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School of Marine and Tropical Biology

TRAVEL POLICY for Staff and Students

All travel must be approved before being booked – this is to be done by obtaining written approval (email or on the Travel Request) from the traveler’s Supervisor (immediate Supervisor for staff members, and Supervisor/s for Post-Grad/Honours students).

  • Staff and students must obtain a Travel Request from the SMTB Finance Office, fill it out and return the Travel Request to the Finance Office before travel is undertaken.

The Finance Office will seek HOS approval and process the Travel Request. Travel Requests are to be submitted to the Finance Office four weeks before overseas travel and two weeks before domestic travel to allow time for approvals and processing.

If a Travel Request is not approved and submitted correctly the traveler will be personally responsible for any expenses booked to JCU, and actual expenses may not be reimbursed, nor will the traveler be insured.

There must be sufficient funds in the nominated account to cover the travel expenses and the account holder’s approval must be given.

Private Travel is not normally permitted when traveling on JCU business. However Private Travel can be applied for subject to the following:

  • Incidental private travel, ie weekends or 1-2 days within a 7+ day trip is acceptable;

  • Private Travel is to be noted on the Travel Request and a Travel Plan is to be completed. A personal financial contribution may be required. IRA and other JCU-funds are not to be used;

  • Approval from the traveler’s Supervisor must also acknowledge the private travel;

  • Staff must submit a Recreation Leave application;

  • Private insurance must be taken out for non-incidental private travel and proof is to be submitted with the Travel Request;

  • If Private Travel exceeds the amount of JCU business, it is unlikely to be approved;

  • If an entire trip is Private Travel, it may be arranged through the Travel Management Companies (TMCs), using their Leisure Travel departments and must be paid for by private credit card – not a JCU credit card. No JCU insurance applies to these trips nor is a JCU Travel Request to be used.

ARRANGING TRAVEL:

Domestic Air Fares must be booked through the Travel Management Company (TMC) World Travel Professionals via:

Overseas Air Fares must be booked through either TMC - World Travel ProfessionalsorEscape Travel via:

Air Fares booked through any other company will not be reimbursed, except in exceptional circumstances – details available from the Finance Office.


INSURANCE:

Details of JCU’s travel insurance policy can be found on the JCU Travel website (http://www.jcu.edu.au/office/fabs/general/Travel.shtml) under Travel Insurance Summary

GENERAL TRAVEL INFORMATION:

  • Itinerary from the TMC is to be submitted with Travel Request if air fares involved

  • Hire Cars are to be booked through the relevant TMC, and insurance must be taken out on all hire cars as JCU’s travel insurance provides no cover

  • Accommodation should be booked through the relevant TMC and must be within Allowances limit for each location. Accommodation can also be paid for by the Finance Office credit card

  • Conference Registration can be paid by the Marine & Tropical Biology (M&TB) Store’s Purchasing Officer using credit card once the Travel Request is approved

  • Allowances/Per Diems can be paid for meals and accommodation (receipts needed for accommodation), or actuals can be claimed on return where an account number is provided. Students require written permission from their Supervisor to receive an Allowance, otherwise they will receive an Advance.

  • Advances are to be acquitted with receipts within 14 days of completion of travel

  • Account Holder must also sign Travel Request if different person to traveller

  • Private Vehicle can be used but must be approved by Head of School. Proof of current drivers licence, vehicle registration and comprehensive insurance must be provided along with completed Private Motor Vehicle Usage Claim form (available from Finance Office)

  • Any incidents, accidents or thefts must be reported to JCU’s insurers as soon as possible after the occurrence. Contact details can be obtained from the Finance Office or the JCU Travel Website (http://www.jcu.edu.au/office/fabs/general/Travel.shtml)

Field Trips

  • Field Trip Operation forms are to be completed

  • If there are any expenses or the destination is more than 50kms from JCU, a Travel Request must be completed


Overseas Travel

  • Travel Request to be submitted to Finance Office four weeks before travel to allow time for approvals and processing

  • All travelers must complete and submit with Travel Request:

    • Travel/Plan Diary (available on website shown below)

    • Memo to FSEIT PVC

    • Emergency Contact Details (available from Finance Office)

    • www.smarttraveller.gov.au Australians Overseas registration

  • Staff must also complete Ministers Report (StaffOnline) and submit with Travel Request

Domestic travel

  • Travel Request to be submitted to Finance Office two weeks before travel

  • Staff away for more than 4 nights need to complete Travel/Plan Diary (available on website shown below) and submit with Travel Request

Part 2 - Travel Clearance (yellow sheet) must be signed off at Finance Office within 14days of completion of travel

The School of Marine and Tropical Biology Travel Policy should be read in conjunction with the complete JCU Travel Policy which can be found at the following website: http://www.jcu.edu.au/office/fabs/general/Travel.shtml

SALARIES Frequently Asked Questions

  • Appointment Forms for Casual General/Research employees and Teaching employees are available from Finance Office

  • Employees must provide full bank account details

  • Tax File Number Declaration form needs to be completed if working for JCU for the first time

  • Pay Claims are to be submitted each fortnight through JCU Workflow on the Staff website (http://www.jcu.edu.au/staff/) once Appointment Form has been processed

  • If applicable, copy of Visa or Scholarship with work details is to be provided to Finance Office

  • On-line Induction must be completed and submitted with Appointment Form. This can be completed on the Finance Office’s computer

Further information can be found at the following Human Resources website: http://www.jcu.edu.au/office/Human_Resources/

PETTY CASH Frequently Asked Questions

  • Reimbursement through Petty Cash is limited to $100 per receipt

  • Claims above $100 per receipt are processed on Payment Request (available from M&TB Store) and paid into bank account. Prior approval should be obtained by submitting a electronic Purchase Requisition to M&TB Store

  • Purchases above $2,000 are to be submitted on a paper Purchase Requisition (available from M&TB Store) with quotes obtained

  • All stationery is to be purchased via the M&TB Store as JCU has a Sole-Supplier contract with Corporate Express. No reimbursement for stationery purchased in Townsville will be given through Petty Cash

  • Travel Advances cannot be paid from Petty Cash

  • Key Deposits are refundable when keys are handed back in, so keep receipt to obtain refund