OTAGO POLYTECHNIC MANAGEMENT POLICY Number: MP0446.05 Title: Travel on Otago Polytechnic Business ITPNZ Standard: 4 Staff Selection, Appraisal and Development Chief Executive Approval: Approval Date: 30 Apr 2015 Effective Date: 30 Apr 2015 Previous Policy Number: na Review Date: As required Contact Authority: Director: Organisational Development Status: Current Purpose To ensure that expenses related to Otago Polytechnic Business travel and associated activities are handled consistently and to advise Otago Polytechnic employees of guidelines for appropriate expenditure in relation to travel and to ensure that employee travel is funded appropriately. All employees can make a substantial and positive contribution to controlling Otago Polytechnic expenses by ensuring the maximum value for money is obtained and wastage minimised through compliance with this policy. Background Definitions From time to time, Otago Polytechnic staff are required to travel as part of completion of the responsibilities of their position. Guidelines are required for this travel. Travel - Travel includes air flights, car rentals, bus/ferry charges, accommodation and hotel related expenses plus any other travel related expenditure. Contracted Travel Management Company Otago Polytechnic s contracted Travel Management Company for travel and associated services is engaged to effect the highest overall standards of quality, price and service to Otago Polytechnic. Volume discounts can only be obtained if bookings are made through the Travel Management Company. This also ensures that accurate details are recorded for travel reporting purposes. Actual and Reasonable Expenses - Includes approved costs which are actually incurred and deemed to be a reasonable standard and price for the Otago Polytechnic employee. These must be supported by receipts. Travel Co-ordinator - The School/Service Area Administrator is the designated Travel Co-ordinator for each School or Service Area. Staff are not permitted to book their own travel unless they have prior approval. Accommodation - Accommodation may include other actual and reasonable related expenses incurred during a stay such as meals, phone calls etc incurred during a hotel stay. Note that movies and mini bar are not allowable Otago Polytechnic expenses and if used must be paid for by the staff member. Airline Lounge Membership Otago Polytechnic staff may be entitled to an Airline Lounge Membership as a business expense if they travel at least 12 domestic/international return trips per annum, on a yearly basis. http://creativecommons.org/licenses/by/3.0/nz/ Page 1 of 6
Policy Otago Polytechnic will meet approved actual and reasonable costs of approved business related travel and related activities for authorised staff. This policy applies to the purchasing and use of Otago Polytechnic domestic and international travel by any Otago Polytechnic employee. Approvals Prior delegated approval is required for all travel within budget as follows: International Travel For: Chief Executive Leadership Team Member Head of School/Service Manager All other staff (excl AIC) All AIC staff Approved By Council Chair Chief Executive Leadership Team Member Leadership Team Member Member of the OPAIC Board Domestic Travel ** Approved By Chief Executive Chair of Council * Leadership Team Member Chief Executive * Head of School/ Service Manager Leadership Team Member (or delegate) All other staff (excl AIC) Head of School/Service Manager (or delegate) All AIC staff Member of the OPAIC Board* * Approval is processed retrospectively on a monthly basis. ** Note with the exception of Perth and Darwin, Australia is regarded as domestic travel. Procedures 1. Conference Attendance Leadership Team have the delegated authority to approve travel to present conference papers or attend conferences (both domestic and international) if the following conditions are met: 1.1 Any travel that is required as part of an Individual Development Plan or Research Plan must be prior approved as part of those planning processes and budgeted for. 1.2 If presenting a paper the staff member, either prior to or after the conference, presents their paper, preferably in an open lecture organised through the School or Research Office. 1.3 That the staff member presents, specifically to their own school or programme area, feedback on their impressions of and major themes of the conference. 1.4 That approved budget provision has been made for the conference registration, accommodation and travel. 1.5 That persons travelling overseas maximise and take advantage of all opportunities to present their research interests, consult with colleagues involved in like programmes or formally visit other organisations in the locality. 2. Booking Travel 2.1 All travel to be paid for by Otago Polytechnic must be booked through the http://creativecommons.org/licenses/by/3.0/nz/ Page 2 of 6
Travel Coordinator in the employee s school or service area. 2.2 Otago Polytechnic purchase order numbers must be quoted at all times to the Travel Coordinator when making travel arrangements. 2.3 Changes and alterations to travel arrangements should be made through the Travel Coordinator, unless an emergency situation arises. 2.4 All travel requirements should be booked through Otago Polytechnic s contracted and exclusive Travel Management Company. 2.5 Staff are not permitted to use personal credit cards to pay for any travel/accommodation UNLESS there is no other method of payment available or an emergency situation arises. 2.6 Otago Polytechnic has an open skies policy. This means that all travel for Otago Polytechnic business must be booked on the airline offering the cheapest fare available at the best time on the day. There will be no preferences for one airline over another. 2.7 Air Travel is to be booked at the earliest possible opportunity to achieve the cheapest fares possible. Travel by economy airfare is the default. Other classes of travel, including premium economy, require approval. If there are medical/health or operational effectiveness reasons to upgrade, this must be approved by the person s manager. In the case of Leadership Team, the Chief Executive s approval is required. 3. International Travel International travellers on corporate business for more than two days may elect one of two methods of covering expenditure: (a) (b) Actual and Reasonable. All legitimate business expenses may be charged, expended against a cash advance or reimbursed. All receipts over the equivalent of NZ$20 must be retained and furnished in a reconciliation to the immediate line manager. Daily Allowance. Otago Polytechnic employees may elect to have a daily allowance appropriate to the country/countries of travel. The purpose of the per diem is for all expenses outside major travel fares and direct room charges. These include transfers, meals, refreshments, communications, gifts and miscellaneous items. The amount of the daily allowance is to be agreed with the appropriate authorising manager prior to travel. There is no need to furnish receipts for expenditure when a Daily Allowance is being paid. The rough maximum guide of $100 per day in the currency of country the person is travelling in is to be followed (ie $100 AUD per day, $100 USD or 100 pounds). 4. Rented Vehicles, Taxis and Use of Private Vehicles 4.1 All Otago Polytechnic business related driving must occur in accordance with MP0417 Driving and Vehicle Safety. 4.2 Rented vehicles should be booked by the Travel Coordinator in the employee s school or service area through the Travel Management Company, or directly through the contracted rental vehicle agent if necessary. http://creativecommons.org/licenses/by/3.0/nz/ Page 3 of 6
4.3 Rented vehicles should only be used when other means of transport are unavailable, impractical or more costly. The use of rented vehicles must be justified as a business need, rather than a personal preference and authorised by the Leadership Team member. 4.4 All rentals should be for small or intermediate sized vehicles. If three or more passengers are travelling together, a larger car may be required. 4.5 All vehicles rented within New Zealand are covered under Otago Polytechnic s commercial motor vehicle insurance for any staff who are driving on business authorised by the Polytechnic, therefore Hire Company insurance should not be taken. 4.6 Where a staff member travelling on business within New Zealand for the Polytechnic determines that they require a rental vehicle which has not been pre-approved and booked, then they will pay for this personally and seek reimbursement from the Polytechnic. The Polytechnic s vehicle insurance will cover this rental, since it is for business that has been authorised by the Polytechnic. 4.7 For overseas rented vehicles, full insurance cover must be included as part of the rental agreement. 4.8 Otago Polytechnic staff should re-fuel rented vehicles before returning to the agent to avoid surcharges and high fuel costs. 4.9 The original vehicle rental agreement must be returned with any expense report or reconciliation. 4.10 Under no circumstances may a rented vehicle be driven by anyone other than the hirer or an alternative driver recorded on the vehicle rental contract. In general, all drivers are expected to be Otago Polytechnic employees. However, non-employees may be the alternative driver where no other Polytechnic employees are available and under the condition that they have a full, current drivers licence. 4.11 Otago Polytechnic will meet the cost of taxi fares and other local transport costs when used for business purposes. Staff are expected to share taxis wherever possible. 4.12 Taxi charges should be paid by the employee and claimed back, unless the employee has taxi chits or a taxi charge card. 4.13 Private vehicles must only be used in the absence or unavailability of an Otago Polytechnic vehicle or inability to use a taxi or rented vehicle. Use of a private vehicle must be approved by the manager prior to the commencement of the travel or reimbursement will not be paid The following reimbursement can be claimed and includes the cost of petrol in the daily amount: Whichever is the lesser of: 1. 77c per Km (IRD rates) OR 2. A maximum for one round trip of $180 4.14 Otago Polytechnic employees are required to follow all traffic and road laws. Otago Polytechnic accepts no responsibility for misdemeanours or http://creativecommons.org/licenses/by/3.0/nz/ Page 4 of 6
traffic offences committed by staff while driving any vehicle. This includes parking or speeding fines. 5. Accommodation 5.1 Accommodation must be booked by the Travel Coordinator in the employee s school or service area through the Travel Management Company because preferred agreements and discounted rates have been set in place. 5.2 Accommodation should be charged back to Otago Polytechnic whenever possible. However, if not practical, expenses can be paid by credit card on check out. The folio bill and receipt must be retained by the traveller for reimbursement purposes. 5.3 Accommodation bookings are to be at the economy standard within NZ. The norm will include single room with bathroom facilities. 5.4 Mini bar facilities must not be used for meals or refreshments and mini bar use is the responsibility of the employee and will not be paid for by Otago Polytechnic. 6. Other Travel Related Costs 6.1 Otago Polytechnic will meet travellers actual and reasonable costs including gifts, taxis, parking charges, meals, Business Centre charges, business and occasional private telephone calls, visas, airport taxes, preventative inoculations, and travel medications. They may be appropriately charged or reimbursed (on the production of receipts) or covered through daily allowances. 6.2 Travel and related expenses by spouse/partner/family members are not legitimate business expenses unless it can be demonstrated and approved by a Leadership Team member, or Chief Executive for Leadership Team, that their presence is both essential and directly related to the effective accomplishment of Otago Polytechnic business. 6.3 Excess baggage charges will not be covered by Otago Polytechnic unless they are business related. 6.4 Otago Polytechnic employees are responsible for making their own travel reimbursement claims. Full explanatory documentation is required to accompany claims - EFTPOS slips do not contain sufficient evidence of expenditure. 7. Airline Lounge Memberships 7.1 Otago Polytechnic staff may be entitled to an Airline Lounge Membership as a business expense if they travel at least 12 domestic/ international return trips per annum, on a yearly basis. 7.2 Airline Lounge membership payments require a Leadership Team member signoff for staff, or Chief Executive signoff for Leadership Team members, and are to be reviewed annually against planned travel. 8. International Travel Insurance http://creativecommons.org/licenses/by/3.0/nz/ Page 5 of 6
8.1 Staff eligible for travel insurance through Otago Polytechnic include: (a) (b) (c) staff travelling on Otago Polytechnic business (insurance will be covered and paid for by Otago Polytechnic) tenured staff travelling for personal reasons (paid for by the staff member) staff must ensure travel insurance is arranged for international travel on Otago Polytechnic business 8.2 The Travel Co-ordinator or traveller must complete the travel insurance request form and notify the Contracts Office in advance of the dates of travel, so it can be officially documented for our insurer. 8.3 The Travel Management Company will remind staff when booking to ensure that they have arranged travel insurance through the Contracts Office, Otago Polytechnic. 8.4 The Contracts Office will do a weekly check against a report on confirmed international bookings to see if any of these have not requested Otago Polytechnic travel insurance and will email those travellers with the policy position and a travel request form. 8.5 Discounted travel insurance rates are available to staff and their spouses/partners. 9. Safety 9.1 The requirement to recruit international students or develop international linkages will not require travel to destinations where the safety of Otago Polytechnic staff is likely to be put at risk. Every staff member is encouraged to discuss any concerns regarding the health, safety and appropriateness of any location, accommodation or transport with those who hold discretion and accountability for travel expenditure. 9.2 Otago Polytechnic staff may refuse to travel if they reasonably believe that their health and/or safety could be compromised. Likewise, Otago Polytechnic Management may also prevent an employee from travelling for the same reasons. 10. Private Travel (Non Otago Polytechnic Business Related) 10.1 Otago Polytechnic rates and benefits are available to staff who pay and travel privately. Staff should identify themselves to Otago Polytechnic s contracted Travel Management Company to receive recognition. 10.2 If personal, travel must not be charged to an Otago Polytechnic account for any reason. Note that where no additional cost is borne to the Polytechnic, we encourage staff to arrange stop-overs or lengthen the time away for use of annual leave to travel should they wish to do so. This must always be approved by the person s manager. Referral Documents MP0417 Driving and Vehicle Safety Approved by Chief Executive Date: 30 April 2015 http://creativecommons.org/licenses/by/3.0/nz/ Page 6 of 6