Travel Policy

Application

1. This policy applies to all staff of the University of Waikato and members of Council.

Purpose

2. The purpose of this policy is to:
   1. set out the principles to which staff must adhere when planning and arranging travel on University business
   2. outline the processes to be followed with respect to arranging and approving travel and approving associated expenses
   3. ensure sound financial management and accountability associated with University expenditure on travel
   4. ensure that the University fulfils its obligations with respect to duty of care for staff undertaking travel on University business.

Related documents

3. This policy should be read with reference to the following documents:
   • PCard Policy
   • Rental Vehicle Policy
   • Use of Private Vehicles for University Business Policy
   • Study Leave Policy
   • Staff Code of Conduct
   • Discretionary Expenditure Policy
   • Procurement Policy
   • OAG Controlling Sensitive Expenditure: guidelines for public entities
     

Definitions

4. In this policy

   domestic means travel in New Zealand

   short-haul international means travel to Australia and the Pacific

   long-haul international means travel to international locations outside Australia and the Pacific

   "best fare of the day" means the lowest cost fare at the time of booking identified by the University's travel management company (TMC)

   personal expense means an expense that is not directly relevant to the University business being undertaken and unless otherwise specifically provided for in this policy includes, but is not limited to, an expense associated with personal grooming (e.g. hairdressing, spa treatments), laundry, dry-cleaning, health-care, clothing (including hire), entertainment and recreation (including in-room movies and video rentals), luggage and briefcases, parking and traffic fines, towing fees, tipping within New Zealand, passports, postage of personal mail, any domestic matters as a consequence of being away on University business (e.g. child-care, lawn care, care of pets), or any private travel undertaken in conjunction with University business

   preferred supplier means an individual or organisation that has been awarded preferred status for the supply of specified goods or services to the University, following a competitive process which has resulted in a procurement contract

   travel management company (TMC) means the University's travel management company, which has been awarded the status of preferred supplier for travel and accommodation services following a competitive tender process

   emergency travel arrangements means travel and associated arrangements (including arrangements required as a result of a natural disaster) to ensure the personal safety of the staff member or as a result of the staff member experiencing serious personal tragedy (including serious injury or death of a close family member).

Scope

5. This policy does not apply to travel undertaken as part of study leave, which is subject to the Study Leave Policy.

Circumstances where travel expenses may be incurred

6. Staff may incur travel expenses on behalf of the University only under the following circumstances:
   1. where they have been authorised by their line manager to conduct business on behalf of the University or to attend an event as a representative of the University
   2. where the travel is undertaken as an integral part of a research project, regardless of whether the project is funded by the University or through an external funding source
   3. where they have been authorised by their line manager to attend a conference.

Principles

7. The Office of the Auditor General sets out guidelines for controlling sensitive expenditure for public entities; the University recognises that expenditure related to travel and accommodation poses a risk with respect to sensitive expenditure and has an expectation that the guidelines set out by the Office of the Auditor General are followed wherever possible.
8. University expenditure on travel is subject to the standards of probity and financial prudence that are expected of any New Zealand public entity.
9. University expenditure on travel and associated activities must be able to withstand Parliamentary and public scrutiny.
10. Staff must ensure that expenditure incurred while travelling on University business is conservative, reasonable and in accordance with this policy.

PCards

11. The University requires all staff travelling on University business to have a PCard, unless approved otherwise by the Chief Financial Officer on the recommendation of the relevant Dean, Head or equivalent.

Travel management company (TMC)

12. The University has a contracted TMC.
13. The University has delegated to its TMC its duty of care for staff travelling on University business.
14. Except where specified otherwise, staff must book all travel on University business (including airfares, accommodation, shuttles and rental vehicles) through the University's TMC, whether the travel is domestic or international, for themselves or for visitors to the University, and regardless of the source of the funding for the travel.

Approval of travel

15. Staff who wish to travel on University business must develop a proposal for consideration by their line manager, which sets out the intended outcomes of the travel and a reasonable estimation of the likely costs.
16. A proposal by a staff member to travel on University business is subject to approval by the staff member's line manager; before approving such a proposal, the line manager must be satisfied that
    
    1. the travel is appropriate and justifiable, and
    2. the associated costs to the University are conservative and appropriate.
17. Under no circumstances may staff members approve their own travel and associated expenditure.
18. Under no circumstances may staff members authorise the travel and associated expenditure of staff who are more senior than them in terms of line management.

Travel by Council members on University business

19. All travel on University business and associated expenditure by Council members must comply with this policy.
20. Travel on University Council business by the Chancellor and other members of Council (except the Vice-Chancellor) is subject to the approval of the Secretary to Council.

Travel by the Vice-Chancellor on University business

21. Long-haul international travel on University business by the Vice-Chancellor is subject to prior approval by the Chancellor.
22. Domestic and short-haul international travel by the Vice-Chancellor on University business is not subject to prior approval by the Chancellor, but must be reported to the Chancellor by the Vice-Chancellor on a quarterly basis.
23. Expenditure associated with travel by the Vice-Chancellor on University business is subject to the approval of the Chancellor on the recommendation of the Chief Financial Officer.

Booking travel

24. Staff may book travel only where prior approval has been granted under section 16.
25. Subject to section 39 and section 47, under no circumstances may staff book flights, accommodation or rental vehicles other than through the University's TMC; the preferred booking method for domestic travel bookings is through the TMC's online tool within Unimarket, and the preferred booking method for short or long-haul international is via the TMC consultants.
26. Staff booking flights must book the 'best fare of the day' as highlighted in the online tool or as advised by the University's TMC consultants.
27. Staff who book flights other than the 'best fare of the day' are required to provided a justification for doing so.
28. Subject to section 39, staff who wish to book domestic accommodation must do so from the list of preferred suppliers as highlighted in the online tool or as provided by the University's TMC consultants.
29. Subject to section 39, staff who wish to book international accommodation must do so through the University's TMC consultants.
30. Staff who wish to book domestic rental vehicles, where the rental will depart from and return to the Hamilton campus of the University, must consider using a University Pool Car rather than renting a vehicle.
31. Subject to section 30, staff who wish to book domestic rental vehicles must do so through either the online tool or through the University's TMC consultants, and in accordance with the University's Rental Vehicle Policy.
32. Staff who wish to book rental vehicles internationally must do so through the University's TMC consultants; use of an international rental vehicle must be specifically authorised in advance by the relevant line manager and must be a model of 2000cc or less; under no circumstances may 'luxury' vehicles be rented.
33. The FSD Procurement Manager reviews a regular report of all arrangements that do not comply with sections 24-32, and reports accordingly to the Chief Financial Officer.
34. The Chief Financial Officer has authority to take any action he or she considers appropriate with respect to arrangements reported under section 33.

Method of payment

35. Staff must raise purchase orders for all airfares.
36. Staff must use the following authorised purchasing systems for all other costs incurred on behalf of the University while undertaking travel (e.g. accommodation, rental vehicles, shuttles, meals etc) in the following priority order:
    1. PCard
    2. staff claims
37. Staff must use PCards wherever possible; staff with PCards may only use staff claims for low-level expenses where it has not been possible to charge the expense to his/her PCard.

Conference accommodation

38. Staff planning to attend a conference must check with the University's TMC to ensure that the accommodation available through the conference organiser is the most cost-effective option.
39. Subject to section 38, staff attending a conference may arrange accommodation through the conference organiser rather than through the University's TMC.
40. A staff member who has arranged accommodation for a conference through the conference organiser must advise the University's TMC of the details of the accommodation so that the TMC can fulfil its responsibilities on behalf of the University with respect to duty of care.

Staying privately while on University business

41. Provided that the relevant line manager has agreed, a staff member may choose to stay privately while travelling on University business.
42. Unless special contractual provisions apply, expense claims in respect of staff staying privately while travelling on University business will be considered by the staff member's line manager on an actual and reasonable basis.

Change of travel arrangements

43. Staff who wish to change a travel arrangement that has already been booked must obtain prior written approval from their line manager.
44. Before approving a request to change a travel arrangement under section 43, the line manager must take account of the consequential costs to the University.
45. Staff making changes to previously booked travel arrangements must make these changes through the University's TMC.
46. Staff must personally meet the costs of any changes to arrangements that have not been approved by the relevant line manager under section 43.

Emergency travel arrangements

47. A staff member travelling on University business who needs to make emergency travel arrangements must contact International SOS (see sections 82-85).
48. Subject to approval by the relevant line manager, the University will meet any costs under section 47; otherwise they must be met personally by the staff member.

Personal expenses

49. The University will not meet any personal expenses incurred by a staff member travelling on University business.

Private travel in conjunction with University business

50. Staff who wish to undertake private travel in conjunction with travel on University business must seek prior written approval to do so from their line manager.
51. Any expenses incurred during private travel are treated as personal expenses.
52. Annual leave must be booked for any private travel undertaken in conjunction with business travel.

Communications while undertaking travel on University business

53. The University will meet the costs of telephone, mobile phone and internet use required for business purposes while a staff member is travelling; staff must ensure that modes of communication are as cost-effective as possible for the University (this may necessitate using internet cafes, or phone calling cards instead of hotel services).
54. The University will meet conservative and reasonable costs of communication with family for staff travelling on University business; higher than normal communication costs will be met by the University only in emergency situations.

Entertainment on University business

55. Staff who wish to entertain on University business must do so in compliance with the Discretionary Expenditure Policy.

Airline lounge membership

56. The University will not pay for membership of airline lounges (e.g. Koru Club), except where
    1. it is specified as an entitlement in the staff member's employment contract, or
    2. it is funded under the terms of an external contract, or
    3. prior approval is granted in writing by the Vice-Chancellor (for direct reports) or the relevant Dean, Head or equivalent; approval will be granted only where the staff member is expected to undertake a considerable amount of air travel as part of his/her normal duties.
57. Under no circumstances will the University pay for lifetime memberships or spouses' memberships of airline lounges.

Airline, accommodation and general travel loyalty schemes

58. The University will not pay for membership of any loyalty or reward programmes.
59. Staff must not allow personal memberships of any loyalty or reward programmes to influence their business decisions.
60. Staff may retain rewards (e.g. airpoints) generated by travel on University business and redeem them for personal use.

Airfare class of travel

61. Economy class (or equivalent) is the standard for all staff travelling on University business.
62. Where a standard economy class booking (or equivalent) has been made through the University's TMC, staff are not permitted to accept any seating or service upgrades if they attract an additional cost to the University.
63. Applications for travel in premium economy class (or equivalent) are subject to the prior written approval of the relevant Dean, Head or equivalent, and will normally be approved for long-haul international flights only.
64. Subject to section 66, business-class travel (or equivalent) will be approved only in exceptional circumstances (e.g. on medical grounds), and is subject to the prior written approval of the Vice-Chancellor on the recommendation of the relevant Dean, Head or equivalent.
65. Subject to section 66, under no circumstances will the University meet the costs of first-class travel (or equivalent).
66. Business-class or first-class travel (or equivalent) will be approved where the cost of travel is being covered by an external party and that party has stipulated that business-class or first-class (or equivalent) is permitted.
67. Staff may redeem rewards (e.g. airpoints) to upgrade their class of travel provided no additional cost is incurred by the University.

Downgrading

68. Staff are not permitted to downgrade their class of airfare, accommodation or rental vehicle in order to receive a personal benefit; such action may be viewed and treated as fraud.

Documentation for travel

69. Staff are responsible for ensuring that they have all relevant documentation for overseas travel, including passport, visas and re-entry permits where required, before attempting to travel on University business.
70. The cost of a passport is a personal expense, and will not be met by the University.
71. The University will meet the cost of any documentation other than a passport if it is required for a particular business trip.

Inoculations

72. The University will meet the costs of inoculations prior to travel to particular countries if they are recommended by the University's TMC, a registered medical practitioner, or International SOS.

Insurance

73. The University will not allow staff to travel internationally on University business without appropriate insurance cover, including War Cover where it is deemed necessary by the insurers, and where the University has officially approved the journey.
74. Details of the University's all-inclusive international travel insurance scheme are available in iWaikato.
75. Travel insurance must be arranged with the University's brokers through FSD Accounting and Business Services using the travel insurance application form on the University's website; under no circumstances are staff permitted to arrange travel insurance for travel on University business through other insurers.
76. Staff are advised to arrange insurance over well in advance of international travel on University business.
77. Standard insurance for travel on University business is arranged by the University at no charge to the staff member's cost centre.
78. Where travel on University business requires high-cost insurance cover (i.e. for travel to "hot-spot" areas), the portion of the premium in excess of regular insurance cover will be recharged to the cost centre concerned.
79. Staff who elect to undertake private travel in conjunction with travel on University business, are required to make their own travel insurance arrangements for the period of personal travel and to personally meet any associated insurance costs; personal travel insurance can be arranged at the University rate through the University's travel insurance company.

Travel warnings and advice

80. Through its insurers and other information sources the University is made aware of potential and confirmed "hot-spot" areas around the world (see sections 81-85).
81. Travel to "hot-spot" areas requires the specific approval of the Vice-Chancellor; staff who wish to travel to "hot-spot" areas must make an application to do so to the Assistant Vice-Chancellor (Executive) who will assess the application on its merits taking account of the potential risk and the link to University's strategic objectives and make a recommendation to the Vice-Chancellor.
82. The University has a contract with International SOS, a global medical and security assistance company, who will provide staff comprehensive, up-to-date and relevant information related to their travel.
83. At the time of booking travel with the University's TMC, staff will receive relevant documentation and advice about the services of International SOS and are advised to refer to it.
84. International SOS services are available through the website by entering the access number displayed on the page; International SOS can also provide personalised assistance by email and/or phone to the relevant staff member, before, during and after their trip, including general information about travel destinations and specific assistance with respect to emergency travel arrangements should they arise.
85. Staff planning to travel on University business should also refer to the Government's official travel advisories published by the Ministry of Foreign Affairs and Trade.

Insurance claims and excess for lost or damaged personal belongings

86. The claim form for insurance claims is available on iWaikato; staff seeking further information regarding claims should contact FSD Accounting and Business Services.
87. The University's international travel insurance policy carries an excess (the first part of any loss or damage which the insurer will not pay in the event of a claim).
88. Where an insurance claim arises from a staff member's international travel on University business, the excess will be covered by the staff member's Faculty/Division or equivalent, subject to section 90.
89. Where a staff member is travelling internationally on University business and incurs loss or damage which is less than the excess amount (and therefore insurance may not be claimed), the staff member's Faculty/Division or equivalent will cover the cost of the replacement or repair, subject to section 90.
90. If loss or damage is the result of demonstrable negligence by the staff member concerned, he or she will be required to pay the University the excess amount, or stand the cost of replacement or repair if the amount is less than the specified excess.

Excess baggage charges

91. Staff must obtain prior written approval from their line manager for any excess baggage charges that are likely to be incurred as a result of carrying particular equipment or materials relevant to the purpose of the travel.
92. With the exception of any charges approved under section 91, excess baggage charges are a personal expense and will not be met by the University.

Transport

93. Where ground transport is required as part of University business, staff should use the most cost-effective and safe form of transport available.

Gifts

94. Staff who wish to give gifts as part of their travel on University business may only do so in accordance with the Discretionary Expenditure Policy.
95. Gifts accepted by staff members while travelling on University business must be declared to the staff member's line manager on return and recorded in the relevant Faculty/Division Gift Register, as set out in the Procurement Policy.

Meals and alcohol

96. Any food or drink to be paid for by the University must be mid-range.
97. Alcoholic drinks charged to the University must be limited to one small bottle of beer or one glass of mid-range wine (or equivalent) per day.
98. Unless special contractual provisions apply, claims for meals purchase while travelling on University business will be authorised on an actual and reasonable basis; the University will not meet the cost of any mini-bar items purchased by staff, such items are considered to be a personal expense.

Tipping

99. In overseas locations where tipping is the usual practice, a reasonable rate of expenditure on tipping will be met by the University.
100. A restaurant bill must be annotated by a staff member to show any tips at the time the bill is paid.

Per diem payments

101. A staff member wishing to apply in advance for a per diem payment must make a case in writing for consideration by his or her line manager in advance of the travel.
102. A line manager may only approve a per diem payment in exceptional circumstances, such as travel to a country (typically a less developed country) where it is difficult to charge back costs to the University or obtain receipts.
103. A line manager intending to approve a per diem payment under section 102 must consult the Chief Financial Officer for relevant advice before doing so.

Friends' or family members' travel

104. The University will not pay for costs associated with friends or family members accompanying a staff member travelling on University business.

Study leave policy

105. Expenses associated with study leave are covered by the Study Leave Policy and may not be claimed under the Travel Policy.

Invoices/receipts for expenditure

106. Wherever possible, staff must obtain itemised invoices for expenditure in accordance with the PCard Policy, or in support of a staff claim for reimbursement.

Authority to waive provisions of this policy

107. Only the Vice-Chancellor, or Chancellor in respect to the Vice-Chancellor's travel, has authority to waive provisions of this policy in individual cases.
108. The Vice-Chancellor and Chancellor must report any waivers of provisions of this policy annually to the Finance Committee and Council.

Responsibilities

109. Line managers are responsible for ensuring that staff who report to them comply with this policy.
110. The Chief Financial Officer is responsible for monitoring staff compliance with this policy and reporting any breaches to the Vice-Chancellor.
111. Breaches of this policy may result in disciplinary action under the Staff Code of Conduct.