This document is an internal policy of YAPA. Use it to help develop your own agency's internal policies. You will have to make changes to suit your own context and any legal requirements which apply to you.
Policy
YAPA will reimburse costs incurred by staff for approved work related purposes.
Procedure
Costs will be reimbursed to staff during the fortnightly pay period. Monies will be deposited directly into staff bank accounts.
Travel Kilometrage Allowance
As per the Enterprise Agreement
23.1 An employee who, with the approval of the employer, uses on official business, a motor vehicle maintained primarily for other than official business, shall be paid a kilometrage allowance at the rate prescribed in Schedule 'B'. A record of distance traveled is to be submitted on a fortnightly basis. The amount paid shall be the kilometrage allowance, plus any necessary parking, less the amount the employee would otherwise spend on that day to travel to/from work by his/her normal mode of travel. The employer will pay excess insurance coverage should worker's vehicle be involved in an accident while being used for work.
23.2 Approval for use of a motor vehicle will only be provided where the use of the vehicle is required due to a lack of appropriate public transport, the need to carry large or heavy materials, or for reasons of personal safety.
In addition:
The kilometrage allowance paid will be at the rate prescribed in Schedule B of the Enterprise Agreement, or at the rate prescribed in the SACS Award, whichever is the higher rate.
Staff must keep accurate records, recording work related travel. The records must include date, to/from destination, reason for travel and Km's traveled. The logs are to be signed by the employee as authorisation.
Claims for kilometrage should be lodged on the appropriate form, attaching copy of log records.
Claims are to be given to the Finance Manager for approval and processing.
Kilometrage is paid out at the mileage rate as specified in the Social & Community Services Award.
In some situations where a staff member is able to demonstrate that they have incurred additional expenditure which are not covered under the above policy then they will be able to claim any additional expenditure incurred provided that adequate evidence is given. Staff claims are subject to the approval of the Finance & Administration Manager. In relation to car maintenance and repair costs see the Use of personal cars policy for more details.
Staff should keep a copy of their travel records as they may be able to claim expenditure as part of their tax return. The tax return information booklet produced by the Tax Department has more information on such claims.
Kilometrage allowance will only be paid for distances of less than 100km from origin to destination or 200km round trips. For distances of 100km or over, or if it is inconvenient for the staff member to use a personal car then YAPA will pay the cost of a hire vehicle.
In limited circumstances a staff member may be able to use their car for distances of 100km and over, however they will only be reimbursed the cost of a hire car plus petrol costs. This option is only available at the request of the staff member, not by YAPA. This option is suitable for situations where a staff member would otherwise have to travel additional distances or work additional days in order to return a hire car. Approval must be given in advance by the Executive Officer. The Finance Manager will set the standard fee to be reimbursed, equivalent to the cost of a hire car.
YAPA will make alternative travel arrangements and re-imbursements available for staff members who cannot drive due to insurance, license or hire car restrictions.
Travel Costs
As per the Enterprise Agreement:
24.3 An employee required to travel by other means in the course of his or her employment other than to or from the usual place of employment, shall be reimbursed all reasonable traveling expenses necessarily incurred.
24.4 An employee who, with the approval of the employer, travels on official business, shall be reimbursed all accommodation and expenses necessarily incurred. Where such travel involves overnight accommodation the employer shall provide in advance a sum to cover expected expenses.
In addition :
Travel costs include, but are not limited to toll fees, public transport costs and taxi fares (if no cab charge voucher used).
Receipts for travel related costs must be attached and appropriate form is to be completed and given to the Finance Manager.
Parking costs
Staff members will be reimbursed for any additional parking costs they incur.
YAPA will not pay for general parking costs for staff members that choose to drive to work.
If a staff member attends a meeting away from the office and is required to pay for parking because there is no other suitable parking available then YAPA will reimburse the full cost of parking.
If a staff member is required to pay for parking more than once per day at their normal office location because they have been required to use their car for work purposes then YAPA will reimburse the second and subsequent parking fees.
If a staff member is required to pay parking costs for the loading or unloading of large or heavy materials (ie for training or conferences) then YAPA will reimburse the parking fees.
Other Costs and allowances
As per the Enterprise Agreement:
24.1 An employee who, with the approval of the employer, travels on official business requiring overnight stay, shall be reimbursed for meal expenses to a maximum of ten dollars ($10) for breakfast, ten dollars ($10) for lunch and twenty dollars ($20) for an evening meal.
In addition:
This policy applies to staff who has obtained approval for attendance to conferences, meetings, forums or work related activities.
The allowance will be provided prior to the event.
Costs associated with such activities must be pre-approved by the Executive Officer and be within budget parameters.
Expenses eligible for reimbursement or pre payment will include:
- Attendance or conference fees;
- Intra or interstate travel expenses (pre-approved mode of travel)
- Meal allowances (at pre-determined rate)
- Accommodation (at a limit set by Executive Officer)
Staff seeking reimbursement of costs must provide valid tax invoice receipts for goods or services purchased.
Meal allowances will not be paid if an adequate meal has already been provided. If the meal does not suit dietary requirements, ie vegetarian, diabetic, then a meal allowance may be paid.
Date adopted by the Board of Management |
23 May 2005 |
Date of commencement |
1 June 2005 |
