Monash University Enterprise Agreement (Academic and General Staff) 2005

Existing University Policy - Travelling and Related Expenditure, Meal and Vehicle Allowance

1. A staff member who at the direction of the University is absent overnight on University business will be paid an allowance to cover the costs of meals, accommodation and incidental expenditure in accordance with the Australian Taxation Office (ATO) guidelines as at 1 July each year.

2. Meal allowances in accordance with the ATO guidelines as at 1 July each yearwill be payable where a staff member commences travelling earlier or is absent later than the following respective time or times:

3. An incidental expenditure allowance in accordance with the ATO guidelines as at 1 July each year will be payable for each 24-hour period or part thereof during which a staff member is absent on University business overnight.

4. A staff member absent from the University, where the absence does not extend overnight, may claim payment for meals if expense has been incurred in the purchase of a meal or meals during the period of absence, as follows:

4.1 If absent for breakfast only, expenses for that meal may be claimed. To be considered as having been absent for breakfast, a staff member must have departed from his/her home not later than 6:30am.

4.2 If absent for lunch only, a staff member is not entitled to claim for that meal. To be considered as having been absent for lunch the staff member must have been absent from the University during the usual lunch period.

4.3 If absent for dinner only, a staff member may claim expenses for that meal. To be considered as having been absent for dinner the staff member must have returned to the University not earlier than 7:00pm or to his/her home not earlier than 7:30pm.

4.4 If absent for two meals the staff member may claim expenses for one meal. To be considered as having been absent for two meals the staff member must have been absent for any two meals as provided in 4.1 to 4.3 inclusive.

4.5 If absent for at least thirteen hours, and such absence covers three meals as shown in 4.1 to 4.3 inclusive, the staff member may claim expenses for three meals.

The amount payable as expense for meals will be $13.40 for breakfast, $14.20 for lunch and $24.80 for dinner.  Provided that reimbursement may be made only where expenditure on meals is incurred. Any meal or meals supplied free of additional charge by a transport authority will not be included in the calculation of the amount to be reimbursed.

5. Unless the University otherwise determines, the allowances prescribed elsewhere in this policy will only be payable in relation to duties undertaken by a staff member outside an area of 24 kilometres radius of the University.

6. A staff member required by the University to travel by train will be reimbursed by the University any reasonable amount paid by the staff member for a sleeping berth on the train, in which case the staff member would not be entitled to the accommodation component of the travelling allowance.  Where the train fare on an overnight journey including meals and sleeping accommodation, is paid by the University, the staff member will only be entitled to the incidentals component of the travelling allowance.

7. Where the actual and necessary expenses incurred by a staff member travelling in the course of his/her duties exceed the amount that would be payable to the staff member under the foregoing provisions of this policy, the University may pay the staff member the amount of the expenses reasonably incurred by the staff member in lieu of the amount prescribed by the foregoing provisions of this policy.

8. Academic staff members are not eligible for any allowances for part-day attendance for normal University duties at another campus.

9. If the University is satisfied that the rates set out in clause 75.9 of the Monash University Enterprise Agreement (Academic and General Staff) 2005 are inadequate having regard to the nature of the travel or that additional expenses have been necessarily and reasonably incurred by a staff member in the course of the duties of the staff member, the University may approve of payment to the staff member of the additional expenses so incurred.