Expense Records” for individuals.
ATO: |
Australian Taxation Office. |
FBT: |
Fringe Benefits Tax - this is a tax levied on the employer for benefits provided to employees that are deemed to be of a private nature. Certain fringe benefits are also reportable on the employee’s payment summary where the total benefit exceeds $1,000 and may affect the assessment for certain benefits and obligations (e.g. family tax benefit, centrelink benefits and child support payments). |
Primary Purpose: |
Refers to the primary purpose of the trip. i.e. was the trip primarily for carrying out official Charles Darwin University Business or was it for private purposes. Refer to Primary Purpose Section. |
Travel Diary: |
A travel diary is a document in which you record the dates, places, times and duration of your activities and travel. The purpose of a travel diary is to provide a record of activities so that you can break your travel expenses into ‘business’ and ‘private’ components. You can only claim business or work-related expenses. If an expense is partly business and partly private, you must claim only the business component. |
Private Travel: |
Travel that is not of an official business or work related nature. Examples are provided in the Private Travel section. |
Business Travel: |
Of an official business or work related nature including travel and recovery time. Examples are provided in Business Travel Section. |
Documentary Evidence: |
Minimum standard of documentation required. Refer to Documentary Evidence Section. |
It is an ATO requirement for travellers to complete a travel diary for all travel periods of six or more nights (for travel both within Australia, New Zealand or overseas) and is the only acceptable means of substantiating the business nature of a trip. Overseas or domestic travel of less than 6 nights does not require a travel diary.
The information recorded in a travel diary is used by the ATO to substantiate the employer’s obligation to pay Fringe Benefits Tax (FBT). FBT will apply to any private expenditure paid for by the University. In addition to this where the trips primary purpose is regarded as private FBT will apply to all costs incurred by the University regardless of the % of business travel. Where FBT is payable this will be calculated at approximately 100% of the expenditure and charged to the employee’s cost centre (i.e. School / Program / Section / Project etc).
An assessment of the primary purpose of the trip is required when determining whether a trip constitutes a business trip.
A trip will be regarded as being private where any of the following apply:
- The occurrence of private travel prior to the commencement of official business. (refer section on private travel).
- Where the percentage of business travel is less than 50% the entire trip will be deemed as private regardless of any business related travel. Travel should be planned with at least a 60/40 work/private balance of days to allow for changes to itinerary during the trip.
- Where the Business nature of the trip is not properly substantiated by the full and proper completion of the travel and the expense diaries the trip will be deemed as private.
For the purpose of recording private travel this will include but is not limited to:
- Weekends, public holidays and festival days in the destination country count as private, unless substantial business in undertaken on those days.
- Travel days in excess of the maximum allowable of two days to and from Australia.
- All travel where private travel has occurred prior to the performance of official University business.
A prudent approach will be undertaken when assessing private travel. In instances where there is doubt as to the business or private nature of travel, the University will classify such travel as being of a private nature.
For the purpose of recording business travel this will include:
- Performance of official Charles Darwin University duties except where private travel has preceded the official business (refer primary purpose, above).
- Travel time where the primary purpose of the trip is business. A maximum of two days travel is allowed to and from Australia. Travel days in excess of this are counted as private unless exceptional circumstances can be proven i.e. extended delays en-route, shuttle flights within the destination country, strikes and disruptions.
- Physical recovery day - One day after travel can be counted as business.
- Preparation Day - Where a staff member is presenting a paper at a conference one day immediately prior to the conference can be counted as a business day. Note that this is not available for staff not presenting a paper at a conference.
The “documentary evidence” (e.g. receipt or invoice) for each item of expenditure must show:
- Date of the document.
- Name of the person/business supplying the goods or services.
- Nature of the goods or services.
- Amount expressed in the currency in which it was paid.
Expenditure (less than or equal to AUD $10.00) listed in the expense diary for which no receipt/invoice was obtained must be accompanied by a written explanation detailing the reasons why there is no original documentation available.
Expenditure (greater than AUD $10.00) must be accompanied by a Statutory Declaration for each individual item with details as above. Note a Statutory declaration covering multiple items will not be accepted.
Travel allowance / Private Vehicle allowance-last page of spread sheet
Travel Allowance is only paid to employees that do not hold a University P-Card. The ATO travel allowance calculators below are the maximum amount that can be claimed and areas are encouraged to discuss an acceptable rate with the employee that suits the division budget and travel location. Wherever possible accommodation should be prearranged and charged to a University P-Card.
Travel Allowance is not a salart entitlement, the allowance should be calculated in order to cover all out of pocket costs related to Official University Travel.
How much travel allowance is payable for travel?
NOTE: These rates are issued by the ATO as a guide under Taxation determination TD2011/17 for the 2011/2012 Financial Year.
Travel allowance calculator
| Salary range $100,840 and below (as per ATO Determination 2011/2017) |  (xlsx 53KB) |
| Salary range $100,841 and above (as per ATO Determination 2011/2017) | (.xlsx 51KB) |
Travel insurance
Do I need to arrange for travel insurance for myself when travelling on duty, conference travel or professional development?
All Charles Darwin University staff are covered under the University's Insurance Policy for approved travel. To find out more about this insurance contact the Manager, Treasury Management and Operations on 8946 7119. There are guidelines that need to be adhered to - particularly for international travel and these can be found within the Travel on official university business (.pdf, 141KB)*.
If you did not have an approved movement requisition prior to undertaking travel you may not be entitled to claim on travel insurance and workers compensation provisions may not be available to you.
Our travel agents are aware of the Charles Darwin University's Travel Insurance Policy.
The university has travel insurance in place for staff travel that meets their criteria. Please refer to the university's travel policy. Any additional travel insurance purchased independently will be at your own expense and not reimbursed. If you wish to purchase your own travel insurance, you may utilise “In-A-Suitcase”.
Can I purchase my own travel insurance?
ACE Insurance Limited, in conjunction with Middleditch Insurance Brokers Pty Limited provide an on-line facility for Charles Darwin University staff, students and their relatives to apply for interstate or overseas private travel insurance. The policy product is called “In-A-Suitcase” and is available to you around the clock. You can access it anytime at your convenience; be it months before your holiday or a few hours before your flight takes off.
This online facility is available to students and staff and their relatives. It is not a requirement that the staff or student be travelling to access the insurance.
Through the link http://inasuitcase.aceinsurance.com.au/charlesdarwin/, those wishing to access the insurance can view the policy document, apply for cover and pay by credit card to ACE.
The university receives no remuneration for those choosing to use the In-A-Suitcase product and provides no advice or recommendations concerning the policy cover.
Those using the facility enter into a contract for In-A-Suitcase insurance direct with ACE Insurance Limited. All policy and claim queries should be directed to ACE.
* Note: You will need Adobe Acrobat Reader to view pdf files. Get Adobe Acrobat reader.