USFA Travel Policy
What is a Travel & Accommodation Reimbursement Claim?
A Travel Reimbursement Claim is a request made by officers of the Executive Committee for reimbursement of expenses incurred as a result of undertaking travel while performing an official part of his or her position.
Travel and Accommodation Reimbursement Claim consists of 4 parts:
- Application to Travel – Form 1
- Travel Reimbursement Claim – Form 2
- Travel Reimbursement Claim Travel Diary – Form 3
- Rates Book
All of these forms are located on separate tabs of the excel file USFA Travel Forms & Rates.xls
When do I submit a Travel Reimbursement Claim (Domestic Travel)?
Travel related expenses must be submitted within 21 days after travel has been completed, be accompanied by the completed Travel Diary, and have an approved Form
Application for Approval to Travel Form 1 .
Please note that to be eligible for approval, the destination must be more than 200km from your private residence and be a member of the USFA Executive. Club delegates must approach their clubs for travel claims.
How do I complete the Travel Reimbursement Claim?
The Travel Reimbursement Claim form is to be completed immediately upon your return from official travel. All details must be entered into the Diary on the third tab of Form file before completing the Travel Claim Form 2 on the second tab.
Rates are to be obtained from the Rates List .
Once you have completed all details in the Travel Claim Form 2 , ensure you have signed the declaration, obtained the Chairman or Secretary’s signature before submitting your claim and diary. Attach a copy of your original Travel Approval Form 1 .
Once all forms are completed and signed, post to the Membership officer at:
PO Box 362 Cromer, NSW 2099.
The forms will be processes and a cheque returned to the address atop of Form 2 .
Use of Private Motor Vehicle for Official Business
Ensure you have completed all details of your trip in the diary on the first tab, then complete as follows:
- Enter the engine capacity (cc)
- Enter the total km travelled
- Enter Official Business Rate
Total: The form should perform this function. If it doesn’t, multiply the total kilometres travelled by the appropriate rate you are claiming and enter the resulting amount directly into the Total field
Authorisations
Declaration by Claimant
- The claimant must certify that travel has been authenticated and details are correct.
- The claimant must itemise and certify the total costs incurred for the trip.
Who is an Authorised Officer
Only the Chairman or Secretary are authorised to approval travel.
An Authorised Officer is to certify that travel undertaken by the claimant is in accordance with official requirements.
Rates - Fourth Tab
Lists all current rates applicable to items in Claim Form
What other things do I need to consider?
A travel diary (located on the second tab of the Travel Reimbursement Claim Workbook) must be completed and attached to the Travel Reimbursement Claim. Claims made without a travel diary will be returned unprocessed to the claimant.
Original receipts (tax invoices) must support and be attached to the Travel Claim. Copies will not be accepted. If original receipts cannot be provided, a Statutory Declaration is to be provided that details the reason. Faxed copies of Travel Claim and Receipts are not acceptable and will not be processed. Original copies of claim form, travel diary and attached receipts are to be mailed to the Membership officer at:
PO Box 362 Cromer, NSW 2099.
Ensure you have attached a copy of the approved Application for Approval to Travel Form 1 .
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