ECU staff and guests must obtain travel approval through the Pre-Trip Approval (PTA) tool in the FCM Travel Platform before undertaking University business travel.

The PTA provides approvers key details – including estimated costs, funding source, and travel plans to support informed decision making.

Approval is required for all travel components – flights, accommodation and car hire – even when they are personally funded, paid for by a third party, or when student accommodation is used. Ensure all components are included in your PTA.

For guidance, refer to the FCM Platform Procedures and training videos available in the FCM Travel Platform.

Retrospective Approvals

If travel was undertaken without prior approval (noting this is non-compliant and may impact insurance coverage), you must submit a retrospective PTA using the “Other” option.

Attach a completed Travel Diary spreadsheet and include an explanation in the Reason field outlining why approval was not obtained beforehand.

The University requires a Travel Diary to be completed by staff for all business travel, for the entire travel period (including any personal travel), in order to determine whether Fringe Benefits Tax (FBT) is applicable for dual purpose travel as well as to support the University’s duty of care obligations to authorised University travellers. It is important to accurately record all activities in the Travel Diary which is submitted as part of the Pre-Trip Approval (PTA).

Completing your travel diary

• Enter  'Location' as City-Country.
• For part-day activities, includes times (e.g. 10.00 – 12.00) in the description, otherwise it is deemed a full-day activity.
• Descriptions must be clear and audit-ready – avoid acronyms or technical terms.

Business Days

A Business Day involves 3+ hours of approved University activity such as:

• Meetings, research, conferences, workshops, or similar;
• Approved work from office/hotel;
• Sabbatical/study leave or work days;
• Transit days to/from a business destination; and
• Unavoidable delays (eg weekends between business activities).

Staff must return at the earliest opportunity after business concludes or record any extended time as Personal in the Pre-Trip Approval (PTA).

Recovery Day

• Recovery after long-haul flights (8+ hours) can count as one business day if pre-approved.
• Recovery is not normally approved for domestic or short haul (under 8 hours) travel.

Personal Days

A Personal Day is any day not counted as business, including:

• University or public holidays (e.g. Limited Services Period, Easter, Christmas);
• Personal or recreation leave (this must be booked via the Staff Kiosk or Leave Application Form);
• Weekends or public holidays not between business days either side;
• Personal travel or Transit days (for personal purposes);
• The non-workdays of part-time, casual, and sessional staff;
• Sabbatical days not spent on study/work;
• Time in Lieu of Travel – unless work is performed that day.

Total personal days must not exceed 40% of the trip to avoid dual purpose classification.

Splitting payments across multiple University credit cards is not permitted. Ensure your card’s transaction and daily limits can cover the full travel cost.

If you don’t have a University Credit Card, you may:

• Use a colleague’s or School / Centre Officer’s card (with their prior approval); or
• Submit an Application for the Issue of a Corporate Credit Card” via the FBSC Forms Kiosk.

In exceptional circumstances, a cash advance up to AU$500 may be approved by the Executive Dean/Dean/Director, to cover travel-related expenses. Requests for amounts over AU$500 must include written justification and receive the same level of approval.

Submit the approved Application for Advance Form to Accounts Payable or your Academic Unit Finance Team ahead of the scheduled payment run (see Month-end and Year-end Financial Process timelines within the Financial Services Procedures).

If a non-employee requires a University advance, the request must include an approved Exemption from Policies form, completed and submitted by the coordinating staff member.

If you experience an emergency while travelling – whether it involves you or students under your supervision, contact  AHI Assist immediately for 24/7 support in any situation.

For further information, visit the Travel Risk Management website for details on:

• Travel Risk Management
• International Safety and Security
• Emergency Response Planning

You can also reach the FCM After Hours Team via +61 08 6149 9845  for urgent travel assistance at any time.

All accommodation, meals and incidental costs must align with the Australian Taxation Office (ATO) ATO Reasonable Travel Expenditure Rates, available from the Financial Services website.

For international travel, daily meal rates are apportioned as:

• Breakfast 25%
• Lunch 25%
• Dinner 50%

Excessive spending on alcohol is considered inappropriate and treated as entertainment expenditure subject to FBT.

Entertainment of Guests

Refer to the Entertainment and Catering Expenditure Guidelines when entertaining guests while travelling on University Business.

Telephone and Internet Usage

Business-related calls and internet use are reimbursable. Reasonable personal calls home are acceptable. See DS Mobile Phones sharepoint site for tips to reduce international roaming costs.

Excess Baggage

Excess baggage fees for ECU materials required for business purposes will be covered.

Laundry Service

Reasonable laundry expenses are reimbursable for trips exceeding four nights.

Keep original tax invoices or receipts for all travel expenses. If originals are not available, a substitute slip must be provided.

Travellers are authorised to use ground transport (Taxis, Uber and rental cars) in addition to public transport, i.e. buses and trains. Refer to Ground Transportation web page for more information.

After returning from Authorised University Travel, travellers must ensure their Travel Diary in their Pre-Trip Approval (PTA) accurately reflects:

• All activities and travel days (from departure to return).
• Any personal travel included in the trip.

Updates must be completed within 14 days of trip completion.

If travel dates or activities change, edit the Travel Diary in your PTA.

If changes occur before departure and the PTA is already actioned, submit a new PTA with the updated Travel Diary for approval.

FBSC Travel monitors compliance, and the FBSC Tax Team may conduct periodic spot checks.

Notify Payroll of any changes to the details provided in your Application for Per Diem Payments (for example, if travel is cancelled or you return earlier than expected).