Employee international travel

International travel expenses and allowances for staff are prescribed under Division 4 of Part 2 of the Parliamentary Business Resources Regulations 2017 (the Regulations).

Approvals

Staff international travel must be approved by one of the following office holders:

Prime Minister:
when the staff member is accompanying the Prime Minister or another minister on international travel approved by the Prime Minister; or is accompanying a member representing a minister on international travel approved by the Prime Minister; or is accompanying a member representing the government of Australia on international travel approved by the Prime Minister. 

Presiding Officer:
when the staff member is accompanying a presiding officer or another member on international travel approved by a presiding officer. 

Leader of the Opposition:
when the staff member is accompanying the leader or a member of the opposition on international travel approved by the Leader. 

Leader of a minority party:
when the staff member is accompanying the leader or a member of a minority party on international travel approved by the leader.  

A copy of the approved itinerary must be provided to IPEA before commencement of travel. 

Staff whose travel departs from the approved itinerary, e.g. for personal travel, will be personally responsible for meeting all consequent costs.

Staff are on duty when on approved international travel, including where the approved itinerary provides for rest periods. The costs of accommodation, meals and relevant allowances are met by IPEA for staff on approved rest periods. 

Staff who are required to depart from an approved itinerary for reasons of personal illness must apply for personal leave as soon as practical.

If there is a change to an approved itinerary, staff are required to notify IPEA as soon as possible in order that any adjustments to allowances can be made.

Class of travel

Staff may travel internationally at a class no higher than business class.

Staff must ensure at the time of booking and at all other times that their international travel arrangements are consistent with the approved itinerary.

Travel expenses

The Regulations provide for the following international travel expenses for staff: 

• transport costs, by scheduled or unscheduled commercial transport
• accommodation costs
• meal costs
• taxes, fees and other costs associated with the above
• emergency medical, dental and hospital expenses
• pre-travel medical expenses such as vaccinations
• medical supplies (such as medicine or a first aid kit)
• passport and visa costs (including the cost of passport photos)
• baggage and personal effects insurance, including any excess payable in relation to a claim
• reasonable laundry and/or drycleaning costs incurred overseas on travel lasting 7 days or longer
• departure taxes
• excess baggage charges.

Transport costs

Transport by scheduled commercial transport is arranged through the travel services provider or by the Department of Foreign Affairs and Trade (DFAT) post.

Accommodation costs

Accommodation is typically arranged through the relevant DFAT post which initially meets the cost and provides IPEA with data for reconciliation.

Occasionally accommodation will need to be paid for personally and the cost claimed by reimbursement upon completion of the travel.

Overnight accommodation costs within Australia at the commencement or completion of international travel are subject to the domestic travel provisions outlined in the Members of Parliament Staff Enterprise Agreement 2024-27 and associated guidelines.

If staff are required to undertake a period of mandatory quarantine upon return to Australia, associated costs will be met.

Meal costs

The cost of food and reasonable beverage expenses are met when consumed as a meal, i.e. as breakfast, lunch or dinner.  Meal costs may be charged to a hotel account to be met by the DFAT post and subsequently reconciled by IPEA.

Alternatively, meal costs may be paid by staff and reimbursement sought from IPEA upon return to Australia.

Incidental allowance

Staff are paid an incidental allowance of $40 for each day, or part day, that they are outside Australia. This allowance is expected to cover such expenses as food and beverages consumed other than as part of a meal, laundry costs on trips of less than 7 days duration and personal phone calls. 

Equipment allowance

Staff are paid an equipment allowance of $430, intended to cover costs such as travel accessories or seasonal clothing.  This allowance is paid once in a 3-year period, in conjunction with an approved international trip.

Insurance 

The following insurance arrangements apply:

• compensation for loss or damage of baggage or personal effects belonging to the staff member or for which they are responsible, to a maximum of $25,000
• full replacement value where lost items are replaced with a like item or “fair value” (a depreciated amount) where the item is not replaced
• compensation for lost money belonging to the staff member or for which they are responsible
• reasonable cost of necessities if baggage is delayed for more than 8 hours
• the cost of emergency international medical expenses, including access to SOS International, a 24-hour world-wide medical information and assistance service
• insurance does not cover loss, damage or liability arising from the deliberate disregard of the need to take all reasonable steps to prevent losses
• an insurance claim will not be paid where the staff member has received or is entitled to receive restitution or payment from an insurance company or another entity, such as an airline, for the loss or damage
• queries on claims or cover should be directed to the insurer, Comcover, at comcover@comcover.com.au or 1800 651 540. 

Reconciliation and claims for reimbursements

IPEA will provide staff with a Certification and Calculations form prior to departure which details the allowances paid in relation to the trip. The second page will have a table to complete should there be any changes to the itinerary during travel, and a second table to complete if claiming any out-of-pocket expenses. 

Out-of-pocket expenses may be claimed via reimbursement upon completion of travel. Any claim for reimbursement must be supported by a receipt and include a sufficient description of the expense to allow assessment. If a receipt is not available and the expense exceeds $50 AUD, a Commonwealth statutory declaration must be provided detailing the expense and the amount incurred. 

On completion of the travel, IPEA will prepare a reconciliation of all charges and provide this to the office. Where necessary, IPEA will contact staff to recover any overpaid allowances, or any personal expenses charged to the Commonwealth. IPEA will issue an invoice for this purpose.

Staff are not required to certify expenses met on their behalf by the DFAT post.