Travel allowance
UniSA will
provide you with a travel allowance to cover your living expenses
when you travel on University business. This may be either the use
of a University of South Australia Credit Card or a Cash advance.
You do not need to ask for a cash advance. This will automatically
be arranged by the Offshore Travel Coordinator (OTC) if you do not have a University Credit
Card. As this is done automatically you will need to advise the OTC if you
do not wish to receive a cash advance. The cash advance will be paid into
your salary account one week prior to travel.
University Credit Card
Staff that have a University Credit Card will need to use this to pay for their food and incidental expenses while overseas. The (OTC) will advise the maximum allowance that is allowed to be spent on the credit card. All staff that travel overseas should have a pin number for their credit card, this will allow you to withdraw cash. If you do not have a pin number please complete the FS72 Amendment to cardholder's details form which is also available from the forms to download page.
When you return from overseas all expenses charged on your credit card will need to be acquitted on your Flexipurchase statement accompanied by the receipts. The cash withdrawn on your credit card will show up as 'cash advance" on your Flexipurchase statement.
All cash that is withdrawn will need to be fully acquitted on a FS36T - Cash advance travel record. This form will be included with your tickets but is also available from the forms to download page. You will need to attach FS36T along with receipts to your Flexipurchase Statement to prove that you spent all of the cash withdrawn. The OTC will check all Flexipurchase statements and will advise you if you owe the University money. If you have foreign currency left over please change it into Australian Dollars and pay back into University Credit Card. This can also be done if you have left over Australian Dollars.
Cash Advance
Cash Advances will need to be fully acquitted on a FS36T. This form will be included in with your tickets but is also available from the forms to download page". When you return from overseas please return completed and totalled FS36T along with receipts to the OTC. The OTC will check that the expenses are reasonable* and will advise staff if they need to repay some of their cash advance back to the University. Where cash must be repaid to the University, repayment should be made on the next pay day after the cash return is due.
Reasonable Expenses
- Food expenses
- Official Phonecalls, faxes, etc
- Currency exchange rate fees / commissions
- Transport costs
- Tips - bear in mind that in some countries it is expected that you will tip.
- Reasonable phonecalls. E.g calling home upon arrival, or when changing accommodation or location. Further calls should be limited to every second day during absence. Individuals will be responsible for excessive personal telephone calls.
- Other Allowances approved by your Head of School
Please note where expenditure is greater than the equivalent of AUD$20 a receipt must be obtained, or the expense may not be recognised If you have foreign currency left over please change it into Australian Dollars and on the FS36T write down the commissions charged