STAFF AIR TRAVEL GUIDELINES. Travel undertaken for professional development funded by allowances paid under industrial agreements 8

Transcription

1 STAFF AIR TRAVEL GUIDELINES Table of Contents Responsibilities of the Travelling Employee 2 Approval Procedures 3 Travel Bookings 3 Travel Coordinators 4 Travel Claims 4 Travel undertaken for professional development funded by allowances paid under industrial agreements 8 Sponsored Travel 10 Travel Insurance 10 Upgrading Class of Travel at Own Expense 11 Monitoring and Reporting Requirements 11 Common Use Agreements for Travel Reservations 12 Travel Forms WA Health Staff Travel Application Form 13 Monthly Travel Application Summary 14 Key to Monthly Travel Application Summary 15 Quarterly Interstate/Overseas Travel Return 17 Staff Air Travel Guidelines Page 1 of 17

2 RESPONSIBILITIES OF THE TRAVELLING EMPLOYEE The travelling employee must familiarise him/herself with the WA Health Staff Air Travel Policy, these guidelines and local management procedures and practices relating to travel prior to applying for and undertaking any travel. This includes the procedure for payment of travel and travel related expenses. Prior to travel, an employee must complete a WA Health Staff Travel Application Form and have it approved by the relevant delegated authorities within the required timeframes. 1. Completing a WA Health Staff Travel Application Form The WA Health Staff Travel Application Form requires employees to explain the purpose and tangible benefits to WA Health from their proposed travel. The form also requires a best possible estimation of costs associated with travel as at the date the form is completed. This estimation may vary to actual costs at the date of booking the best fare of the day under the Common Use Agreement and to actual allowance paid due to time of departure varying to that planned. All attachments, or additional information to support an employee s request, must be submitted as part of their original request, and may include: conference (or other event) brochures, registration forms and/or invitation reference to any special conditions applying to travel arrangements (where more favourable conditions apply under individual employment contracts or Industrial Award/Agreement e.g. business class travel) travel quotations for international travel where applicable. Note: some travel agencies may charge a fee for quotations subsidiary authorisations and financial assistance from relevant funding sources (e.g. travel committees or specific and special purpose account fund holders) leave forms to cover the period and type of leave being sought, such as professional development/study leave, special leave or annual leave. 2. Addressing the Travel Approval Criteria Requests for interstate and overseas travel for business purposes will only be considered by the Minister or appropriate delegate on the basis that: the travel will cause no disruption to the delivery of health services and, in particular, patient services, to the people of Western Australia any travel for the purposes of professional development will have a demonstrable benefit to health care in Western Australia attendance at interstate and overseas conferences/courses is essential to the efficient performance of an employee s functions and required to meet WA Health outcomes teleconferencing and other advanced communication facilities have been considered as an alternative to air travel and have not been deemed feasible the total cost, including relieving staff if applicable, must be reasonable and justified reasonable justification exists for other employees travelling at the same time to perform the same/similar duties or attend the same event. The number of employees travelling on any one trip is to be minimised. Staff Air Travel Guidelines Page 2 of 17

3 APPROVAL PROCEDURES All employee travel requests, funded by public monies regardless of the source of funding, must be approved at the discretion of the Minister or the Minister s delegate in accordance with Table 1 Travel Approval Delegations, of the Staff Air Travel Policy. Requests seeking approval to travel are to be submitted prior to undertaking travel within required timeframes to allow sufficient time for requests to be appropriately considered and approved. This will also enable sufficient time to arrange registrations and bookings to take account of any discounts etc. Approved travel forms are to be submitted to Health Corporate Network, along with related expense claim forms, for processing. TRAVEL BOOKINGS Travel bookings and payments associated with travel must not be made until after the travel has been approved by the required authority or delegate. It is mandatory for Government Agencies to make their domestic air travel bookings through State Government Common Use Agreements (CUA s). Travel arrangements are to be made in accordance with buyers guides associated with these agreements. A list of the CUA s for Travel Reservations is attached. The use of CUA s provides benefits to WA Health through special-to-government discounted airfares and reduced booking fees (particularly for on-line bookings). Overseas travel bookings can be made outside the nominated contract, provided the final fare is cheaper and at least one quote from the approved panel of contractors has been sourced as a benchmark. WA Health s preferred approach, where possible and feasible, is for all travel bookings to be made by or in conjunction with Travel Coordinators (or designated employees) within health entities. Furthermore, travel related expenses (e.g. registrations, accommodation, car hire) are to be paid by the Travel Coordinator (or designated employees) using purchasing cards. This approach enables the Health Entity to reduce processing costs and to avail itself of input tax credits on Goods and Services Tax payable where applicable. It also allows Travel Coordinators to effectively manage the process of travel bookings and expense claims effectively so as to promote the efficient use of public monies (e.g. travel credits may be transferred from one employee to another to make use of cancelled flight credits). If travel expenses are paid by the Health Entity, using the purchasing card or other method, they must not also be claimed by individuals as a travel allowance or reimbursement. All travel bookings made by the Health Entity must take advantage of the most economical travel arrangements possible and apply the principle of Best Fare of the Day. This applies to all domestic and overseas travel bookings irrespective of the source of funding e.g. specific purpose money (previously called special purpose accounts). When determining the Best Fare of the Day consideration is to be given to: the lowest fare that exists in the marketplace at the time of the booking and for which a seat is available, and the business requirements of the traveller being met. Note: This does not mean that travel must automatically be an overnight flight or red Staff Air Travel Guidelines Page 3 of 17

4 eye special. Where employees choose not to access the best fare of the day, they must provide reasonable justification as to why they have deviated from the policy. The purchase of full economy (Y class) fares should only be made when: no discounted air tickets are available under the Best Fare of the Day principle (which includes a consideration of business requirements such as availability of discounts at the appropriate time of day) the traveller is unlikely to travel again on Government business within the ensuing 12 month period and there is some likelihood that their trip may be cancelled and no refundable or transferable discounted air tickets exist. Selection of an airline for official travel bookings is not to be made on the basis of traveller preference, frequent flyer points or other incentive or loyalty schemes. TRAVEL COORDINATORS Travel Coordinators (or designated employees) are responsible for assisting health entities manage the process of travel expense claims effectively so as to promote the efficient use of public monies. To this end, the Travel Coordinators are responsible for: facilitating authorisation of all Application for Travel Approval Forms in a timely and efficient manner advising applicants of the outcome of their travel request/s arranging all travel bookings in line with business requirements giving preference to booking all occasions of intrastate and interstate travel on line so as to minimise booking fee charges ensuring intrastate and interstate travel bookings are undertaken against the mandatory contract and on the best fare of the day principle outlined in the Staff Air Travel Policy ensuring overseas travel bookings are undertaken against the non mandatory contract (unless a cheaper fare is available) and on the best fare of the day principle outlined in the Staff Air Travel Policy ensuring all coding is carried out in the Flexipurchase system in accordance with Health Corporate Network Policy preparing the monthly and quarterly reports as outlined in the Monitoring and Reporting Requirements section of these Guidelines coordinating and checking all travel payments and claims to ensure that these are in line with the level of funding approved on the travel proposal forms. TRAVEL CLAIMS Managers and Travel Coordinators are responsible for managing the process of travel expense claims effectively so as to promote the efficient use of public monies. Responsibilities of the travelling employee are: to maintain documentary evidence (e.g. receipts, tax invoices, travel diaries) for taxation purposes to submit a correctly authorised WA Health Staff Travel Application Form, Staff Air Travel Guidelines Page 4 of 17

5 together with relevant documentary evidence, when submitting a travel claim to notify the Travel Coordinator of any changes to travel arrangements (e.g. cancellation of travel plans) and where applicable repay any monies previously paid to the employee where travel involves an overnight stay, to ensure that accommodation documentation is retained as evidence for twelve months for audit purposes. Where hotel/motel rates are claimed the employee must state the name of the hotel/motel and provide receipts when requested by the Health Entity to document departure and arrival times - when calculating the rate of reimbursement for part of a day it is important to note arrival and departure times. As outlined previously, WA Health s preferred approach is for all travel related expenses (e.g. registrations, accommodation, car hire) to be made by the Travel Coordinator (or designated employee) using purchasing cards. If travel expenses are paid using the purchasing card they must not also be claimed by individuals as an allowance or reimbursement. In circumstances where it is not possible or not feasible to pay for travel related expenses with a purchasing card, the following methods are available (these are described in more detail below). 1. payment of a travel allowance for accommodation, meals, incidental expenses for short term, relatively static travel event 2. payment of a travel allowance for accommodation, meals, incidental expenses for frequent, extended and/or variable travel 3. reimbursement of actual accommodation, meals, incidental and/or event registration expenses paid by employees (other than where an allowance is provided in advance). 1. Payment of a travel allowance for accommodation, meals, incidental expenses for short term fixed travel event For travel that is short term and unlikely to require significant changes after airfares are booked, such as attendance at conferences, seminars etc, allowances for meals, accommodation and incidental expenditure may be paid in advance. Such payment will be made to the employee s nominated bank account, but will not include any cash in advance drawn against a purchasing or credit card. Only accommodation and meals not paid directly by the Entity and/or as part of the event registration and incidental expenses as per the relevant Industrial Award/Agreement can be paid. Claims for travel allowances should be submitted in the first instance to the Travel Coordinator, together with the applicable allowance claim form. Allowances, including any incidental allowances, are to be calculated in accordance with the relevant industrial agreement provision. It is to be based on the departure and arrival times where applicable, and adjusted for any accommodation or meals, either paid directly by the Health Entity and/or paid as part of the event registration process. Payment of allowances is dependent on the employee staying in the type of accommodation claimed. Health entities reserve the right to request proof of the type of accommodation utilised (e.g. receipt or tax invoices), on the employee s return to work. Staff Air Travel Guidelines Page 5 of 17

6 Where there is an Industrial Award/Agreement entitlement for the actual cost of reasonable accommodation and associated travel costs to be claimed, the employee must make a separate claim through the Travel Coordinator and obtain authorisation from their line manager for the difference between any allowance previously paid and the actual cost. Supporting documentation must be provided to quantify this amount, which will be paid as an additional allowance and included on the employee s payment summary at the end of the financial year. Claims for allowances in advance of the travel event will be paid no earlier than 4 weeks prior to the scheduled date of departure and only after receipt of approval to travel. Where it is not possible to pay for event registration fees on an official purchasing card these will be paid through normal accounts payable process e.g. by cheque on the proviso that the event registration documentation meets taxation requirements e.g. have a valid tax invoice. Cheques will only be mailed directly to the event organiser. Employees will be responsible for ensuring all other registration procedures are correctly completed. In the event that the registration documentation does not conform to taxation requirements, the employee will be required to pay the registration fees and claim a reimbursement as outlined later in this document. Note: Where the Health Entity pays for accommodation directly, the employer will not pay the employee the difference between the cost of the accommodation and the relevant Industrial Award/Agreement allowance. However, an allowance can still be claimed for any meals not provided by the employer or where it is not provided as part of the accommodation or event registration, along with incidental expense as per the relevant Industrial Award/Agreement. Managers/Travel Coordinators are responsible for ensuring all necessary action is taken to recover all funds paid in advance of travel should an employee not travel as and when planned. This will include any fees paid for event registrations, etc. In line with Health Corporate Network Policy, all allowances and grants paid to employees will be recorded on their payment summary issued at the end of each financial year. It is therefore important that employees maintain relevant documentation for income taxation purposes. 2. Payment of a travel allowance for accommodation, meals, incidental expenses for frequent, extended and/or variable travel For travel that is frequent, extended and is likely to require significant changes after airfares are booked (e.g. dental services staff in mobile dental clinics or audit staff conducting planned audits) allowances for meals, accommodation and incidental expenditure will be paid at the completion of the travel or at the end of each month. Such payments will be made to the employee s nominated back account, but will not include any cash in advance drawn against a purchasing or credit card. Only accommodation and meals not paid directly by the Entity and/or as part of the registration and incidental expenses, as per the relevant Industrial Award/Agreement, can be paid. Claims for travel allowances should be submitted in the first instance to the Travel Coordinator, together with the applicable allowance claim form. Allowances, including any incidental allowances, are to be calculated in accordance with the relevant Industrial Award/Agreement provision. It is to be based on the departure and arrival times where applicable, and adjusted for any accommodation or meals, either paid directly by the Health Entity and/or paid as part of any event registration Staff Air Travel Guidelines Page 6 of 17

7 process. Meals paid for by the Health Entity cannot be claimed again, even if an alternative meal has been purchased. Payment of allowances is dependent on the employee staying in the type of accommodation claimed. Health entities reserve the right to request proof of the type of accommodation utilised (e.g. receipt or tax invoices), on the employee s return to work. Where there is an Industrial Award/Agreement entitlement for the actual cost of reasonable accommodation and associated travel costs to be claimed and the employee has not been paid an allowance in respect to the travel, and has been granted permission by the Area Health Service Chief Executive (or delegate) to pay for their meals and accommodation in the first instance, they should claim a reimbursement of actual accommodation, meals and incidental expense in the same manner as outlined below. Note: Where the Health Entity pays for the accommodation directly, the employer will not pay the employee the difference between the cost of the accommodation and the relevant Industrial Award/Agreement allowance. In line with Health Corporate Network Policy, all allowances and grants paid to employees will be recorded on their payment summary issued at the end of each financial year. It is therefore important that employees maintain relevant documentation for income taxation purposes. 3. Reimbursement of actual accommodation, meals, incidental and/or event registration expenses paid by employees (other than where an allowance is provided in advance) As previously outlined, WA Health s preferred approach is for travel related expenses to be paid using purchasing cards. In circumstances where it is neither possible nor feasible to do so, an employee may pay their own registration, accommodation and meals and be reimbursed the actual costs incurred. In order to do so, the employee s manager must first authorise the employee s request and ensure it is in accordance with the relevant Industrial Award/Agreement provisions. On completion of travel, the employee must ensure the appropriate claim form/s is finalised and forwarded to their respective manager (with a copy to the Travel Coordinator) within one month following the travel, together with the applicable reimbursement form. Any Goods and Services Tax paid by the employee will be reimbursed provided the documentation complies with relevant taxation legislation. Note: Meals paid for as part of accommodation package and/or event registration cannot be claimed as a reimbursement, even if the employee has purchased an alternative meal. Generally, the total amount reimbursed is not to exceed the amount authorised on the Application for Travel Approval Form. Employees cannot claim the difference between the amount actually paid for accommodation and meals and the amount the employee may be entitled to claim as an allowance as per their Industrial Award/Agreement. Any expenses reimbursed to employees under this arrangement will not be included on the employee s payment summary at the end of the financial year. Staff Air Travel Guidelines Page 7 of 17

8 4. Partly funded/joint Funded Travel Where travel, including any event registration, is only partly funded by WA Health, or where joint funding is provided either by the employee or another body, then the amount approved on the travel proposal form will be paid to the employee as an allowance in advance. The employee is not entitled to claim any further allowances after the completion of travel. Partly or joint funded travel means a reasonable percentage of the overall cost of the airfare, and/or accommodation and/or registration expected to be incurred in respect to that travel event. The Travel Coordinator will not undertake any bookings or registration on the employee s behalf. Instead, once approval has been provided, the Travel Coordinator, in conjunction with the employee, will arrange the amount approved to be paid as an allowance so as to assist the employee to make their own travel arrangements and payment of necessary expenses in advance (e.g. registration). In such cases the full amount paid will be included on their payment summary and they will be responsible for maintaining all necessary documentation for income tax purposes. However, where Health Entity funding is paid solely in respect to airfares or registration related to the travel event and is reasonably expected to cover the full cost of either of these, then the Coordinator will undertake the necessary bookings as outlined under the section for payment of a travel allowance for accommodation, meals, incidental expenses for frequent, extended and/or variable travel. That is, where the part funding is applied in full to the airfare or registration then the airfare or the registration bookings must be made by the Travel Coordinator as outlined earlier in this policy. All such payments by the Health Entity will be considered as an allowance or a grant. In line with Health Corporate Network Policy, all allowances and grants paid to employees will be recorded on their payment summary issued at the end of each financial year. It is therefore important that employees maintain relevant documentation for income tax purposes. It is important to note, that costing for all travel on official business, including that which is partly or joint funded, must comply with the Staff Air Travel Policy and these guidelines. This includes the requirement to make travel bookings against the mandatory contract and on the best fare of the day principle. TRAVEL UNDERTAKEN FOR PROFESSIONAL DEVELOPMENT FUNDED BY ALLOWANCES PAID UNDER INDUSTRIAL AGREEMENTS Under the provisions of some registered industrial agreements certain employees may receive an allowance or another component of remuneration in order to offset part of the cost of travel and other associated expenses (e.g. conference fees) when their accrued professional development leave entitlements are utilised. In accordance with the relevant industrial agreement, approval for this accrued professional development leave must be approved prior to the commencement of travel. Staff Air Travel Guidelines Page 8 of 17

9 In compliance with RiskCover and the WA Health Staff Air Travel policies if these employees wish to access WA Health s travel insurance they must complete a WA Health Staff Travel Application form prior to the commencement of their travel. The employee will be responsible for booking and payment of all their travel and associated costs. However, where the employee makes application to be covered by WA Health s travel insurance, the travel component will be officially recorded for insurance coverage, reporting and monitoring purposes. In such instances the employee will be required to submit a WA Health Staff Travel Application form and obtain the required travel approval before the travel commences. It is important that employees retain any receipts and maintain relevant documentation during their travel if they want to claim the travel for income tax purposes. Where the travel is to be funded 100% from the allowances or remuneration previously paid through payroll, the employee should place the wording 'privately funded' in the estimated costs column of the WA Health Staff Travel Application form to indicate that they are not seeking additional funding for the travel event. Employees taking leave (eg annual leave, long service level, ADO s, etc,) in conjunction with their official professional development leave are responsible for taking out personal travel insurance to cover their personal leave component of the travel, as it will not be covered by the WA Health Travel Insurance policy.. Where an employee is seeking additional financial support for part, but not the majority of the travel, from either the Consolidated Account or any specific purpose money account and/or sponsorship funds, approval for their travel must be obtained regardless of whether or not they wish to avail themselves of WA Travel Insurance cover. Only details of the additional funds and the necessary related accounting information need to be shown on the WA Staff Travel Application form, which must also indicate the major portion of the travel is being privately funded. The Health Entity retains the right to request proof that the amount of funding provided does not represent the full cost of the travel. Such additional funds will be paid as a grant or part allowance. As such, the amount will be recorded on the employee s payment summary at the end of the financial year. Again, it is important that the employee retains receipts and maintains relevant documentation during the course of their travel for income tax purposes. Staff Air Travel Guidelines Page 9 of 17

10 SPONSORED TRAVEL A WA Health Travel Application Form is required to be submitted for all sponsored travel regardless of: the type of sponsorship e.g commercial/private, non-commercial/association or procurement tender type sponsorship. the fact that the sponsorship request is to be separately documented. whether the sponsor or the Health Entity makes the travel bookings. Attractive offers, exceeding the basic travel requirements specified (e.g. offers for first class travel), must be declined, particularly where the sponsor elects to make and pay the airfares and accommodation and meals directly to a third party. Associated incidental expenses requested from any Health Entity funds, regardless of source, must be approved in advance of travel and claimed as outlined in these guidelines. Approval of all sponsored travel must be undertaken in accordance with Table 1 - Travel Approval Delegations of the Staff Air Travel Policy. Where the sponsor agrees to pay the Health Entity; requests the Health Entity to make the airline and/or accommodation bookings and then bills them or otherwise, makes other payment arrangements with the Health Entity, the procedures and payment processes outlined in these guidelines will apply. Under no circumstance should sponsorship funding be accepted directly by the employee. TRAVEL INSURANCE Provided the travel has been approved, in advance, in accordance with the Staff Air Travel Policy, employees are covered for insurance purposes whilst travelling on official business that involves an overnight stay away from their usual place of residence. Such cover will also include any leisure activity undertaken by the employee during the Authorised Business Travel, provided that the leisure activity is not undertaken during a period exceeding 2 days of annual, long service leave or special leave entitlements (ADO s, TOlL) that may be taken in addition to the travel event which has been approved. Except as outlined below, the insurance cover shall commence from the time the employee leaves his/her place of residence or place of employment (whichever is the place of departure for the commencement of the travel) and be continuous on a full time 24 hour a day basis until the employee returns to his/her place of residence or place of employment, whichever first occurs at the termination of such business travel, without deviation or interruption. In the event of any interruption to the travel of more than 2 days, for any authorised leave entitlement, then the employee will need to obtain their own personal travel insurance cover for the whole of the period taken for the leave entitlement (including the 2 day period allowed), but only up to the date the employee recommences the Authorised Business Travel. Staff Air Travel Guidelines Page 10 of 17

11 UPGRADING CLASS OF TRAVEL AT OWN EXPENSE Employees may update to business class at their own expense but only where the booking: o is made through a Travel Coordinator; o it is with a Common Use Agreement provider; and o the employee pays the Health Entity the difference between the best fare of the day and the applicable upgrade fare, in full prior to the travel having commenced. A copy of the best fare of the day must be retained on file for audit purposes. If an employee travels without the difference in the fares being paid, they will also be responsible for all costs incurred by the Health Entity, including debt collection and legal fees in recovering the debt, should this be required. MONITORING AND REPORTING REQUIREMENTS The State Government requires Departments and other Public Sector Agencies to exercise the strictest economy and accountability in relation to publicly funded domestic or overseas air travel, and to ensure that such expenditure realises tangible benefits for the State. The Director General and Area Health Service Chief Executives are responsible for ensuring that travel and travel expenditure is properly controlled and accounted for, including adequate public disclosure of the full cost of travel undertaken by all WA Health employees. WA Health is required to monitor and report on all overseas and interstate travel undertaken by its employees in accordance with government requirements. The Area Health Service Chief Executive is to provide a monthly return to the Director General within fourteen days of each month, using the Monthly Travel Application Summary. These returns must include justification for multiple attendees. Returns must be completed even where the Director General or Minister approved the application. WA Health is required to submit summaries of travel undertaken to the Department of Premier and Cabinet on a quarterly basis. A summary of overseas and interstate travel undertaken by each Minister and Government employee during each quarter of the year will be published by the Department of Premier and Cabinet. The information required to summarise travel is included in the Quarterly Interstate/Overseas Travel Return. This information must be submitted by health entities to the appropriate officer within WA Health. Separate returns are required for overseas and interstate travel. Where there has been no overseas or interstate travel, a nil return will be submitted. Staff Air Travel Guidelines Page 11 of 17

12 COMMON USE AGREEMENTS FOR TRAVEL RESERVATIONS Domestic Air Travel (intrastate and interstate travel (CUC 92202, mandatory): Carlson Wagonlit Travel Tel: ; Fax: Emergency after hours: Toll free: (within Australia) International Air Travel (CUC 15199, non-mandatory): Carlson Wagonlit Travel American Express International Inc Globetrotter Qantas Airways Ltd Trinity Worldwide Travel (part of Professional Travel Services) Tel: ; Fax: Emergency after hours: Toll free: (within Australia) Tel: ; Fax: After hours: Tel: ; Fax: Tel: Fax: Tel: (24/7) Fax: / These companies cover international travel reservation services, including arranging travel, developing itineraries, travelling out of hours and emergency services, assisting with passport and visas, booking services such as accommodation, car hire and coach or train connections and financial services such as travellers cheques. International travel bookings can be made outside the nominated contract provided the final fare is cheaper and at least one quote from the panel of contractors has been sourced as a benchmark. Staff Air Travel Guidelines Page 12 of 17

13 WA HEALTH STAFF TRAVEL APPLICATION FORM This form is located on the Health Corporate Network Intranet site under Forms. Then follow the links to Finance and Accounts Payable and the form itself. The form number is ST1 WA Health Staff Application Form. Both Electronic and Printable forms are available. Instructions in respect to completing the form are also available together with all necessary accounts payable forms required to make necessary payment to staff and other parties in respect to events related to travel. Link to electronic form version: 7_ &_dad=portal&_schema=PORTAL Link to printable form version: 7_ &_dad=portal&_schema=PORTAL Link to HCN Home Page: Staff Air Travel Guidelines Page 13 of 17

14 Officer Dates of Travel (Departure and Return) WA HEALTH Monthly Travel Application Summary For Month Ending dd/mm/yy Purpose of travel Destination No. of Staff Class of travel Funding Source Jane Jones 04/08/01-08/08/01 Cardiac Society Conference Auckland 6 B Trust (GRASP) Total Cost of travel Total Cost of relief Cont Benefit $2,750 No Staff Air Travel Guidelines Page 14 of 17

15 WA HEALTH Key To Monthly Travel Application Summary Officer Name and title of the officer applying to travel Dates of Travel (Departure and Return) The dates that the officer will depart from and return to work. (Not the travel departure and return dates) Purpose of Travel Title of the conference or developmental event. If the purpose of the travel is to visit other institutions, this should be stated and the institutions named. Destination The name of the city or cities to which the applicant wishes to travel. No. of Staff The number of staff applying to travel to the same conference or other development event, or visit from the hospital or health service. Class of Travel The class of travel approved by the health service on the basis of contractual entitlement - F for first class, B for business class, E for economy. Funding Source Where the source of funding for the proposed travel is from an operating account of the health service, it should be identified as CRF. Where the funding for the proposed travel has been approved from any trust or savings fund within the health service, such as a Clinical Staff Education Fund, General Research and Special Projects Fund, Nursing Research and Special Projects Fund or any research or other fund or trust, it should be identified as TRUST (name of the fund). Where the source of funding for the travel is met in part or in full by external sponsorship it should be identified as Sponsored and details provided in an attachment regarding the source of sponsorship. The Director General and Minister reserve the right to refuse approval to an application where there is any possibility of a real or perceived conflict of interest. Total Cost of Travel This should include all costs to be met by the health service in any way from the proposed travel. The final figure should include actual travel costs, fares, accommodation, incidentals, "Capital City" allowances, meals, registration fees. Staff Air Travel Guidelines Page 15 of 17

16 Total Cost of Relief The total of any costs associated with the staff members absence leave, relief or locum replacements. This includes using existing staff to work extra shifts or increase caseload to cover the absence. Where the absence of the staff member will result in any disruption to services, details should be provided in a separate attachment regarding the disruption and actions proposed by the hospital or health service to eliminate or minimise that disruption. Cont Benefit Please advise yes or no as to whether or not the staff member has a contractual right to travel and/or conference leave in their current contract of employment. Staff Air Travel Guidelines Page 16 of 17

17 QUARTERLY INTERSTATE/OVERSEAS TRAVEL RETURN MINISTER: PERIOD ENDING: PORTFOLIO: AGENCY TITLE: MINISTER/OFFICERS DATES OF TRAVEL PURPOSE OF TRAVEL DESTINATIONS CLASS OF TRAVEL SOURCE OF FUNDING BREAKDOWN OF COSTS TOTAL COST OF TRAVEL *Please indicate if non-agency staff Departed Returned Brief description - eg International Conference on Primary Health Care LIST ALL ACRONYMS DEFINITIONS ON A SEPARATE SHEET *Not Intrastate B = Business E = Economy Refer to Funding Codes eg: CF or CF/SELF *Airfare *Registration Fees *Accommodation & associated costs (Incurred by WA Govt) TOTAL $0.00 NB: If there is more than one source of funding eg CF/SELF please indicate in the breakdown of costs the source of funding next to each component eg: CF = Airfare, SELF = Accommodation etc Staff Air Travel Guidelines Page 17 of 17