As required, staff may travel on behalf of the University on official business.
In instances where a University credit card can’t be used, staff can apply for a travel advance using the non-order payment request form.
A travel advance can be paid to staff up to 85% of estimated travel costs. No further advance will be provided until an acquittance is substantiated.
How to acquit a travel advance
Staff are asked to acquit a travel advance with original tax invoices and receipts within one month of return from a trip. It’s important to note, an EFTPOS docket or credit card authorisation slip does not satisfy this requirement.
- Step 1: complete a Non-Order payment request form (please select “Substantiation” after opening the spreadsheet on “Step 1” sheet)
- Step 2: obtain approval from a delegated staff member for the claimed expenditure
- Step 3: forward the claim to the accounts payable team for processing.
In acquitting the travel advance, you must clearly identify and certify that any costs claimed have been paid from the travel advance and not charged to your University credit card.
End of financial year reconciliation
At the end of each financial year (30 June), any travel advance requiring substantiation that has been outstanding for more than four months from the date of return from official business travel, will be included in the traveller’s payment summary as a reportable fringe benefit from a taxation perspective.
The only exception to this is when the Manager (Accounts Payable) is provided with a sufficient explanation why the advance remains unsubstantiated.
Once recorded on the your end of year payment summary, this amount is taxable in the hands of the employee and is irrevocable.