Guidance: International travel
At a glance
IPEA administers international travel for parliamentarians and accompanying staff under the Parliamentary Business Resources (PBR) framework.
- Parliamentarians must meet the PBR framework obligations when using international travel including achieving value for money.
- International travel must be approved in writing before bookings are confirmed. Approval pathways depend on who is travelling.
- IPEA publishes the international travel expenses of parliamentarians and their staff in the public expenditure reports on the IPEA website. Expenses are reported in the reporting period in which they are paid.
- International travel expenses can take longer to process than domestic travel as IPEA relies on information and charges from suppliers and other agencies (including overseas posts). This can delay when an expense is reported publicly.
- IPEA oversees international travel costs (such as airfares) and may contact offices if costs appear inconsistent with their value for money obligation.
Key definitions
International travel means travel to or from Australia, or travel between places outside Australia.
PBR framework includes the Parliamentary Business Resources Act 2017 (PBR Act) and the Parliamentary Business Resources Regulations 2017 (PBR Regulations), and subordinate determinations.
International travel expenses are expenses IPEA can pay for an approved international trip.
Value for money means using money efficiently, effectively and economically, considering relevant factors such as the timing of events and meetings, security concerns and transit time. The cheapest option will not always be the best value for money.
Who can approve international travel?
Prime Minister approvals
The Prime Minister approves official international travel for the Prime Minister, Ministers (or parliamentarians representing Ministers), and parliamentarians representing the Government or Australia. The relevant office must seek approval from the Prime Minister’s office and advise it of any changes to the approved travel.
If the parliamentarian is travelling with accompanying staff, that staff member’s travel must also be approved by the Prime Minister’s Office before travel is booked.
Presiding Officers (including parliamentary delegations)
The Presiding Officers receive an annual budget for their own international travel and may approve another parliamentarian to travel to represent them under that budget. Both Presiding Officers must approve parliamentary delegation travel.
Leader approvals (Opposition and Minority Party)
The Leader of the Opposition and the Leader of a Minority Party may access separate international travel budgets. Each Leader may travel under their budget and may also approve other parliamentarians in their party to travel under that budget.
If the parliamentarian is travelling with accompanying staff, that staff member’s travel must also be approved by the Leader before travel is booked.
What expenses can be paid once an international trip has been approved?
IPEA administers and pays approved international travel expenses, including:
Scheduled commercial transport at no higher than business class.
Transport costs for travel by unscheduled commercial transport within and between other countries (including ground transport).
Transport costs for travel by Commonwealth transport in accordance with a Commonwealth transport determination.
Accommodation costs (but not separate accommodation for a spouse).
Meal costs.
Pre-travel medical expenses such as vaccinations.
Medical supplies (such as medicine or a first aid kit).
Emergency medical, dental or hospital expenses.
For parliamentarians and employees, and for medical doctors accompanying the Prime Minister: official or diplomatic passports (including visa and photograph costs).
For parliamentarians—laundry and dry cleaning.
For employees, and for medical doctors accompanying the Prime Minister, additional expenses may be paid.
Related costs
A parliamentarian can claim travel expenses to start or finish their international trip. For example, a parliamentarian who lives in a regional town may travel to Sydney Airport to fly out of Australia.
IPEA may in certain circumstances pay any allowances that apply to international travel, such as the international travel incidentals allowance.
Expenditure reporting
International travel charges are provided to IPEA by other government agencies, suppliers and overseas posts. This means international travel expenses may be published in a later quarterly report than when the travel took place. Expenses will be reported in the period in which they were processed and paid.
