Australia and New Zealand Travel Guidelines and Policy

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1 Australia and New Zealand Travel Guidelines and Policy Document Authors Department Owner Approved By Version Number 6.0 Business Services Governance, HR and Commercial Services Director, Governance, HR and Commercial Services Finance Committee Effective Date 23/04/2015 Next Review Date 23/04/2016 Associated Policies, forms or documents CTM Traveller Profile Form Travel Authorisation Form Travel Reimbursement Form Vehicle Log Form Employee Expense Claim Form Travel Insurance Policy Document Name and File Location RACP Internet RACP Intranet

2 TRAVEL GUIDELINES AND POLICY Contents TRAVEL GUIDELINES 3.. For Fellows, Trainees and College staff in Australia 3 For Fellows, Trainees and College staff in New Zealand 3 How to make a booking 3 Additional information for College staff 5 RACP TRAVEL POLICY 5 1. Quality of service and queries to RACP 5 2. Preferred Carrier & Fare Class 5 3. Travel insurance 5 4. Organising Meetings and Accommodation 6 5. Hotel Billing 6 6. Corporate Rates for Hotels 7 7. Reimbursement of taxis, cars, meals and hotel incidentals 7 8. Parking 8 9. Frequent Flyer Points Airline membership Corporate (individual) rate Ticketing Accompanying Persons Emergencies 9 APPENDICES Traveller s Profile Form 10 Claim for Reimbursement of Travelling Expenses 12 Claim for Vehicle Log Form 14 CTM Crisis Management Process 15 RACP Travel Guidelines and Policy April

3 TRAVEL GUIDELINES For Fellows, Trainees and College staff in Australia Please book all your air travel, hotel accommodation and car hire through Corporate Travel Management (CTM). CTM will invoice the College for all travel costs incurred on College business. Separate bookings required for personal travel must be paid directly to CTM on booking. The College prefers travellers to use Qantas on Australian domestic routes. However, Jetstar, Virgin and other airlines may be used if they provide the most convenient flight schedule. Where possible, no more than four members of management and the College Board may fly on the same aircraft at any one time. A serious accident involving a number of key personnel could impact the College s ability to conduct business. For Fellows, Trainees and College staff in New Zealand Please book all your air travel, hotel accommodation and car hire through Corporate Travel Management New Zealand (CTM NZ). CTM NZ will invoice RACP for all travel costs incurred on College business. Separate bookings required for personal travel must be paid directly to CTM NZ on booking. The College prefers travellers to use Air New Zealand on New Zealand domestic routes. However, Qantas, Virgin and other airlines may be used if they provide the most convenient flight schedule. Where possible, no more than four members of management and the College Board may fly on the same aircraft at any one time. A serious accident involving a number of key personnel could impact the College s ability to conduct business. FOR GROUP BOOKINGS 10PAX AND OVER Contact CTM on who will look after your flights and accommodation needs. If staff require the Events team to organise and book group accommodation as part of a large external function, please contact Events on Staff must clearly indicate on the travel authorisation if accommodation arrangements have been made by RACP Events. How to make a booking in Australia and New Zealand Step 1 Travellers Basic Profile CTM will require a basic traveller profile to be created in their database before a booking can be made. This only needs to be done once. This form can be located on page 10 of this policy. To create a basic profile: 1. Attach a completed Travellers Profile Form. (Pg11) 2. CTM consultants at (Aus) and (NZ). This form can be ed either before or at the time of booking. To update/check your profile CTM consultants can be contacted via: 1. (Aus) or (NZ) 2. Telephone: (Aus) or (NZ) Step 2 - Travel Booking Procedures An Online Travel Authorisation Request is to be completed for each and every meeting or travel for which travel costs will be charged to the RACP. All Online Travel Authorisation Requests can only be approved by a SLG (Senior Leadership Group) member, Honorary Treasurer or the President, To access the RACP Online Travel Authorisation system, go to: Travel requests for Board Directors outside normal College Business i.e: Board, Council or Committee meetings and working groups must go through an alternate process for approval, as outlined in the Office Holder Travel and Expense Allowances Policy. RACP Travel Guidelines and Policy April

4 Requester to complete an Online Travel Authorisation If a committee meets face to face on multiple occasions during a year then multiple Online Travel Authorisation Requests are to be completed prior to each meeting. The Online Travel Authorisation Request must contain a relevant description of the reason for the meeting. The Online Travel Authorisation Request must also contain the General Ledger numerical code for recording the expense by the Finance Department. The General Ledger code is mandatory and the travel agent s (CTM) computer system will not proceed with the booking if the code is not supplied. The same system applies for site accreditation visits. Once the relevant committee has determined who, and when the site visit will take place, they will be requested to advise the relevant staff member so the Online Travel Authorisation Request can be completed for the site visit. If the Fellow attempts to book directly with CTM they will be advised to contact the College so an Online Travel Authorisation Request can be completed. Completion and approval of an Online Travel Authorisation Request is the deemed authority for CTM to proceed with the booking and the Finance Department to pay the subsequent invoice and allocate the cost to the nominated General Ledger code. Finance Department staff will check that CTM has allocated the correct General Ledger code by checking the name of the person travelling to the nominated committee or meeting. Travel invoices will no longer be distributed for approval as this was both inefficient and ineffective. If you are uncertain about the General Ledger code please contact the Finance Department and a code will be advised to you. Once a code has been allocated the code should not change unless the committee is reconstituted. Amendments to already approved Online Travel Authorisation Requests must be re-approved through completion of a new Online Travel Authorisation Request. Amendments include: Adding extra nights accommodation to the existing approved accommodation. Changes to the original departure and/or return destination location. Changes to the original meeting dates. Please clearly identify on the new online request that this is an amendment. Step 3 - Contact CTM standard operating hours are from 8am to 6pm Monday to Friday (excluding public holidays) CTM Australia Toll Free Telephone Number (24hrs in Australia) Address CTM New Zealand Telephone Number Telephone Number for enquiries outside of NZ Address 24 Hour Emergency Assistance Australia and Worldwide Consultants (Aus) Consultant (NZ) 24 Hour Emergency Assistance New Zealand and Worldwide Outside of 8am 6pm AEST Mon- Fri calls divert automatically to Emergency after hours consultants who can assist with urgent travel requirements Phone: Phone: Outside of 8am 6pm NZT Mon- Fri calls divert automatically to Emergency after hours consultants who can assist with urgent travel requirements RACP Travel Guidelines and Policy April

5 Step 4 - Response Same day travel bookings will be confirmed within one hour of booking request. All other bookings (simple point to point) will be confirmed within two hours for domestic flights and four hours for international. These response times do not relate to complex bookings e.g. complex multi sector and international bookings may take up to 24 hours. Approximate response times for complex bookings will be provided by your consultant at the time the booking is requested. Additional information for College staff in Australia and New Zealand Notify all Fellows that they must register their basic travel profile with CTM as described above OR register for the Fellows. This is a one-off procedure requiring basic information - name, phone, . CTM cannot accept bookings if the traveller is not "registered" with a basic profile. CTM reservations staff cannot enter profile information over the phone, a basic travel profile form must be sent to CTM before a booking can be made. Staff must complete an Online Travel Authorisation Request for each meeting. CTM will not accept bookings without an approved Online Travel Authorisation Request. Staff must members advising them that their travel and accommodation has been approved. All flight changes must be done through CTM. All upgrades to hotels or flights, and any additional flights to attend Non-College business must be paid by the traveller. RACP Travel Policy 1. Quality of service and queries to RACP The College Business Services Department monitors the quality of travel services and we invite feedback from travellers and College staff by to This will be forwarded to College management. For finance queries contact (Aus) and (NZ). Travellers may also communicate to staff responsible for their meeting arrangements. 2. Preferred Carrier and Fare Class The preferred carrier is Qantas in Australia and Air New Zealand in New Zealand. This does not preclude booking other airlines if the Qantas & Air New Zealand schedules do not suit. With Jetstar or Virgin flights conditions may apply to re-booking and cancellation. All travel within Australia and New Zealand must be economy class. Board members flying for over 6 hours in total on a single leg* of any domestic and trans-tasman journey may travel business class. Fellows and Trainees flying for over 6 hours in total on a single leg* of any domestic and trans- Tasman journey may travel business class. Staff flying for over 6 hours in total on a single leg* of any domestic and trans-tasman journey may travel business class. For International flights (excluding trans-tasman) travellers flying for College business may travel business class. *Note: A single leg refers to the flight duration of either the outbound or return journey but not both. 3. Travel insurance Travel insurance cover is provided for all Fellows, Trainees and staff travelling on College business. For details of cover and claims contact If you require assistance regarding any travel insurance matter while overseas please contact ACE Assistance on (contact the local telephone operator and ask for a reverse charge call to ACE Assistance). RACP Travel Guidelines and Policy April

6 4. Organising Meetings and Accommodation Meetings All College Body Meetings must be held in Sydney for Australian based Bodies and in Wellington for New Zealand based Bodies, except for the State/Regional Committees which hold their meetings in their respective state or regions and the Board which travels throughout Australia and New Zealand. However, if a tangible benefit to the College can be demonstrated, such as the majority of College Body members reside in a particular location, then the particular College Body may hold its meetings in a location other than Sydney or Wellington. The guiding principle in determining other locations for holding meetings is that the cost to hold a meeting in a location other than Sydney (or Wellington) must be no greater than the cost of holding the meeting in Sydney (or Wellington). Accommodation College meeting times are arranged to allow travellers to leave their place of residence to travel to a College meeting in the morning and get back to where they want to in the evening of the same day, at reasonable times. College business (committee meetings, etc.) will normally be scheduled to start at 10am and finish at 4pm. Where flight schedules allow travellers the opportunity to do this, no overnight accommodation will be required. However where flights schedules don't allow this and/or the traveller is having to travel significant distances between place of residence and the departure airport, the traveller may request accommodation if the duration of travel (including flight to the destination airport) is greater than 4 hours. For travel under 4 hours accommodation is not normally provided. A Fellow/member will not be required to depart their place of residence before 6am or get back to their destination after 10pm (they may however choose to do so). This guideline/'travel rule' will take into account where travel originates from, time zones and when an individual needs to leave their place of residence and to get back to their destination in the evening (or the point they are travelling from and to). In such circumstances accommodation may be provided. An exception to this guideline relates to Presidents of Divisions, Faculties and Chapters and/or Chairs of peak College committees. If the President or Chair requires meeting College staff before a meeting to discuss the management of the meeting, accommodation may be provided if requested by the President/Chair. CTM are able to book hotel accommodation at corporate rates worldwide. In the case of a requested hotel exceeding the RACP accommodation allowance, CTM will source an alternative preferred hotel. However, if the traveller requests to stay at the requested hotel, the difference will be at the expense of the traveller. A Travel Reimbursement Form (Pg14) is required to be filled in for any bookings made outside of CTM Travel. For Fellows and staff travelling from Australia to New Zealand, CTM will book the requested NZ hotel. If charge backs are not able to be provided, an alternative hotel will be sourced, and the travel booker will be advised in writing of the new hotel. 5. Hotel Billing Hotels close to the RACP offices are listed below. Rooms booked through CTM will not have breakfast included as part of the room rate. However, the College has credit arrangements with the majority of hotels booked by CTM in which breakfast can be charged back. Travellers who are unable to have breakfast within the hotel will be reimbursed as per the meal reimbursement rate (Pg 9). Any incidentals incurred by the traveller during their stay (e.g. phone, mini bar, late check- out fees etc) should be paid on check out by the Traveller and will not be reimbursed by the College without prior approval. For hotels not booked by CTM, travellers must pay on check out and claim reimbursement from the College. RACP Travel Guidelines and Policy April

7 6. Corporate Rates for Hotels Below are the RACP hotels that are RACP preferred hotels. HOTEL SYDNEY Sir Stamford 93 Macquarie St Sydney NSW 2000 BRISBANE Stamford Plaza Brisbane Cnr Edward & Margaret Streets Brisbane, QLD 4000 ADELAIDE Stamford Plaza Adelaide 150 North Terrace Adelaide SA 5000 MELBOURNE Stamford Plaza Melbourne 111 Little Collins Street Melbourne Vic 3000 NEW ZEALAND The Langham Auckland 83 Symonds Street Auckland NZ Novotel Auckland Airport Ray Emery drive Auckland Copthorne Commodare Hotel 449 Memorial Avenue, Christchurch Sudima Hotel 550 Memorial Avenue, Christchurch Scenic Hotel Southern Cross Cnr Princes & Dowling Streets, Dunedin Novotel Tainui 7 Alma Street Hamilton 295 on Tay (Motel) 295 Tay Street, Invercargill Sebel Trinity Wharf 51 Dive Crescent, Tauranga, Bolton Hotel Corner of Bolton & Mowbray Street Wellington Travellers choosing to arrange their own accommodation may claim up to a maximum of $295 per room per night. 7. Reimbursement of taxis, cars, meals and hotel incidentals A Travel Reimbursement form is required to be filled in for any bookings made outside of CTM Travel. Taxis between home/airport/meeting venues will be reimbursed directly upon sending a reimbursement form with receipts to the College. A Cab charge docket may be provided by College staff upon requests for use in Australia. Corporate RACP Travel Guidelines and Policy April

8 Cabs may be organised in New Zealand by New Zealand staff as requested by the traveller. Meals which are not charged to a hotel account as part of a CTM booking, should be claimed as a travel reimbursement for the following: Breakfast up to $40 + GST Lunch up to $40 + GST Dinner up to $100 + GST If a private car* or hire car is used, either in place of air travel or taxis, a Travel Authorisation Form will need to be completed. For reimbursement a Travel Reimbursement Form must be completed with receipts. The College will pay reimbursement costs up to the equivalent air fare amount and reimbursements will not be in the form of cash payment. Kilometre reimbursement is as per below: Rates per business kilometre Engine Capacity Cents per Kilometre Ordinary engine Rotary engine income year 1600cc (1.6 litre) or less 1601cc cc (1.601 litre litre) 800cc (0.8 litre) or less 801cc cc (0.801 litre litre) 65 cents 76 cents 2601cc (2.601 litre) and over 1301cc (1.301 litre) and over 77 cents *Note: RACP insurance cover for private car use requires a journey to be over 50km from home or residence, work location or meeting/event location and does not cover damage to personal vehicles. Reasonable hotel internet charges incurred during travel for RACP will be charged to the hotel account as part of the CTM booking. Where internet charges cannot be charged to a hotel account, these charges will be reimbursed directly upon sending a reimbursement form with receipts to the College. All other incidentals incurred by the Traveller during their hotel stay (e.g. phone, mini bar, late check-out fees etc.) should be a paid on check out by the Traveller and will not be reimbursed by the College without prior approval. For RACP employees please refer to the RACP expense policy for information regarding claiming travel expenses. 8. Parking Car parking in metropolitan areas may be reimbursed by submitting a Travel Reimbursement form (Pg14) or for RACP staff an Employee Expense Claim Form. Airport parking facilities required by RACP travellers should be noted on the Travel Authorisation Form. Receipts for such parking should be attached to the Travel Reimbursement Form and submitted to the College for payment on completion of the trip. 9. Frequent Flyer Points Frequent flyer points (e.g. Qantas, Virgin & Air New Zealand) will accrue to the traveller for air travel bookings and for some hotel bookings. Frequent flyer points may be used for a flight upgrade on all Qantas domestic flights and Qantas S class and above on international flights. 10. Airline membership Corporate (individual) rate Qantas Fellows and staff may apply for Qantas Club membership at a corporate discounted rate. Applications and payments must be made direct with Qantas. This is not reimbursable by the College. New memberships can be arranged by contacting the Qantas Club Service Centre on or worldwide and follow the prompts. It is essential to quote the corporate number to obtain the reduction. Koru Club RACP Travel Guidelines and Policy April

9 New Zealand travellers are able to receive discount rates for the Koru Club through Member Advantage. For further details please visit Ticketing Ticketing is electronic for all domestic and international bookings. 12. Divisional Clinical Exams For National Fellow Examiners travelling during the Divisional Clinical exams there are additional provisions.. Flights National Examining Panel members flying on flights greater than 3 hours, between back to back examining days, on a single leg of any domestic and trans-tasman journey may travel business class. Incidental Expenses Incidental expenses incurred during travel for the clinical exams will be charged to the RACP hotel account. In relation to alcohol consumption from the mini-bar, travellers are limited to 1 mini-bar bottle per day. Approval Delegations Changes to the original departure and/or return destination location of approved flights for the clinical exam can be approved by the Manager, Exams and by the Commercial Services Manager up to their delegated financial authority. 13. Accompanying Persons Accompanying persons not on College business must meet their own costs. Bookings can be made through CTM Australia or CTM New Zealand offices but charges will be handled separately. Reimbursement of travel expenses for carer of children will be considered under the following procedures and guidelines: Application for approval of costs at least (28) days in advance of the travel Reasons why the meeting must be attended in person by Member and giving an estimate of costs The Chair of the relevant Committee Meeting must, in writing support the application and also give reasons why the Member must attend in person All applications are to be directed to the Honorary Treasurer for approval. 14. Emergencies In the event of a travel emergency Fellows, Trainees and Staff should contact CTM. The RACP will work with CTM to ensure all travellers impacted are assisted to return to their home destination. CTM will notify travel arrangers, travellers and key contacts advising them of the situation by providing regular updates and assistance. CTM will be authorised to accept requests for additional flights if needed to assist travellers to return to their home destination. Please refer to CTM Crisis Management Process (Pg17). RACP Travel Guidelines and Policy April

10 TRAVELLER PROFILE FORM The information will assist when arranging travel through Corporate Travel Management Please complete the form and send to CTM Company Name & State Position Department Cost Centre Surname (as per passport) First & Middle Name (as per passport) Home Address Port of Origin (Home Port/City) Title Business Phone Home Phone Passport Number Date of Birth Emergency Contact Emergency Contact Address PERSONAL DETAILS Travel Booking Officer Mobile Business Fax Home Fax Expiry Date Nationality Emergency Contact Phone AIRLINE MEMBERSHIP INFORMATION Airline Name Membership Number Pin Number Expiry Date CAR MEMBERSHIP INFORMATION Rental Company Name Membership Number Expiry Date Preferred Vehicle Size HOTEL MEMBERSHIP INFORMATION Hotel Program Membership Number Expiry Date Preferred Bedding AIR TRAVEL PREFERENCES First Business Domestic Business Economy International Economy Seating Aisle Window Area of the Aircraft Front Middle Rear Main Cabin Upper Meal Requests, If International Business Deck requirements

11 TRAVELLER PROFILE FORM Country Country Country Credit Card Type CC Expiry Date TRAVEL VISAS Expiry Date Expiry Date Expiry Date PAYMENT DETAILS (for Hotel / Car hire guarantee) CC Number CVV Number Name on Card Please provide separate charge authority form signed on company letterhead ADDITIONAL INFORMATION PRIVACY AMENDMENT (PRIVACY SECTOR) ACT 2000 THE PRIVATE SECTOR ACT (PSA) All information provided by you on this form will be used by Corporate Travel Management, its related companies and other travel service providers requiring the information in order to make and process your requested travel arrangements, including but not limited to airlines, car rental companies and hotels in Australia and overseas. Your privacy is important. The information you submit on this form will only be used for the purpose for which it was collected.

12 Claim for Reimbursement of Travelling Expenses (FELLOWS/TRAINEES ONLY) NAME: ADDRESS: MEETING FOR: GL CODE: HELD IN: Date: OFFICE USE ONLY 1. RETURN ECONOMY CLASS AIRFARE: Please indicate reimbursement required. Please attach receipts COST CENTRE Route From: Route To:. 2. ACCOMMODATION: Hotel: $295 per night max. Please attach receipts 3. MEALS REIMBURSEMENT (for meals not charged to Hotel account) : Breakfast up to $ GST; Lunch up to $ GST; Dinner up to $ GST. Please attach receipts 4. OTHER EXPENSES: E.g. Airport parking, petrol, mileage*... Please attach receipts $ $ $ $ *Please complete Vehicle Log form TOTAL $ NOTE: Receipts are required for all amounts claimed and a tax invoice is required if item is above $70. Reimbursement will be paid by electronic transfer. Please provide bank account details below. If meal claims are for more than one person, please specify the number and name of people in attendance. FOR STAFF: Please complete the Employee Expense Claim Form located on the Intranet. RACP Travel Guidelines and Policy August

13 Claimant: Signature: A/c Name: BSB: A/c No For meetings held in Australia: To be returned within one month of meeting to: The Finance Department The Royal Australasian College of Physicians 145 Macquarie Street SYDNEY NSW 2000 For meetings held in New Zealand: To be returned within one month of meeting to: The Finance Department The Royal Australasian College of Physicians PO Box Wellington 6143 New Zealand RACP Travel Guidelines and Policy August

14 Vehicle Log Form Name: Car Registration: Date Start Location End Location Start Time End Time Odometer (Kilometre) Start Odometer (Kilometre) End Total Business Distance Travelled (km) Reimbursement Rate (refer table below) OFFICE USE ONLY Claimable Amount ($) COST CENTRE Total Claimant Signature: Account Name: BSB: For meetings held in Australia: To be returned to: For meetings held in New Zealand: To be returned to: Account No.: The Finance Department The Royal Australasian College of Physicians 145 Macquarie Street Sydney NSW 2000 The Finance Department The Royal Australasian College of Physicians PO Box Wellington 6143 New Zealand Ordinary engine Rotary engine income year 1600cc (1.6 litre) or 800cc (0.8 litre 65 cents less or less 1601cc 2600cc (1.601 litre 2.6 litre) 801cc 1300cc (0.801 litre cents 2601cc and over (2.601 litre and over) litre) 1301cc and over (1.301 litre and over) 77 cents RACP Travel Guidelines and Policy August

15 CTM Crisis Management Process RACP Travel Guidelines and Policy August

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