InformationforTravelers–Student/GuestTravel

StepOne–PlanyourTravel

Prepareanestimatedbudget.Quotesforairfares,accommodationandcarhiremustbeobtainedfromCorporateTravelManagement(CTM).ContactdetailsforCTMareonpage02.PleaseNote:nobookingsaretobemadeatthistimeonlyquotes.

StepTwo–CompleteTravelRequestForm

DownloadaTravelRequestFormfrom:https://www.jcu.edu.au/financial-and-business-services-internal/idcplg110.pdf

Hintsforfillingoutthetravelrequestform:

• TripTrackerNumber–isonlyrequiredandismandatoryforresearch-related(field)trips

• CommentsSection---noteifacashadvanceorreimbursementbeforetravelwillberequiredforanyofthebudgetexpenses.Cashadvancesareonlyavailableinexceptionalcircumstances(travellingtoareaswithnocreditcardfacilities).Pleasenotethatcashadvancesandreimbursementswilltakeatleasttwoweekstoprocess.

• TravelRequestForm---Part2(2ndpage)–iscompleteduponreturnwhenreimbursementisrequired

• TravelDiary(3rdpage)–isonlycompletedwhenbusinesstravelincludesanelementofPrivateTravel

• OtherAttendees–tobecompletedbytheOIC(OfficerinCharge)ofFieldTripsandshouldincludethenamesofthestudentsand/orguestswhosetraveldatesandmodesmatchthosenotedatthetopofPart1.IfthetraveldetailsofanyoftheOtherAttendeesdiffer,oriftheywillbeclaimingreimbursementsfortravelexpenses,theywillneedtocompletetheirownTravelRequestForm.

IMPORTANT–Signtheformelectronically.Formsthatarenotdigitallysignedwillbereturned.

StepThree–Collatesupportingdocumentationandsubmitallpaperworktodtestravel@jcu.edu.au

SupportingdocumentationincludesthatlistedintheattachedDTESTRAVELREQUIREMENTSdocumentplus:

• Privatemotorvehicle:Ifusingyourownprivatevehicleasamethodoftravel,theattachedPrivateMotorVehicleformneedstobecompleted.

• Ifyouareanewtraveleryou will need to createa travelprofile (see the notes in this package on how to request a travel profile).

• Ifyouintendtoseekareimbursementandhavenotpreviouslyreceivedpaymentsfromtheuniversity,completetheattachedDomesticCreditorForm.

Submittheseforms,alongwithyourTravelRequestFormtodtestravel@jcu.edu.au

Youwillreceiveanemailconfirmationofreceiptofyourformwithin48hours.Ifyoudonotreceiveconfirmationwithin48hours,pleasecallMargaret47815039orTammy47816385

Onceprocessed,youwillreceiveaTravelRequestnumber.

StepFour–BookingTravel

ConfirmyourtravelbookingsthroughCorporateTravelManagement.YouMUSTquotethetravelrequestnumberallocatedbyourteaminordertofinaliseyourbooking.Bookingswillnotbeconfirmedwithoutthisnumber.PleaseNote:ifaccommodation,airfareorcarhirebookingsarenotorganisedthroughCorporateTravelManagementCompany(CTM),theuniversitymaynotcovertheassociatedcosts.

Pleasenotethataccommodationischargedoncheckoutandwillnormallyberefundeduponreturnfromtravel.CTMdonotpayforaccommodation.

IMPORTANTTimeframestoRemember:

DOMESTICtravel–beginthecompletionofrelevantformsandsourcingofapprovalsaminimumof3weekspriortotravel

INTERNATIONALtravel–beginthecompletionofrelevantformsandsourcingofapprovalsaminimumof6weekspriortotravel

StepFive–PrepareforTravel

Ifyouhaverequestedacashadvanceorneedtobereimbursedforoutofpocketexpensespriortotravel,ensureyouhavefollowedthisupbycontactingdtestravel@jcu.edu.auwhocanconfirmpaymentdates.

StepSix–UndertakeTravel

Ensureallreceiptsforexpensesarekept.ReceiptsmustmeettheAustralianTaxationOfficerequirementsandmustnotbeEFTPOSreceipts(receiptthatisreceivedwhenmakingpaymentbycreditcard).

Ifyouaretravellingtoaremoteinternationaldestinationwerecommendtakingareceiptbooksothedetailsofthepurchasecanbewrittendownandsignedbythesupplier.

Pleasereviewtheinformationat:https://www.jcu.edu.au/global-mobility/how-do-i-apply/travel-insurance-and-jcu-customer-care-medical-assistance-membershippriortotravel

StepSeven–Acquit/ReconcileTravel

Within14daysofyourreturn,scanallreceiptsandcompletethereimbursementspreadsheet(thiswillbesenttoyouuponyourreturn)andemailtodtestravel@jcu.edu.auforprocessing.

PleaseNote:Expensesrelatingtoprivatetravelorthatarenotincidentaltoyourtripwillnotbereimbursed

Corporate Travel Management OfficeHours:MondaytoFriday,0800to1800hoursPhone:1300546094Email:jcu@travelctm.com24HourEmergency:TollFree1800663622

DTESTRAVELREQUIREMENTS• Determineiftravelinvolvesafieldtrip(seebelowdefinition)

o Ifyes:consultbluefieldtripcolumnsinTable1(domestic)orTable2(International)fortravelrequirements.

o Ifno:consultblacktravelcolumnsinTable1(domestic)orTable2(International)fortravelrequirements.

Note:ariskassessmentinriskwareisrequiredforallfieldtripsandforallinternationaltravelwheretheDFATtravelwarningis“reconsider

travel”orabove.

o Fieldtripdefinition:Anyapprovedwork/activityforthepurposeofwork,studyorresearchthatisconductedbyJCUstaff,postgraduatesandundergraduatestudentsandvolunteersatvariousfieldsites

whichareoffcampus.Thisincludesurban,rural,terrestrial,freshwater,marineorremotelocations.

o Remotefieldtrips:thosethatoccurinlocationswheremedicalassistancecannotbeprovidedwithin

halfanhourinanemergencysituationdueeithertolocation,timeornatureoffieldtrip.o Thefollowingtypesoftravelarenotconsideredfieldtrips:

i. Inter-campustravel(Townsville,Cairns,Singapore)

ii. Visitstourbanofficelocations

iii. Non-campusmeetings(*exceptinremoteareas)

iv. Attendingconferences

v. Visitstourbanareaswhereparticipantsareconsideredtobeanaudience

vi. Locationreconnaissanceinanurbanarea

vii. Travelwithinanurbanarea

viii. Traveltoresearchstationsfornon-fieldorlaboratorywork(egmeetings/maintenanceworkon

buildings)

DOMESTICTRAVELREQUIREMENTS

DOMESTICFIELDTRIP DOMESTICMEETING/CONFERENCE*STAFF STUDENTS STAFF STUDENTS/GUESTS

SubmissionmethodFRAEDOMTRAVELREQ ü*** n/a ü n/a

TRAVELREQUESTFORM

(dtes.travel@jcu.edu.au)n/a ü n/a ü

Supportingdocumentation**RISKASSESSMENT(Riskware) ü ü n/a n/a

FIELDTRIPMODULEAPPROVAL ü ü n/a n/a

FIELDTRIPMODULERECORD ü ü n/a n/a

INTERNATIONALTRAVELREQUIREMENTS

INTERNATIONALFIELDTRIP INTERNATIONALMEETING/CONFERENCE*STAFF STUDENTS STAFF STUDENTS

SubmissionmethodFRAEDOMTRAVELREQ ü*** n/a ü n/a

TRAVELREQUESTFORM

(dtes.travel@jcu.edu.au)n/a ü n/a ü

Supportingdocumentation**

RISKASSESSMENT(Riskware) ü üONLYForDFATlevel:

“reconsidertravel”or“donottravel”

ONLYForDFATlevel:“reconsidertravel”or“do

nottravel”FIELDTRIPMODULEAPPROVAL ü ü n/a n/a

FIELDTRIPMODULERECORD ü ü n/a n/a

SmartTravellerDFATadvice ü ü ü ü

Statementconfirmingtraveltoareasclassed

as“Reconsideryourneedtotravel”or

“Donottravel”

ü ü ü ü

TravelJustificationStatementONLYForDFATlevel:“reconsidertravel”or

“donottravel”

ONLYForDFATlevel:“reconsidertravel”or“do

nottravel”

ONLYForDFATlevel:“reconsidertravel”or“do

nottravel”

ONLYForDFATlevel:“reconsidertravel”or“do

nottravel”* notincludingresearchrelatedactivities(biologicalorenvironmentalsampling,boating/diving,fourwheeloroffroaddrivingetc).

**Supportingdocumentationtobeattachedtotravelrequestsubmission,eitherinFraedom(staff)orviaemailtodtes.travel@jcu.edu.au(studentsand

guests)

***WhensubmittingaFraedomtripforaFieldTrip,ensurethatthe“Description”includesthewords“fieldtrip”

HowtoattachtraveldocumentationtoFraedomTravelRequest

1. CompleteyourFraedomTravelRequisitionaspertheinstructionsathttps://www.jcu.edu.au/student-services-directorate-internal/resources/business-process-library/how_to2/jcu_148253.pdf

2. AtStep20,ontheCodingtabyouwillneedtoattachyourtraveldocumentationaspertheDTESTravelRequirements.

3. Continuethroughthesubsequentstepstocompleteandsubmityourtravelrequisition.

Attachdocumentshere

Attachments

RiskwareRecord

Attachyourriskwareentry.Dothisbyselectingthe“print”buttonandchoosing“expansiveformat”.

DFATInformation:

Goto:http://smartraveller.gov.au/Pages/default.aspx

Navigatetothecountryyouaretravellingtoandtakeascreenshotofthe“AdviceLevels”.

TravelJustificationStatement

Createaworddocumentandtypeinastatementaboutwhythistravelhastooccurtothisdestinationatthistime.

Whatotherdestinationshavebeenconsidered?Whatothertravelperiodshavebeenconsidered?

SavethedocumentasaPDF.

Statementconfirmingnotraveltoareasclassedas“Reconsideryourneedtotravel”or“Donottravel”

Createaworddocumentandtypeinastatementconfirmingthatyouarenottravellingtoareasclassedas

“reconsideryourneedtotravel”or“donottravel”.

Examplestatement:

IcanconfirmthatduringmytriptoPapuaNewGuineascheduledforJan15–Feb20Iwillnotbetravellingtoanyareasclassedas“reconsideryourneedtotravel”or“donottravel”

OR

IcanconfirmthatduringmytriptoPapuaNewGuineascheduledforJan15–Feb20IwillbetravellingtothePorgeraTownshipwhichiscurrentlyclassedas“reconsideryourneedtotravel”.Myriskassessmentincludesadditionalmeasurestomitigatestherisksoftravellinginthisarea.

SavetheworddocumentasaPDF

v 2014.07.02

Travel Request FormPart 1 - Complete Prior to Departure

This form is to be completed by students, guests and officers in charge only. Staff must use Spendvision.

Traveller Details Emergency Contact DetailsFull Name Contact NameSchool / Office RelationshipType of Traveller Daytime ContactPhone Number/s After Hours ContactEmail Address Mobile NumberStudent NumberReason for TravelTrip Tracker NumberNumber of Attendees See page 4 for instructions on how to list attendees

Dept Date Origin Country Origin City Travel Method Arrival Date Destination Country Destination City

Will this trip include a component of private travel? No

Expense Code - Description ORGU Project Fund BudgetAmount

Office Use OnlyGST? Payment Method Date Paid

$0.00 Budget TotalComments$0.00 Advance Before Travelling

Overseas Travel Approver

$0.00$0.00$0.00

Reimburse Prior to TravelCreditor PaymentReimburse Upon Return

Please contact your Faculty/School Travel Officer to organise payments to be made on the corporate credit card (e.g. Accommodation).

Please contact your Faculty/School Travel Officer if you will require an advance or reimbursement.

Traveller

Name Name Name

Acct Holder/Supervisor Travel Approver

Signature Signature Signature Signature

Office Use OnlyOfficer Name Accounts Payable to Pay Traveller

Travel Req Number Advance Before TravellingDate Sent to AP

Display Fin1 Entry

Travel Request FormPart 2 - Complete Upon Return

Traveller DetailsReason for TravelFull NameSchool / OfficeType of TravellerStudent NumberNumber of Attendees

Did the Travel Destinations or Travel Dates change from the approved dates on page 1? No

Dept Date Origin Country Origin City Travel Method Arrival Date Destination Country Destination City

Did this trip include a component of private travel? No

Expense Code - Description ORGU Project Fund BudgetAmount

ActualAmount

Office Use OnlyGST? Payment Method

Office Use Only

Overseas Travel Approver

$0.00 $0.00

Travel Approver

Total

$0.00 Amount Owed to Traveller

$0.00 Amount Owed to JCU

Traveller Acct Holder/Supervisor

Name Name Name

Signature Signature Signature Signature

Accounts Payable to PayAmount Owed To TravellerOfficer Name

Travel Req Number

Date Sent to AP Display Fin1 Entry Due Date

Comments Amount $0.00

Private TravelThe University will not pay for any personal or private expense incurred while undertaking University travel.

Where an amount charged to the University is deemed to be private and also includes GST, the amount repaid to the University must becalculated on the GST-inclusive cost. Such repayments will therefore include GST.

Please indicate below the Private component included in this travel that has been paid for by the University (Incidental Private Travel can beignored).

*(GST Inclusive)

* Where an amount is shown above, a Receipt must be attached that shows that this amount has been repaid to the University.

Travel DiaryAny Non-Staff or Student must keep a Travel Diary for travel that includes an element of Private Travel.

The Location of Activity should indicate, at a minimum, the city and country that the main activity is/was undertaken.

Complete the Travel Diary for each day of travel inclusive of weekends and private travel component. Where the nature of the activity is thesame for a period of days (eg. Attend Conference for 3 days), the traveller may complete one line of the itinerary for that period of time. Wherethere is more than one activity on a day (eg. Attend Seminar and Attend Meeting), each different activity for that day must be entered on aseparate line.

NATURE OF ACTIVITY START DATE START TIME FINISH DATE FINISH TIME LOCATION OF ACTIVITY

ChecklistReceipts Attached? Conference Registrations Attached? Private Motor Vehicle Usage Form Attached?

Intinerary / TMC Invoice Attached? Course Attendee List Attached?

Other Attendees ListThis listing should only be completed by the Officer in Charge of a trip.

You do not need to complete the attendee list below if a course listing is available and includes all attendees. Course Listings can be obtainedfrom the Student Management System.

Staff/Adjuncts travelling must complete their own Travel through the Universities Expense Management System “Spendvision”.

Volunteers assisting on a trip must be listed below. Volunteers do not need to submit individual travel request forms if listed below

Students attending a fieldtrip and are not yet enrolled must be listed below

NAME POSITION ROLE DEPARTURE DATE RETURN DATE

PRIVATE MOTOR VEHICLE USAGE CLAIM FOR JCU BUSINESS TRAVEL - PART 1

PRIVATE VEHICLE DETAILSMake Model Year Body Type Registration Number State Registered

QueenslandIs the vehicle salary sacrificed under a University FRP (If Yes, payment CANNOT be claimed)?Why is it neccessary to use a private vehicle?

DRIVER DETAILSDo you have a valid Australian driver's license?Do you have a valid vehicle registration?Do you have a valid full vehicle comprehensive insurance policy?If any of the above three questions are answered "No", then the private vehicle can NOT be used for any JCU related business travel.DISCLAIMER:The University is not liable for any loss, damage or expense suffered or incurred by any person arising out of or in connection with theuse of the private vehicle for business travel.Travellers must ensure that their vehicle is covered for business travel.In the event of an accident involving a private vehicle whilst on University business, any insurance claim which may arise must bemade through the vehicle owner’s insurers. It is NOT possible for any insurance claims to be made under the University’s insurancepolicies.

ESTIMATION OF PRIVATE MOTOR VEHICLE EXPENSES

Option 1Mileage Allowance(Use Code 7619)

Lower of A and B

A. Cents Per KilometreOrigin Destination Distance (km) Cents/Kilometre Estimate

$0.00Useful estimation tool - RACQ Trip Planner website

http://www.racq.com.au/travel/Maps_and_Directions/trip_planner_2

http://www.jcu.edu.au/policy/finance/expenses/JCUPRD_037508.htmlFor current cents per km rates refer to Mileage Allowance on Travel Webpage

B. Cheapest Air-Fare of the day (where one exists)Origin Destination Airline Estimate

Attach proof (e.g. quote from on-line booking tool - WTP)Lower of A and B: $0.00

Option 2Fuel Reimbursement(Use Code 8015)

Estimate:

NOTE:A Vehicle log must be completed for the actual claim in Part 2

DECLARATIONI declare that the information provided on this form is true, correct and complete and will notify JCU of any changes:

Full Name JCU ID Number Signature Date

AuthorisationI Authorise the use of the private motor vehicle for JCU travel based on the information provided above:

Full Name Position Signature

PRIVATE MOTOR VEHICLE USAGE CLAIM FOR JCU BUSINESS TRAVEL - PART 2On return from your trip, complete and forward this form for payment of private motor vehicle usage

Please be aware that a lot of information is required to complete this form. Failure to supply all required information will result indelayed payment and claims may be returned for further information.

1. POSTING CODE 2. CLAIM METHOD (Please Select One)ORGU PROJECT FUND 1. Mileage Allowance Complete Sections 3 and 5 Below

2. Fuel Reimbursement Complete Sections 4 and 5 Below

3. MILEAGE ALLOWANCE (USE CODE 7619)•Kilometres for the trip should not include the normal daily distance from your home to your usual work campus and return.•Payment of Mileage Allowance into the next salary run will occur if this form is received by the Salaries Section before theWednesday of the week before payday. JCU do not take responsibility for delayed payments due to incomplete documentationsubmitted by the traveller.•Mileage Allowances paid will appear on your Payment Summary (Group Certificate).VEHICLE MILEAGE LOG

Date Venue/s orPerson/sVisited

Purpose of VisitOdometer Readings Total Trip

Distance(Kilometres)

Usual KMsTravelled To andFrom Work (Daily)

KMsClaimed

Start End Start End0 00 00 00 00 00 00 0

Total KMs Claimed: 0LOWEST OF A AND B:

A. Cents Per KilometreTotal Kilometres Claimed Cents/Kilometre Actual Amount

0 $0.00

B. Cheapest Air-Fare ofthe day (where one exists)

As per Private Motor Vehicle Usage Claim - Part 1

Lower of A and B: $0.00

4. FUEL REIMBURSEMENT (USE CODE 8015)MUST ATTACH FUEL RECEIPTS.Please allow 7 business days upon submission for payment by Accounts Payable. JCU do not take responsibility for delayedpayments due to incomplete documentation submitted by traveller.

Receipts Total:

5. DECLARATIONI declare that the information provided on this form is true, correct and complete and will notify JCU of any changes:

Full Name JCU ID Number Signature Date

6. TRAVEL OFFICER VERIFICATIONI Verify that:The Part 2 claim total is no greater than the approximation made on Part 1; ORThe travel requisition part 2 has been approved by the correct authoriser for the increase in expenditure;

Full Name Position Signature

Steps to Request a Travel Profile

Travel profiles are now requested through the JCU Service Now Portal. This can be found on the

JCU Staff Homepage (you can access this from the JCU homepage - look for the menu at the top

"Staff" and "Staff Homepage").

Select "Log a Service Request"

Log in using your JC number and password Select "Log a new Finance Request"

Select "Travel and Corporate Credit Card"

Click "Traveler Online Booking Tool"

Complete the required details for the traveller.

Allow one week for the profile to be created.

James Cook UniversityAustralian Student Account Details Form

Student Number

Student Full Name

Phone Number

Email Address

Bank Account Name

Bank Name

BSB

Bank Account Number

Student Authorisation - Mandatory

Please scan and email all signed forms to:

Privacy Statement

James Cook University recognises the importance of protecting your personal and sensitive information and is bound by the Privacy Private Sector Act 2000. The abovementioned information is collected for the express purpose of ensuring payments for invoices you are electronically transferred to your nominated bank account. The information contained in this form will not be disclosed. Full details of the University’s Privacy Policy are available at:

http://www.jcu.edu.au/policy/allitoz/JCUDEV_005373.html

Signature

Full Name

Date

accountspayable@jcu.edu.au

-