Travel Approval Quick Reference Guide v8 1

General Travel Information

Overview of traveller and travel information: Traveller’s role at ANU (if you have more than one role,

select the role under which you will undertake the travel) Overall dates of travel Brief description of travel

Purpose of Travel

Specific details regarding purpose of travel: Travel purpose (e.g. meeting, conference, fieldwork) HR arrangements (e.g. leave, teaching/ work planning)

Travel Plan

Overview of each segment/stage of travel: Dates of each segment of travel Type of travel (e.g. business (ANU) / personal) International or domestic Mode of travel if known (e.g. flight, car) Travel declarations (and link to government Smart Traveller

site)

Travelling to High Risk

Destination

If a High Risk Destination was selected in the travel plan: Ensure flights are flexible Provide emergency evacuation plan

Fieldwork

Where fieldwork was selected: Specific details regarding the fieldwork to be undertaken

Note: this field is only visible if fieldwork has been selected

Risk Assessment

Where fieldwork or a high risk country has been selected: Identify any risks Include controls to mitigate risk Remaining risk after implementation of risk controls

Note: only visible if relevant field/s have been selected

Emergency Contact

Contact details of traveller in case of emergency: Phone or email onsite Details of accommodation Other instructions

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Travel Budget

Budget and funding details: Source of funding for travel (e.g. ANU funded, third party) Type expense (e.g. airfare, accommodation) Payment type (e.g. per-diem, direct payment)

General Ledger Codes

General Ledger Code/s that the travel is charged to: GLC (e.g. Department ID, Project ID) Expenses to be allocated to a GLC

Pre Travel FBT Estimation

Calculations of Fringe Benefits Tax: Where there is a personal travel component, the personal

contribution amount is calculated

Note: only visible if personal travel component is included

Domestic / International

Per Diem Calculations

Per diem calculations: Amounts are calculated based on the salary selected and

the destination location

Note: only visible if per diem is selected by a staff member

Supporting Documentation

Documents supporting travel application: Attach documents relating to travel (e.g. conference

schedule or flyer, presentations) Enter any other relevant information

Approving Supervisor / Delegates

Supervisor/ Delegate travel authorisation: Select appropriate supervisor and travel delegate

authorised to approve the travel

Travel Approval Quick Reference Guide

Travel Approval Quick Reference Guide v8 3

Post Travel

After the date of travel: Confirm whether the travel was completed Cancel if travel did not occur

Travel Plan

Travel plan provides an overview of the travel that was approved

No changes can be made to this page

Travel Budget

Travel budget provides an overview of the budget specified in the approval form

No changes can be made to this page

General Ledger Codes

General Ledger Codes provides an overview of the previously specified codes

No changes can be made to this page

Travel Diary

Travel diary can be updated with actual dates travelled if they vary from the dates in the approval

Add additional segments if required

Post Travel FBT Calculation

Where greater than 40% private component, enter actual cost of airfares and other associated costs

Calculates personal contribution to FBT

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