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Travel Policy

1. Purpose

The aim of this policy is to ensure that official CIT travel arrangements are efficient, effective and ethical, meet the Institute’s strategic goals and operational requirements, ultimately resulting in benefits for the Institute.

The Institute is committed to the principles and practices as outlined in the Public Sector Management Standard 2006 Part 7.1 – Travel - domestic and international. This is in accordance with the Public Sector Management Standards 2016, Section 113.


2. Scope

This policy covers:

  • Domestic travel;
  • International travel;
  • Travel for staff development activities (including Study Assistance and Professional Development Fund activities); and
  • Attendance at conferences to deliver or present papers.

This policy applies to all CIT staff including full time, part time, casual and contract employees, and other persons travelling at the Institute’s expense for official purposes.


3. Principles

3.1 All Institute travel must be undertaken in accordance with the principles set out below and in the associated CIT Travel Procedure.

3.2 All Institute travel must be booked by the Institute not the traveller.

3.3 The contracted providers must be used to book travel except in special circumstances as approved by the relevant delegate. The current contracted providers are Qantas Business Travel (QBT) for flight bookings and Lido for accommodation bookings, but note that these are subject to change in the future.

3.4 The purpose of all travel must be clearly stated and reflect the Institute's strategic objectives and the relevant College/Division's operational plan, i.e. the travel must be for official purposes only.

3.5 Travel should be undertaken only where it is the most effective and efficient means of achieving a particular objective.

3.6 All travel must be planned so as to obtain the best fares and rates in accordance with the Public Sector Management Standard 2006 Part 7.1 - Travel - domestic and international. This is in accordance with the Public Section Management Standards 2016, Section 113.

3.7 All travel is to be approved under the relevant delegations prior to booking the travel.  No person is permitted to approve his/her own travel or reimbursement of their travel expenses.

3.8 Prior written approval must be obtained from CIT's Chief Executive Officer (CEO) for all official travel undertaken by non CIT travellers.

3.9 All international travel must be approved prior to booking by CIT's CEO.

3.10 Overseas Commercial Allowance (OsCA) payment must be approved prior to the staff member travelling overseas.

3.11 Whilst travelling care must be taken to ensure all meal and incidental expenses are reasonable.

3.12 Original valid tax invoices (for GST applicable items) or receipts are to be retained and attached to reimbursement claims.

3.13 All travellers are to acquit their travel within ten working days of the travel being completed.

3.14 On completion of international travel, a report detailing outcomes of the trip must be submitted to CIT's CEO within 28 days of returning to Australia.

3.15 CIT has a duty of care for all staff who are travelling overseas.

3.16 CIT international travellers have a responsibility to ensure that they are fully informed of possible risks to safety on the journey and in the destination city and country.

3.17 The Department of Foreign Affairs and Trade (DFAT) website travel advice at https://www.smartraveller.gov.au/before-you-go, is recognised as the most reliable, easily accessed, constantly updated, official source of information concerning the safety of Australian travellers.

3.18 CIT international travellers are required to provide a printout of the DFAT website travel advice for the destination country/city as part of their International Travel Approval Request.

3.19 CIT international travellers are also required to obtain an update of this information immediately prior to departure and to take reasonable steps to obtain further updates while offshore.

3.20 Advice provided in the DFAT travel advice is to be acted upon except in exceptional circumstances with approval from CIT's CEO.

3.21 In some circumstances, failure to observe DFAT travel advice could result in the negation of insurance coverage.


4. Documentation

Authority Source:

  1. ACT Government Public Sector Management Standards 2006, Chapter 7 -  Administration and Training - Part 7.1 - Travel - Domestic and International www.legislation.act.gov.au
  2. ACT Government Public Sector Management Standards 2006, Chapter 4 - Conditions of Employment and Attendance - Part 4.7 - Additional requirements for managing overtime duty www.legislation.act.gov.au
  3. ACT Government Public Sector Management Standards 2016, Section 113.
  4. Work Health and Safety Act 2011

Related Documents:

  1. CIT Staff Information System - Finance/Other - CIT Travel Approval Form and CIT Travel Acquittal Form.

Supporting Guide:

  1. CIT Travel Procedure

Delegations:

  1. Financial Delegations Manual
  2. Financial Delegations Matrix

5. Definitions

As per CIT Financial Procedures glossary of terms.


6. Policy Contact Officer

For more information about this policy contact the Executive Director, Corporate Services.

Contact CIT Student Services on (02) 6207 3188 or email infoline@cit.edu.au.


7. Procedures

This policy is implemented through the associated procedures. Authority to make changes to the procedures rests with the policy owner.


POLICY INFORMATION
Policy No: 2018/87
Approved: January 2016
Next Review: October 2020
Category: Staff Policies, Corporate Policies
Policy Owner: Executive Director, Corporate Services
PROCEDURES/DOWNLOADS
CIT Travel Procedures
(MS Word Document 378.3 KB)

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