School Travel Policy
TRAVEL AND EXPENSE CLAIMS POLICY
The purpose of the policy is to provide Lusitânia a consistent and fair approach to the way school business travel is conducted, to improve the quality of services provided and to reduce travel costs.
All Lusitânia employees share the responsibility of continuously and conscientiously managing travel expenses.
To assist all travellers in this effort, Lusitânia has developed this School Travel Policy, which applies to all Lusitânia employees travelling on behalf of the school.
3. POLICY OUTLINE
ALL TRAVEL ON SCHOOL BUSINESS MUST COMPLY WITH THE SCHOOL TRIP POLICY.
The School will reimburse employees for reasonable expenses incurred necessarily and properly on the School’s behalf while the employee is engaged on authorized School business. As a general principle employees should not lose or gain financially when reclaiming expenses. All employees are expected to conserve School funds by avoiding expenses that are unnecessary and extravagant.
- SCHOOL APPROVED TRAVEL
1. Travel Request Forms
The travelling employee must complete a Travel Requisition and obtain approval from their relevant manager before submitting the Requisition for approval by the Headmaster and the Administration Manager
2. Prior Approval
All trips must have the approval of the Headmaster prior to being booked. Request for approval must indicate the reason for travel and the proposed objectives of the trip and an estimated budget based on the travel costs, appropriate daily allowances and other anticipated costs.
3. Cancellation or non-use of tickets or vouchers
- Should the travel be cancelled or shortened or should any air tickets, hotel or car hire or any other vouchers not be used, the Administration Manager must be notified as soon as possible.
- Any unused tickets or vouchers must be returned immediately to the Administration Manager for refund from the authorized travel agent or other supplier.
- Any Allowances that are no longer applicable due to a shortened or cancelled trip must be returned by the member of Staff or the amount due will be deducted from the next month’s salary.
- Employees may be charged for any expense incurred by the School in relation to an unused voucher if these are not returned timeously.
4. Travel Insurance and medical insurance
Staff Members are covered for some medical emergencies under the First Mutual Life Medical Aid policy.
Staff will need to ensure they have their Medical Aid Card with them when travelling.
C. TRAVEL & ACCOMODATION
- Wherever possible Hotel Accommodation is charged to the School account.
- Employees will receive an allowance for accommodation and/or meals but will need to submit an expense claim and invoices within 7 days of returning from travel.
- Should employees request to stay in Private Accommodation and this is approved, Per Diem Allowances of 60% of the standard daily Meals Allowance and 100% of the daily Incidental Allowance will be payable to the employee and no further receipts will be required.
- Any excess allowance not supported by invoice must be reimbursed to the School by the employee or will be treated as a salary advance and deducted from their month end pay.
- The Headmaster must authorize any excess expenditure over and above the allowance for reimbursement to the employee.
- Employees will receive a per diem allowance to cover the cost of Incidentals and local travel, which they do not need to account for through the submission of any receipts.
- Maximum Allowances for Hotel and Meal expenses are stated below and are subject to review by the Board of Governors from time to time.
- Additional Allowances for Meals are only granted when such meals are not included in the Hotel rate for overnight stays or if the trip is less than one day.
APPROVED MAXIMUM ALLOWANCES PER DAY IF NOT PAID FOR DIRECTLY BY THE SCHOOL.
APPROVED ALLOWANCES WILL BE PAID IN ADVANCE AND IN CASH OR BY DIRECT DEPOSIT TO THE STAFF MEMBER’S BANK ACCOUNT AT THE DISCRETION OF THE SCHOOL.
Where the School or any other organisation covers the costs of Hotel and Meals, only Incidentals and any Meals not already covered will be eligible for the appropriate allowance.
Per Diem Allowances are calculated and paid for full days (24 hour periods) only, other than for trips that are less than one day, in which case only Allowances for the respective Meals plus 50% of the approved Incidentals Allowance will be paid.
RATES FOR STAFF
- Hotel* $175.00
- Breakfast $10.00
- Lunch $15.00
- Dinner $20.00
- Incidentals $90.00
Deputy Head, Administration Manager & Bursar
- Hotel* $175.00
- Breakfast $10.00
- Lunch $12.00
- Dinner $15.00
- Incidentals $70.00
Other Teaching & Administration Staff Members
- Hotel* $155.00
- Breakfast $8.00
- Lunch $10.00
- Dinner $13.00
- Incidentals $40.00
* Dinner, Bed and Breakfast rate. If no hotel can be found at these rates, the Finance Committee Chairperson must be advised and authorise any exceptions.
- ACCOMMODATION / MEALS / LOCAL TRAVEL
1. Type of Accommodation
- Employees are to use single room accommodation, unless this is not available, at preferred hotels, which are reasonably convenient to the location where business is to be transacted.
- All accommodation receipts are to be submitted with the expense claim within 7 days of return from travel, whether accommodation is on the School Account or paid for directly by the employee.
- Wherever possible accommodation is to be booked through the School’s authorised travel agent or with a preferred supplier and in all cases the Administration Manager will need to authorise any hotel booking.
- The employee is responsible for cancelling reservations to ensure that “no show” charges are not incurred and if such charges are incurred the employee may be liable to pay these.
2. Booking Accommodation
The Administration Manager will source the accommodation based on any preferential agreements with Hotels or at the most economical choice available.
Hotels will be chosen to ensure that a reasonable level of comfort and quality is maintained.
3. Other Accommodation Related Charges
- Reasonable laundry/dry cleaning expenses will be reimbursed on production of receipts for stays of more than 3 days.
- The use of mini-bars in hotel rooms is not reimbursable.
- No costs for alcohol, cigarettes, teas, snacks or other expenses outside of the normal three meals per day will be refunded.
- Pay TV costs and hotel phone calls will not be reimbursed.
4. Cost of Meals
- The costs of meals during School Business travel are covered by the respective meal allowances when such meals are not included in the Hotel rate.
- No additional claims will be approved where the staff member incurs costs that are not within the maximum allowances permitted.
- Tax regulations for deductibility should be observed.
5. Buses & Taxis
Reasonable use of buses & taxis during School Business travel will be reimbursed on production of receipts unless covered by the Incidental per diem allowance.
6. Use of own vehicle
- An employee using his/her own car for Approved School Business travel will be reimbursed on a per kilometre basis at the local AA rate provided the Headmaster approves such use prior to any travel.
- It is the responsibility of the employee using his/her own car for School Business to determine whether their insurance cover is adequate for this purpose. Where an employee receives a travel allowance as part of their employment contract, they will be reimbursed for petrol expenses only.
- Please note that in some countries the insurer requires to be notified if the car is to be driven beyond national boundaries.
5. Rental Cars
- Rental Cars may only be used in exceptional circumstances and with prior approval from the Headmaster.
- Wherever possible rental cars are to be booked through the authorised travel agent or obtained from suppliers with whom Lusitânia has negotiated preferential rates.
- Please check to ascertain whether or not collision damage and personal accident cover is required.
E. AIR TRAVEL
ALL flights will be in Economy Class.
As a general principle, air travel must be with the most economical Airline and at the lowest logical fare of the day.
F. HEALTH & SAFETY
- The School Trips Policy governs all School Travel.
- Employees are responsible for confirming that all necessary requirements are met before any travel commences including travel/health insurance, vaccinations, visas, etc.
- Employees should travel in a safe and secure manner; details of itinerary including flight information, hotel addresses and contact telephone numbers are to be given to an appropriate colleague/assistant should the need arise to contact the traveller in an emergency.
G. COLLECTIVE TRAVEL
Where employees travelling represent a significant part of the total expertise available to the School, they should not travel on the same plane, bus, train or vehicle.
H. COMBINED PERSONAL AND BUSINESS TRIPS
- A personal element to a business trip may only be added provided that the vacation is totally incidental to the business trip, and that advance approval has been obtained from the Headmaster or, in the case of the Senior Management of the School, the Board of Governors.
- Employees will be reimbursed only for the expenses which would have been incurred had no vacation been taken.
I. SPOUSE/PARTNER TRAVEL
- Expenses for spouses/partners are not ordinarily reimbursable.
- Where a spouse’s/partner’s presence is deemed necessary for business reasons, prior approval is required from the Board of Governors.
J. LOYALTY PROGRAMMES
- Membership of supplier loyalty programmes is permitted, but must not influence the employee’s decisions in finding the most economical and business effective means of travel.
- Any local fiscal or other liabilities arising from such membership are exclusively the responsibility of the individual.
- Business entertainment is reimbursable when it is for the benefit of the School, serves a business purpose and reflects the high standards of ethics characterised by the School.
- The recipient, business and purpose must be identified and approved by the Headmaster in terms of the School’s Policies.
- Employees are reminded to use the lowest cost method for all voice and data communications, as the School will NOT pay for phone calls or other communication costs.
- Care should be taken when using phones in hotels or mobile phones from foreign countries as these charges can be extremely high.
M. EXPENSE REPORTING
1. Expense Forms
- The School will issue Expense Forms to staff. These Forms are to be completed in order to request permission to travel and to claim expenses.
- Both the individual and their Immediate Supervisor must sign all forms before submitting to the Headmaster for final approval and processing by the Bursar or Administration Manager.
2. Completion of Expense Forms
- Expenses are to be reclaimed within 7 (seven) days of returning from travel. Claims that are submitted more than 7 days from return may not be refunded.
- All Expense Claims are to be supported by receipts where required and a copy of the approved Travel Requisition.
- Where no receipt is available this fact must be indicated on the expense claim form and the Headmaster will determine whether the expense claimed will be refunded.
Any amendment to the policy may be authorised by the Board of Governors as and when required.
Effective Date: 1ST October 2016