21. Travel
21.1 Travel and Related Costs Policy
This Revision Date: New Policy
Last Revision Date: New Policy
Original Policy Approved: 27 July 2009
Authority: Vice-Chancellor
1.0 Purpose
The purpose of this policy is to provide clear guidelines to staff members who incur travel and travel-related costs in New Zealand or overseas related to their employment with the University.
2.0 Scope
This policy applies to all staff of the University of Otago and all staff in controlled entities of the University of Otago.
3.0 General Guidelines
Travel and accommodation expenditure should be economical and efficient, having regard to purpose, distance, time, urgency, personal heath, security and safety considerations.
The principles of a justified business purpose, and moderate and conservative expenditure, are particularly relevant.
Where a provision in this policy is inconsistent with the provisions in an employment agreement, the employment agreement will apply.
4.0 Operational Guidelines
4.1 Approval for International Travel
Staff members must obtain prior written approval for all international travel from their Head of Department (in the case of Academic Divisions) or their Pro-Vice-Chancellor or Divisional Head (in the case of Non-Academic Divisions, academic Heads of Department and Deans). Academic Heads of Department who report to Deans should obtain approval from their Dean. Divisional Heads must obtain approval from the Vice-Chancellor or the Chief Operating Officer as applicable.
Travel must be re-approved if travel dates change prior to departure.
4.2 Air Travel
Where the facilities are available, international air travel shall be booked using the University’s mandatory travel agents.
Travel should be booked well ahead of the actual travel so the expenditure is the most cost-effective available;
Economy class must be used for all journeys for which payment of fares is provided by the University. Any exception requires the prior approval of the University.
Where a class of travel above economy, or the upgrade cost from economy travel to a higher class of travel, for a staff member is to be specifically paid by an external organisation, evidence must be provided by the staff member before the booking is made showing that the organisation has agreed to fund the full cost of the higher class of travel or the full cost of the upgrade;
4.3 Accommodation
Accommodation should be cost-effective, taking into account the geographic location of the accommodation relative to where the staff member is working, the standard of accommodation, and safety and security issues.
Staff members staying with relatives or friends as an alternative to using commercial accommodation may pay compensation per day to their hosts up to a value that does not exceed 25% of the cost of commercial accommodation room rates per day in the locality where the staff member is transacting their University business.
The University will not pay for mini-bar costs.
The University will only pay the costs of laundry and dry cleaning in exceptional circumstances.
4.4 Food and Drink
In the absence of any contrary provision in employment or other agreements, the cost of meals will only be reimbursed or provided during the period that the staff member is out of town on University business.
Generally the cost of meals (including non-alcoholic drinks) paid by the University should be in the mid range, both in respect of the eating establishment concerned and in respect of the menu of the eating establishment.
Unless the staff member is entertaining colleagues and there is a clear business purpose, alcoholic drinks paid by the University should be limited to the equivalent of one small bottle of beer or one glass of mid range wine per day.
Where the staff member is entertaining colleagues and there is a clear business purpose, food and drink to be paid by the University should be mid range. The staff member must record the names of colleagues being entertained and the reason for the entertainment.
4.5 Motor Vehicles
Cars should be rented from mainstream rental car providers.
The most economical type and size of rental car should be used, consistent with the requirements of the trip including the distance to be driven, the terrain and the number of people and goods being carried.
Private use of a rental car is not permitted except in exceptional circumstances, such as reasonable out-of-work-hours use when the staff member is away from home and undertaking work for the University. In such cases, the staff member must reimburse the University for any additional costs arising from the private use.
The use of taxis should be moderate and cost-effective relative to other forms of transport available to the staff member. The University will not pay for taxis to be used for travel between the staff member’s home and their usual place of work.
The University will not pay for travel by private motor vehicle where travel by other means is more practical and cost-effective.
All fines for parking and traffic offences incurred by staff members while using a rental or private vehicle on University business will be paid by the staff member. Under no circumstances will fines or other penalties be paid by the University.
4.6 Tipping
The University will only pay the costs of tipping in countries or localities where tipping is local practice and the tip is reasonable.
Tipping in New Zealand will not be paid under any circumstances.
4.7 Communications while Travelling
The University will only pay for internet use where it is directly required for business purposes.
Except in the cases of emergencies, the University will pay for one phone call per day to a staff member’s family. It is expected that staff will use the most cost effective method of communication and calls should not exceed 5 minutes in length.
4.8 Private Travel Linked with University Travel
Staff members may undertake private travel before, during, or at the end of travel paid for by the University, provided that there is no additional cost to the University and the private travel is only incidental to the business purpose of the travel.
All the costs associated with the private travel, including travel insurance, must be paid by the staff member.
Any time used for private travel must be booked as annual leave before the staff member leaves the University.
4.9 Persons Accompanying the Staff Member
Unless specifically provided for in other University policies, the University will not pay the travel costs of persons accompanying the staff member unless that person clearly contributes to the University business being conducted by the staff member.
Accompanying travel to be paid by the University must be pre-approved by the Divisional Head. Divisional Heads must obtain approval from the Vice-Chancellor or the Chief Operating Officer as applicable.
5. Disputes Procedure
In the event of a dispute relating to this policy arising between staff members and their Head of Department or Divisional Head, either party may refer the matter to the Vice-Chancellor for review.
Notes (not part of the policy):
Distribution
Vice-Chancellor’s Advisory Group
Chancellor
Chair of Audit Committee
all-depts@otago.ac.nz
Policy released by Chief Operating Officer
Further information available on request
Relevant Information and Policies
Corporate Credit Card Policy
Employee Reimbursement Procedures
Travel Insurance Policy
Travel Insurance Procedures
Travel Insurance Application Form
Air Travel Procedures
Risk Management Policy
^ Top of Page
21.2 Travel Procedures/Information Document
To view the Travel Procedures/Information Document
21.3 Travel Risk Policy
This Revision Date: N/A
Last Revision Date: N/A
Original Policy Approved: June 2005
Authority: Vice-Chancellor
1.0 Purpose
The purpose of this policy is to provide a framework for assessing travel risk.
In the interests of staff safety, the University of Otago has subscribed to an international security and medical alert advisory service, International SOS (ISOS).
2.0 Assessment of Risk
Staff who intend to travel should familiarise themselves with the ISOS risk rating of the country or countries to which they intend to travel.
Risk ratings can be found by clicking ISOS Homepage. Once in the homepage, refer to the "Select Resource" drop-box in the centre of the page and select "Security Online". Next select the country to which you intend to travel in the "Country Report" drop-box at the top right of the screen.
3.0 Approval to Travel
The University's policy for the various risk levels is as follows.
Extreme
Travel is not permitted to these countries unless approved by the Vice-Chancellor.
High
Travel is not permitted to these countries unless approved by the Divisional Head.
Moderate
Travel is not permitted to these countries unless approved by the Head of Department.
Low
Travel is not restricted, although normal departmental approvals to travel internationally still apply.
The Assets and Insurance Officer (in Financial Services) must be advised by the traveller of any approvals received to travel to Extreme or High Risk destinations.
Notes (not part of the policy):
The University's travel agents have been instructed to advise the University if any staff book travel to areas of Extreme or High Risk.
Distribution: University wide
Policy released by Chief Operating Officer
Further information available on request
21.4 Travel Insurance
It is mandatory for University staff to arrange travel insurance with the University's Insurance Officer prior to going overseas. Refer to the following link for details: International Travel Insurance
21.5 Travel Club Memberships Policy
This Revision Date: 31 March 2008
Last Revision Date: N/A
Original Policy Approved: July 2003
Authority: Vice-Chancellor
1.0 Purpose
The purpose of this policy is to determine entitlement to paid membership of travel clubs.
2.0 Air New Zealand Koru Club
Membership of Air New Zealand Koru Club will be paid by the University where it can be demonstrated that a staff member spends considerable time travelling on Air New Zealand, either domestically and/or internationally, as part of their required University duties.
3.0 Other Travel Clubs
Membership of travel clubs, other than Koru, will only be paid in exceptional circumstances. The staff member must demonstrate that he or she has no option but to spend considerable time travelling on airlines other than Air New Zealand and its alliance partners and that Koru Club membership does not provide access to lounges or the services that the staff member considers essential to their well being and safety while travelling on University business.
4.0 Incentive Schemes
The cost of joining rewards schemes, where it is an additional cost to Koru or any other travel club membership, will not be paid by the University under any circumstances.
5.0 Approval Process
A request for travel club membership, with adequate proof of need, should be provided by the staff member and approved by the appropriate divisional head. Payment should be made via the appropriate Purchasing Card.
Distribution: Vice-Chancellor's Advisory Group
Director Personnel Services
Director Property Services
Policy released by Chief Operating Officer
Further information available on request
21.6 Private Travel Agreement For University of Otago Staff
To view the ' Private Travel Agreement For University of Otago Staff document (PDF)
21.7 Postgraduate Travel Procedure and Forms
To view the Postgraduate Travel Procedure document (PDF)
To view the Postgraduate Travel Grant Authorisation form (DOC)
To view the Postgraduate Travel Quote form (DOC)