Travel and personal expenses administration procedures
The Reimbursement of Travel and Personal Expenses Teaching Service Guide on HRWeb provides
the policy framework under which travel and personal expenses necessarily incurred in the
course of official duty are reimbursed.
Wherever possible, approved business purchases such as airfares, other transport costs and
accommodation should be booked and paid for in advance by the school (Note: A per diem
allowance is not payable to an employee).
Note: For student support services staff in the education support class, travel and personal
expenses claims should be made through ProcureNET (Ariba) (for information see the Travel and
Accommodation section of ProcureNET on eduGate).
Where approved, applications for payment of relocation expenses are processed centrally by
Schools People Services.
Step 1
Check that prior approval was given for the employee to incur the expenses for which
a claim has been submitted.
Step 2
Check that the required information has been provided, including but not limited to
the following:

in relation to mileage claims, the details of the journey, including dates and
times of travel, the purpose of the travel and the kilometres, and the details of
the motor vehicle

in relation to personal expenses claims, details of date/time of meeting/event
and itemised information, accompanied by official receipts, for
accommodation and meals, fares such as taxis and any other expenses such as
parking

in relation to telephone usage, an itemised statement of telephone calls made
and their cost.
Original tax invoices/receipts or other proof for all amounts actually expended and
claimed must be provided. Where a receipt is lost, misplaced or the delegate is satisfied
it is not reasonably practicable to obtain a receipt, other satisfactory evidence of
expenditure may be accepted. Receipts or other evidence of expenditure must be
provided as soon as practicable following the travel period.
Step 3
Unless approved otherwise, any claim for mileage allowance is to be submitted in the
same financial year in which the travel occurred and will be paid at the rate applicable
at the time of travel. Mileage claims for use of a private vehicle must be processed on
the payroll to ensure this information is included on the employee’s PAYG Payment
Summary. The current Australian Taxation Office rate(s) per business kilometre is
specified in eduPay, and the allowance is paid using Positive Input (for further
information refer to the One-off Payments eduPay User Guide available on eduGate at
eduPay User Guides)
Travel and Personal Expenses Administration Procedures
Last updated 28 June 2017
Step 4
Claims for all employees for personal expenses such as fares, telephony, meals,
accommodation etc are to be processed on CASES21 (for further information, refer to
the CASES21 Finance Business Process Guide).
Step 5
Place documentation relating to payment of the mileage allowance on the employee’s
personnel file.
Travel and Personal Expenses Administration Procedures
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