1. OVERVIEW TRAVEL POLICY GP SUPERVISORS Where Tropical Medical Training (TMT) GP Supervisors are required to travel on behalf of TMT, all reasonable expenses will be reimbursed where appropriate and in accordance with this policy. All travel undertaken by GP Supervisors must be booked and paid for by TMT. GP Supervisors must not book and pay for any travel and/or accommodation and claim reimbursement of these expenses from TMT (exception to this outlined in section 8.2 and 9.3). 2. PURPOSE This policy provides general information on the reimbursement of travel expenses for GP Supervisors when travelling on official TMT business/attending TMT education events. 3. SCOPE TMT GP Supervisors 4. MEALS Where GP Supervisors travel on behalf of TMT they will be reimbursed for actual reasonable meal and incidental expenses up to the limits outlined below. Breakfast $25.00 Lunch $25.00 Dinner $50.00 (may include 1 alcoholic drink) GP Supervisors are entitled to claim reimbursement of meal expenses under the following official TMT business travel departure and return times: Breakfast: The GP Supervisor departs earlier than 7:30am or returns later than 7:30am; Lunch: The GP Supervisor departs earlier than 1:30pm or returns later than 1:30pm; Dinner: The GP Supervisor departs earlier than 7:00pm or returns later than 7:00pm. To claim meal expenses a TMT Claim for Reimbursement Form must be completed and submitted to the TMT Finance Team with supporting tax invoices for all items claimed. Claims must be submitted with 1 month of the date of travel. Any Supervisors who do not provide Tax Invoices or process claims after 1 month of travel may risk their claim being denied by TMT. 5. TRAVEL TO AND FROM AIRPORT AND OTHER TERMINALS GP Supervisors may claim reimbursement for travel to and from the airport, railway or coach terminal at both ends of the journey. Taxi fare or mileage plus parking charges will be reimbursed on production of claims, receipts and/or tickets. Car hire expenses will not be reimbursed by TMT unless prior confirmation and approval is sought from TMT. 6. MILEAGE Where the use of a private motor vehicle for official TMT business has been authorised, reimbursement may be claimed based on the number of kilometres travelled. The current motor vehicle allowance rates are as follows: Page 1 of 5
Engine Capacity and Rate Cents per Kilometre Above 2600cc $0.77 1601cc to 2600cc $0.76 1600cc or less $0.65 GP Supervisors who use their private motor vehicle in place of air travel will be reimbursed mileage up to the same cost as an equivalent airfare (airfare cost is based on the average cost of flights to that destination as provided by TMT s corporate travel provider) (based on Section 8). Mileage over the cost of an equivalent airfare will not be reimbursed. 7. ACCOMMODATION 7.1 MINIMUM STANDARD ACCOMMODATION GP Supervisors will be provided with accommodation that is at least consistent with the 3 Star rating used in RACQ accommodation directories (ie, well-appointed establishments offering a comfortable standard of accommodation) except where this standard is not available at a particular centre. TMT may utilise a higher standard/cost of accommodation where appropriate (for example, conference venue, location of hotel in relation to work site, availability of lower priced accommodation). 7.2 ACCOMMODATION LIMITS Despite the minimum 3 star accommodation rating, the following accommodation limits will apply: Place Accommodation Rate per Night Capital cities Adelaide $220.00 Brisbane $240.00 Canberra $250.00 Darwin $265.00 Hobart $200.00 Melbourne $265.00 Perth $275.00 Sydney $265.00 Other areas not listed above Please refer to TMT Business Services Manager for appropriate rate North Queensland Airlie Beach $140.00 Atherton Tablelands $120.00 Page 2 of 5
Place Accommodation Rate per Night Ayr $120.00 Cairns $170.00 Charters Towers $110.00 Cloncurry $180.00 Collinsville $110.00 Cooktown $120.00 Ingham $120.00 Innisfail $110.00 Longreach $140.00 Mackay $200.00 Mount Isa $180.00 Thursday Island $185.00 Townsville $170.00 Port Douglas $140.00 Proserpine $110.00 Sarina $110.00 Other areas not listed above Please refer to TMT Travel Manager for appropriate rate 8. AIR TRAVEL 8.1 BOOKING FLIGHTS Air travel for GP Supervisors will be booked using the best available fare on the day of booking on any available commercial airline. All airfares to and from TMT run events must be booked by TMT unless prior approval has been granted for that GP Supervisor to book their own flights (exception to this outlined in section 9.3). All flight requests to and from TMT events will be taken into consideration however TMT will always book GP Supervisors on the cheapest flight available within reasonable timeframes of that request or the time requirements of the event they are attending. Page 3 of 5
8.2 TRAVELLING WITH PARTNERS/ FAMILY Where GP Supervisors wish to travel with their partner or families and require fares to be booked together, the GP Supervisor will book and pay for their own travel requirements. The GP Supervisor may then claim the cost of their portion of travel up to the limits outlined in this policy. TMT will ONLY fund the airfare of the GP Supervisor attending the event or training. TMT will only refund up to the equivalent cost of the airfare at the close of registration for that event. Any additional fees to upgrade change or make a last minute booking will not be reimbursed. GP Supervisors must complete a Claim for Reimbursement Form and return to TMT with a copy of the travel invoice outlining the travel in their own name. TMT will reimburse flight costs after the travel has been made. 9. PROCEDURES 9.1 CLAIMING TRAVEL ALLOWANCES OR REIMBURSEMENT OF EXPENSES For all travel reimbursements and mileage claims a TMT Claim for Reimbursement Form must be completed and submitted to TMT with supporting tax invoices for all items claimed within 1 month of the event attended. 9.2 BOOKING AIR TRAVEL AND ACCOMMODATION All GP Supervisors must complete and sign a TMT Travel Booking Form or Conference/Meeting Registration prior to any travel and/or accommodation being booked by TMT. 9.3 ECT VISITS Where GP Supervisors are travelling for External Clinical Teaching visits, the GP Supervisor is responsible for booking their own travel arrangements (unless TMT advises at the time of confirmation of the visit). TMT will reimburse GP Supervisors for expenses incurred while travelling to and from an ECT visit, including meals as per limits and conditions set out in Sections 4,5,6,7 and 8. Please note prior approval must be sought for all overnight stays, hire vehicle and any additional expenses not listed in this policy. All expense claims must be submitted via a TMT Claim for Reimbursement Form completed and submitted to TMT within 1 month of travel and with supporting tax invoices for all items claimed. Any supervisors who do not provide Tax Invoices or process claims after 1 month of travel may risk their claim being denied by TMT. For more information on ECT Visit policies and procedures please refer to form Tax Invoice for External Clinical Teaching Visit Page 4 of 5
9.4 AMENDMENTS/CHANGES TO TRAVEL ARRANGEMENTS All requests from attendees for amendments to travel, already booked by TMT, will attract an amendment fee and additional payment, should the cost of the amended travel exceed the original cost of the travel arranged. All additional fees (due to changes) will be at the cost of the GP Supervisor, unless pre-approved by TMT s Operations Manager or CEO. 9.5 CANCELLATIONS For all cancellations GP Supervisors are required to provide the reason, in writing, for the cancellation. If the cancellation is due to illness a doctor s certificate will be required. If no notice is given or the reason for cancelling is not deemed reasonable by TMT GP Supervisors may be responsible for all travel cancellation costs. Page 5 of 5