Booking and paying for travel

Booking travel and accommodation

You are normally expected to book through a Monash preferred supplier. Please refer to the Monash Travel Advisory Office website to find out how to book your travel. However, if you are able to demonstrate that you can get a cheaper fare, or a fare of the same price but providing a more direct or timely route, then you may obtain approval from the Dean to use an alternative operator. Please see the University's Travel policies and procedures for further information about booking airfares, other forms of transport, accommodation, the use of Corporate Credit Card and Qantas Club membership.

If you need advice on travel arrangements and requirements just ask your friendly local administrative officer.

Paying for travel and related expenses

If you are travelling on faculty business (e.g. OSP; conference, marketing, teaching, research) you have several options for paying travel costs. Regardless of the option you chose, if the travel is for five nights or more or is outside Australia , you will need to complete a Business Travel Diary (downloadable from Monash Finance Forms page). All forms should be submitted to the Faculty's travel finance officer based at your campus.

1. Corporate Credit Card

You may apply for an Corporate Credit Card for specific work-related expenses if you anticipate a minimum of $500.00 in expenses per year in travel. The Corporate Credit Card can only be used for business travel purposes (transport, food, accommodation, visa and other fees), and for general purchases such as books or memberships, which are work related. It cannot be used for private expenditures, even if you plan to reimburse the funds.

Please see the University's Policy on the use of the Monash Westpac Procurement MasterCard.

Additionally, you are responsible for the submitting the Corporate Credit Statement, together with all tax compliant receipts, travel diary if required and cost centre and fund details to your local Admin Officer in a timely manner.

2. Personal credit card

You may use your own personal credit card and seek reimbursement for specific work-related expenses upon return. For reimbursement, complete and submit a Staff expense claim (downloadable from Monash Finance Forms page).

3. Cash advance

You may request a cash advance , for example, for an undergraduate field trip, research trip, or overseas conference if you do not have a University credit card and the expenditure will be $50 or more . You will need to complete and submit to your campus-based travel finance officer:

• A general Claim form (No IAS005), a minimum of two weeks prior to departure. Write 'cash advance for XXX trip' on the Claim form (downloadable from Monash Finance Forms page) and provide an explanation of the nature, place and dates of the activity (e.g. conference on adult education, Toronto, from 24 January 04 to 10 Feb 04).
• the Cash advance - Travel acquittal form (xls 13Kb), together with all tax compliant receipts of expenses and a business travel diary if required, within six weeks of your return. The Faculty finance team will use the information you provide to complete the more complex University reconciliation form on your behalf.