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1.
PURPOSE
1.1.1 To set out the principles that are required to be applied by all University Staff or
individuals (including the University’s Council members and students) when
organising, undertaking or approving travel that is undertaken while on official
University business.
2.
AUDIENCE
2.1.1 All staff of the University of Auckland.
3.
APPLICATION
3.1
The policy applies to all travel funded by the University.  Grants received by
the University from third parties are considered to be University funds and are
required to be administered in accordance with this Policy except where a
Grant has specific terms and conditions or compliance requirements that are
stricter than this Policy, those terms and conditions or compliance
requirements supersede this Policy.
4.
POLICY OVERVIEW
4.1.1 Payment, or liability to pay, of a Travel Expense by the University must always be
demonstrated by satisfactory means to be a University liability with, in all but
emergencies, approval prior to incurring the Expense and be reasonably
incurred for good and fair value by the University. It follows from this that:
4.1.2 Reasonable and appropriate Expenses necessarily incurred in undertaking
approved University Travel will be paid, subject to the following;
4.1.3 The incurring of Expenses should be approved in advance and Reimbursement of
them will be made on the basis of evidence of actual and reasonable
expenditure supported by original receipts or other evidence.
4.1.4 The University may reasonably decline to reimburse claimed Expenses not having
prior approval, and will require evidence as a precondition of payment.
4.1.5 Incurring Travel Expenses is always subject to a test, and precondition, that the
incurring of those Expenses does not provide a personal financial benefit to
staff. Financial benefit must be demonstrated to be for the University. Travel
Expenses should not include compensation for a staff member's personal
Expenses that they would otherwise reasonably incur on a day-to-day basis,
as opposed to such Expenses as are directly attributable to the University's
benefit.
4.1.6 Good and fair value connotes that Travel should be, within reasonable safety and
time requirements and constraints, by the most direct route. Likewise good

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and fair value connotes that Travel expenditure requires a cost effective
approach.
4.1.7 Good and fair value means that where the University has identified a Preferred
Supplier for Travel, unless there are identified reasons and specific exceptions
referred to and agreed in an approval, that the Preferred Supplier should be
used for all University staff and University funded student travel.
4.1.8 The University expects to pay directly all its legitimate expenses through its own
purchasing and payment channels, recognising that where there are cases
where this is not possible, the University has a reimbursement policy (refer
clause 7 and the Sensitive Expenditure Policy).
5.
TRAVEL APPROVAL
5.1.1 All University travel must be pre-approved in the following manner:
5.1.2 All University travel shall be approved by the traveller’s line manager (with the
exception of domestic travel - refer clause 5.1.3) and by a person with
delegated financial authority to approve expenditure on the cost centre that
the travel is being charged to.
5.1.3 Domestic travel does not require line manager approval if the person travelling is
the budget holder of the cost centre that the travel is being charged to.
5.1.4 No travel commitments or reservations should be made without prior written
(email) approval, and no travel commitments, reservations or approvals are to
be made outside of this policy unless in an emergency situation where there
are issues of personal safety or danger or extraordinary circumstances. Emails
are "in writing" provided these are retained and accessible to audit.
5.1.5 Travel to certain High Risk and Hot Spot Countries requires sign-off from a Dean
(for faculty staff) or the Registrar (for other staff). Further information can be
found on the MFAT site for safe travel (http://www.safetravel.govt.nz/).  It is
recommended that all overseas travel details are registered on the Safe Travel
website.
5.1.6 The approving manager must be satisfied that the travel and associated costs are
necessary for university purposes, consistent with University policy and are
within budgetary limits.
6.
ORGANISING AND BOOKING TRAVEL
6.1.  Use of Preferred supplier
6.1.1   The University has contracted a Travel Management Company (TMC) to
coordinate all University Travel.  The safety of all individuals undertaking
University Travel is paramount.  The TMC plays and important role in ensuring
the University fulfils its duty of care to individuals, particularly via the tracking
and locating of travellers therefore it is mandatory to use the TMC, either
directly or via their online booking tool with the following exceptions:

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i.  Domestic (New Zealand) and Trans-Tasman airfares may be purchased
from a supplier other than the Preferred Supplier if it is more cost
effective to do so and is in accordance with clause 6.5;
ii.  Accommodation may be purchased from a supplier other than the
Preferred Supplier in accordance with clause 6.2.1;
iii.  Accommodation may be purchased from a supplier other than the
Preferred Supplier if the Preferred Supplier is unable source the
accommodation that suits the needs and requirements of the business
trip and is in accordance with clause 6.7.
6.1.2 Travel purchased from any supplier other than the Preferred Supplier that isn’t in
accordance with Clauses 6.1.1 (i-iii) are not to be approved without prior
authorisation by the Director of Finance. Even where identified and specific
circumstances are agreed, any approval shall, however, be at good and fair
value for the University.
6.1.3 Staff may use the Preferred Supplier for private travel allowing them to take
advantage of the service, fare and fee structure negotiated by the University.
In no circumstances is the cost of any personal travel to be charged to the
University.  All personal travel bookings must be identified as personal and
invoiced directly to the staff member.

6.2.  Conference Registration and Accommodation
6.2.1 It is common for conference organisers to offer conference registration and
accommodation options as a special package.  Where these packages are
more cost effective than registering and booking accommodation separately
through the University’s preferred supplier, the package offered by the
conference organiser may be purchased.
6.3.  Cancellations and Alterations
6.3.1 Cancellations and alterations are to be made through the Preferred Supplier
wherever practical. This is to ensure a credit is received for the unused
reservations and any fees.
6.3.2 If it becomes necessary to cancel a reservation directly with the service provider
(e.g. hotel or rental car company), staff should obtain a cancellation number
to avoid the possibility of disputes later.
6.3.3 No-show charges are not reimbursable, and any charges to the University may be
claimed back from the person incurring the charge unless in extraordinary and
genuinely unavoidable circumstances.
6.4.  Insurance
The University provides travel insurance for overseas business travel for staff,
students and consultants/contractors where their travel is funded by the
University of Auckland, a research grant or by a third party such as another
university, research entity or conference organiser.

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link to page 2 Provided the University’s Travel Policy and guidelines are met, insurance cover
as stated in the University’s policy will apply automatically.  It is the traveller
and their approving manager’s responsibility to ensure the travel is within the
University’s travel policy parameters.
Travel insurance policies taken out by individual staff members will not be
reimbursed unless it applies to the rental of international motor vehicles in
accordance with 7.3.7.
6.5.  Air Travel
6.5.1 Air travel must be purchased in accordance with clause 6.1.
6.5.2 All domestic and international air Travel is to be economy class unless a higher
class of travel is approved by an SMT member as per the guidelines below or
for health reasons.
6.5.3 In the interests of cost-effectiveness, consideration should be given to the
following when arranging air Travel:
i.  Travel at off-peak times
ii.  The use of discounted fares such as Smart Saver fares for outbound
Travel, and retaining maximum flexibility on return Travel.
6.5.4 International Travel over 5 hours duration (i.e. scheduled flying time by the most
direct route) by staff members who are on a very tight schedule may travel
business class with the prior approval of an SMT member.
6.5.5 Economy class does not include premium economy class or equivalent.
6.5.6 Personal air points may be used to upgrade a fare.
6.5.7 Downgrading Travel to provide a personal benefit is not permitted, and could be
regarded as being fraudulent – refer clause 4.1.5.
6.5.8 Changing a business class ticket for a lesser cost ticket to enable a spouse/
partner to accompany an employee on Travel is not acceptable
6.6.  Accompanying Persons’ Travel Expenses
6.6.1 Where a staff member of the University is accompanied by a friend or family
member on official Travel, the University will not pay for any of the
accompanying person’s Travel Expenses or other incremental costs. However,
in exceptional circumstances and if it can be demonstrated that there is a
significant benefit to the University, the Vice-Chancellor or the Vice
Chancellor’s delegate may approve Travel Expenses for a person
accompanying a staff member.  Exceptional circumstances may include
extraordinary family responsibilities or disabilities.
6.7.  Accommodation
6.7.1 Accommodation must be purchased in accordance with clause 6.1.

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link to page 2 link to page 6 6.7.2 When University staff are required to be away from their home overnight on an
approved business trip, the actual cost of reasonable accommodation will be
paid.
6.7.3 Hotel accommodation is to be of the mid or standard range. The use of suites or
luxury accommodation is not regarded as good and fair value and should not
be booked or approved.
PRIVATE ACCOMODATION
6.7.4 When University staff choose to stay privately when away on a business trip
which necessitates overnight accommodation, they may be reimbursed at the
rate of $80 per night away on business in lieu of accommodation and meal
costs.
6.7.5 A receipt will not be required for Reimbursement of this Expense but fair evidence
of a cost paid for the accommodation may be requested consistent with 4.1.5.
7.
GENERAL EXPENSES WHILE UNDERTAKING TRAVEL ON UNIVERSITY
BUSINESS
7.1.  Documentation Requirements
7.1.1 A receipt or tax invoice (if applicable) is to be obtained for all individual costs in
order to complete expense reconciliation processes in accordance with
University policy with the exception of:
i.  Private vehicle usage. Details of each journey and the distance travelled
are to be itemised on the Expense claim.
ii.  Staying privately subject to 6.7.4.
iii.  Incidental allowances as agreed in existing staff collective agreements.
7.1.2 Receipts for expenditure in New Zealand for expenditure over $50 must meet IRD
requirements for tax invoices. There requirements are outlined on the Finance
and Purchasing, GST page of the staff intranet.  Credit card dockets by
themselves are not adequate documentation for taxation purposes.
7.1.3 Where expenditure is greater than $50 and not supported by a GST tax invoice
reimbursement may be declined.
7.2.  Meals
7.2.1 The actual and reasonable cost of meals appropriate to the Travel will be
reimbursed to an employee travelling on approved University business. Any
meals to be paid for by the University must be mid-range (moderate and
conservative).  Per diems will not be paid for meals.
7.2.2 Meals for non-university employees are reimbursable when the meal has the
purpose of a business discussion, fostering a business relationship, enhancing
the reputation of the University (e.g. with donors and other stakeholders) or in
furtherance of the University's goals.  A clear description of attendees and  the

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nature of the discussion must be included on the employees expenses
reconciliation.  Detailed guidance on entertaining third parties is included in
the Gifts, Hospitality and Benefits policy.
7.2.3 The cost of meals (breakfast/lunch/dinner) is only reimbursable when travelling
outside the greater Auckland area or outside your home base if it is outside
Auckland.
7.2.4 Snacks are not reimbursable unless the snack is in lieu of a meal.
7.3.  Use of Vehicles
RENTAL VEHICLES IN NEW ZEALAND
7.3.1 Rental vehicles may be used for Travel where that is the most cost-effective
means of transport. Prior approval is to be obtained and reservations are to be
made through the Preferred Supplier.
7.3.2 In general, vehicles up to 2.0 litres are to be hired, unless:
i.  There are four or more passengers including the driver
ii.  The amount of luggage or equipment necessitates a larger vehicle.
7.3.3 If rental cars used on approved University travel are re-fuelled, the cost is
reimbursable.
7.3.4 All charges relating to the return of rental cars must be minimised, e.g. vehicles
must be returned to the rental company in a presentable condition and where
possible fully refuelled.
RENTAL VEHICLES INTERNATIONALLY
7.3.5 In and around cities, rental vehicles up to 2.0 litres are to be hired.
7.3.6 It is expected that outside cities, Travel by air or train will generally be more
cost-effective having regard to Travel times.
INSURANCE ON RENTAL VEHICLES
7.3.7 Rental vehicles (cars and vans only) hired in New Zealand for approved University
business are covered under the University's insurance policy. Accordingly the
rental company's insurance cover is to be declined. Rental vehicles hired
internationally must be insured in the country of hire. The University's
insurance only covers the excess on international rental insurance policies up
to a value of NZD $5,000. Excess waivers under this value should be declined
when purchasing international vehicle insurance.
ACCIDENTAL DAMAGE TO RENTAL VEHICLES
7.3.8 For accidents to rental vehicles, see the staff intranet: Insurance

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TAXIS
7.3.9 The use of taxis on official University business is permitted when no University
vehicle is available or as an alternative to a rental vehicle when use of a taxi is
more economical.
PRIVATE MOTOR VEHICLES
7.3.10  Staff may be reimbursed for authorised and approved use of their private
motor vehicle when on University business. The use of a private vehicle for
University purposes will be approved only in circumstances where a University
pool vehicle, rental vehicle or taxi is not an efficient option.
7.3.11  Travelling between home and work will not be reimbursed.
7.3.12  Approval must be obtained from an approving manager before a private motor
vehicle is used on University business.
7.3.13  When using a private motor vehicle on approved University business, the
shortest route necessary for the purpose of the trip must be claimed for.
7.3.14  Private motor vehicles used for University business must have a current
warrant of fitness, registration, be road worthy and fully insured.
7.3.15  Individuals using a private vehicle on University business from time to time
must ensure the proportion of business use is reasonable. Use of private
motor vehicles will be compensated at Inland Revenue Department prescribed
rates except where otherwise stipulated in relevant Collective Staff
Agreements.
7.3.16  These rates are compensation for all costs of running a vehicle including fuel
and insurance. Receipts will not be required for Reimbursement of this
Expense.
7.4.  Other Expenses
FREQUENT FLYER PROGRAMMES
7.4.1 Frequent Flyer programmes or other reward schemes are a personal Expense and
are not reimbursed by the University.
7.4.2 Staff may retain frequent flyer points for personal use, including upgrading an
economy class fare to premium economy or business class, but the use of
such points is not reimbursable.
7.4.3 No Travel arrangements or itineraries are to be created to the advantage of
personal frequent flyer point accrual over the requirement to obtain the
cheapest fare consistent with the objectives of the proposed trip.
AIRLINE FLIGHT CLUBS

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7.4.4 Airline flight club membership is a private Expense and will not be reimbursed or
paid for unless specifically provided for in an individual employment
agreement. Personal air points may be used to pay Airline flight club
membership. SMT members may approve Airline flight club memberships for
frequent travellers (20 or more trips a year).
AIRPORT PARKING
7.4.5 Airport parking fees will be reimbursed for vehicles used on an approved business
trip. The cheaper alternative of taxi fare or mileage plus airport parking fees is
to be used.
EXCESS BAGGAGE
7.4.6 Excess baggage costs for University-owned property required for a business trip
are reimbursable.
LAUNDRY
7.4.7 Reasonable laundry and dry cleaning charges are reimbursable.
VISAS AND INOCULATIONS
7.4.8 Visas and inoculations required for business Travel are reimbursable. Visas and
inoculations obtained for any private Travel undertaken in conjunction with
business Travel are not reimbursable.
7.4.9 Passport costs are not reimbursable.
PERSONAL TELEPHONE CALLS
7.4.10  Personal telephone calls of a reasonable level when away on University
business may be reimbursed at the discretion of an approving manager.
7.4.11  As a guide, one ten-minute call per day would be regarded as being
reasonable.
HOTEL BROADBAND COSTS
7.4.12  Hotel broadband costs incurred on University business are reimbursable. When
using a hotel's broadband facilities, staff should be conscious of the high
charges some hotels impose for the use of the hotel's telephone system.
ALCOHOL
7.4.13  Mid-range priced alcohol when travelling on an approved University business
trip is reimbursable only when consumed in moderation with dinner.
GRATUITIES
7.4.14  Gratuities will not be reimbursed except for countries where there is a strong
culture of tipping for service.  New Zealand is not considered to have a strong
culture of tipping for service.
PER DIEMS

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7.4.15  Per diems (i.e. daily allowances) will not be paid by the University, unless
otherwise stated in existing staff collective agreements.
7.5.  Non-Reimbursable Expenses
7.5.1 Expenses of a personal nature are not reimbursable. Any such Expenses incurred
are to be paid for directly to the service provider.
7.5.2 The following are examples of Expenses which are not generally reimbursable (in
addition to those referred to elsewhere in this policy):
i.  Mini-bar usage
ii.  Gratuities (subject to clause 7.4.14)
iii.  Fines for traffic and parking violations and towing fees
iv.  Any illegal use of a motor vehicle
v.   In-room movies or video rentals
vi.  Expenses for Travel companions or family members, including the Travel
companion content of Travel, accommodation and meals
vii.  Personal Expenses incurred as a result of being away on University
business, such as baby-sitter fees, lawn care, care of pets (unless prior
approval has been given by a Dean or Director for exceptional
circumstances)
viii.  Barber or hairdressing services
ix.  Luggage or briefcases, toiletries or clothing
x.  Other personal costs such as snacks, personal postage costs,
pharmaceuticals, recreational activities, sightseeing, cinema tickets or
private Travel while on a business trip.
7.6.  Temporary Travel Advances
7.6.1 Staff are expected to minimise their use of cash for reimbursable Expenses by
charging Expenses back to the University via the Preferred Supplier wherever
possible, e.g. air fares, accommodation and rental vehicles can all be paid for
by this method or by pre-paying on a University P-Card or E-Card where
permitted
7.6.2 Out of pocket expenses are to be charged to a University E-Card (where one has
been issued) wherever possible. This is to minimise dealing in cash and
reconciliations.
7.6.3 In instances where a temporary travel advance is necessary, this is to be applied
for via the Travel and Expenses Module in PeopleSoft Financials.
7.6.4 The amount requested is to correspond with the likely amount of Expenses which
cannot be charged back to a credit card, taking into account the length of the
proposed trip and its requirements.

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7.6.5 Approval of temporary travel advances for business travel requires approval by a
person with delegated financial authority to approve expenditure on the cost
centre that the travel is being charged to and the approval of Central Finance.
PAYMENT METHOD
7.6.6 Temporary Travel Advances will be paid directly into the employee's bank account
in New Zealand dollars.  If the employee requires foreign exchange they are
required to obtain this at the airport or local bank, or withdraw from an ATM in
the country they are travelling to.
RECONCILIATION AND SETTLEMENT OF ADVANCES
7.6.7 Original receipts must be obtained for all expenditure from the temporary cash
advance and must be reconciled and settled promptly within one month after
the traveller's return to work via the Travel and Expenses Module in PeopleSoft
Financials. Any unused portion of the advance is to be paid into a University
account by either EFTPOS, credit card, internet banking or by returning it to
their local accountant for banking.
LEGAL COMPLIANCE
7.6.8 If this Policy and the processes under it are breached this may:
i.  Expose the University to legal and other claims of misuse of funds
ii.  Result in disciplinary proceedings against Staff members.
8.
RELEVANT LEGISLATION
Crown Entities Act
Education Act
9.
RELATED DOCUMENTS
Expense Card Policy
Delegations Policy
Financial Delegations Policy
Procurement Policy
Corporate Cards Policy
Motor Vehicles Policy
Conflict of Interest Policy
Staff Expense Claim Form
Temporary Travel Advance Request
Travel Purchasing User Guide
Sensitive Expenditure Policy
Gifts, Hospitality and Benefits Policies
Travel Insurance Guidelines

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10.
DOCUMENT MANAGEMENT AND CONTROL
Prepared by:
Director of Finance
Owned by:
Director of Finance
Approved by:
Vice-Chancellor
Director of Administration
Date issued:
1/10/2013
Next Review Date:
1/10/2014
Next review date:
Annually
11.
APPENDICES
A
Glossary
Entertainment
Means approved Entertainment of non-University people undertaken
for the purpose of a business discussion, fostering a business
relationship, enhancing the reputation of the University or in
furtherance of the University’s goals.
Expense(s)
Means work related costs necessarily incurred by staff of The
University of Auckland in accordance with the parameters of this
policy.

Line Manager
The manager that the employee reports to.
Preferred
Means suppliers managed by Financial Services (and/or approved by
Supplier
the Tender Board) with whom the University has entered into a formal
Agreement for the supply of products or services. A list of
preferred suppliers is available on the Financial Services website.
Reimbursement
Means payment to a University staff member for appropriate
Expenses incurred on approved University business in accordance
with this policy. The payment will generally be on the basis of actual
and reasonable expenditure supported by original receipts. There are
exceptions however, which are specified in this policy. All
Reimbursements will be on the basis of a Staff Expense Claim
approved in accordance with this policy.
Travel
Means pre-approved Travel for official University purposes.
University
The University of Auckland including all subsidiaries.

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Document Outline