UTS procedures for staff travel are:

• All travel must be approved in writing prior to commencement of travel (to ensure insurance coverage).
• Overseas travel must be approved by Deans/Directors.
• Travel application forms only need to be sent to FSU when pre-payments or advances are required. Otherwise they can be kept at Faculty level.
• Overseas travel must be in line with the UTS Risk Management and Overseas Travel Guidelines.
• Specific approval is required from Deans/Directors for travel to areas restricted by the Department of Foreign Affairs and Trade  (DFAT).

Documentation

If you have been paid an advance or need to claim personal travel expenses, then you must submit a Travel Acquittance and Expense Claim Form to FSU within three (3) weeks of return.

Original receipts and tax invoices must be kept and submitted with your Acquittance Form.

If you need extra payments to third parties, please submit an invoice with a Payment Request Form.

Travel Diaries

Travel diaries must be submitted to FSU (attached to the Acquittance Form, if required) for any business travel (domestic or overseas) longer than five (5) nights.

If a completed Travel Diary is not attached to the Financial Acquittal and forwarded to the FSU, Fringe Benefits Tax (FBT) may be imposed. FBT is imposed at 94% of the total travel cost.

FSU Services

• Processing invoices for attendance at local conferences
• Processing travel application forms for:
• Domestic travel
• Overseas travel
• Payment of advances for UTS business travel
• Payment of costs associated with travel
• Acquittal of advances in line with UTS and Australian Tax Office requirements
• Processing travel diaries in line with Australian Tax Office requirements
• Travel insurance (business and extensions for private travel)
• Incorporating risk management strategies into the travel approval process

Contact the Accounts Payable staff for more information or access the online Travel Forms.