Frequently Asked Questions - Travel
- What forms do I complete for University travel?
- What if my actual travel expenditure exceeds original funding approved?
- Where do I find information on travel allowances for meals etc?
- How do I go about paying my conference fee?
- How do I apply for a corporate Diners Card?
- Diners statements - How do I acquit the statement?
- Diners statements - Once reconciled where do I send it?
- What if I am away when my Diners statement arrives?
- Private Vehicle - What is the procedure to take my own vehicle for University business?
- Overseas travel allowance rates - Where do I find them?
- Is there University insurance cover when travelling overseas?
Visit the Finance travel Website for more information
What forms do I complete for Domestic University Travel?
A separate Travel authority/ order must be completed for each journey. This form can be obtained from your School/ office/ secretary within your School/ division. All details (ie itinerary, travel expenses, accounting codes etc) must be fully documented and approved prior to travel. Your school / section can obtain a new travel order book by contacting the Travel Office on 34230 or email travel@csu.edu.au.
What if my actual travel expenditure exceeds original funding approved?
Any additional / unexpected work related expenditure must be approved by your Budget Manager upon your return on the blue acquittance copy of the Travel Order prior to any payment being processed. The total expenditure for meals and accommodation must be within the allowable upper limits.
Where do I find information on travel allowances for meals etc?
Information on allowances for meals for single day travel and overnight travel within Australia can be found on the Allowance Rates page of the CSU Travel Site.
How do I go about paying my conference fee?
Where the conference accepts Corporate Diners cards, please use your corporate Diners for payment. Where Corporate Diners is not accepted and prepayment is required, please send the original conference registration forms and tax invoice with the approved Travel Order to the Travel Office for payment. Please allow sufficient time for processing.
How do I apply for a corporate Diners Card?
Corporate Diners Card forms can be obtained from the Travel Office website. These forms must be completed in full prior and forwarded to the Travel Office for processing. The information provided remains confidential.
Diners Statements - How do I acquit the statement?
Upon receipt of your statement you will need to reconcile it by going through each individual charge on the statement and writing the applicable Travel Order number next to the charge along with the accounting codes where the expense is to be debited. Original Travel Orders, receipts / tax invoices must also be attached where applicable. Your Budget Manager should then approve your statement for payment before it is forwarded to the Travel Office. If there is an incorrect charge on your statement please advise and this will be addressed by the Travel Office with Diners.
Diners Statements - Once reconciled where do I send it?
Once you have reconciled your statement it is important that it is received in the Travel Office, Wagga Wagga Campus by the 5th of the next month to avoid late fee penalties. It can be sent in Internal mail, forwarded by email to travel@csu.edu.au or fax to 34052.
What if I am away when my Diners Statement arrives?
Diners statements print on the 20th of each month. If you are going to be away when your statement arrives it is important to make arrangements for your statement to be acquitted on your behalf and given to your Budget Manager for counter signing. A late fee of 3% per month accrues on any outstanding balances. These fees are usually the responsibility of the cardholder.
Private Vehicle - What is the procedure to take my own vehicle for University business?
University vehicles are available for all official travel. Where a University vehicle is not available a private vehicle may be approved for official University travel in certain circumstances. Private vehicle travel is subject to approval by the Finance Manager- Dept of Financial Services (via the Travel Office). This approval must occur 7 days prior to travel and will not normally be approved retrospectively. A Travel Order must be completed in full and approved by your Executive Director or HOS. The approval detail on the back of the white copy of the Travel Order must be completed and forwarded to the Travel Office with your Travel Order for approval. The form for 'Approval for Private Vehicle' can also be found on the CSU Travel website.
Overseas Travel Allowance Rates - Where do I find them?
Overseas travel allowance rates (meals and incidentals) can be found on the Travel website.
Is there University insurance cover when travelling overseas?
Charles Sturt University has a corporate insurance policy covering CSU staff members and others travelling on behalf of the University. Please refer to the CSU Travel website.