Travel

8. During travel

8.1 Excess baggage

The department of Education (DE) will not cover excess baggage costs for travellers’ personal luggage. Where extra luggage is required, the travellers must investigate the cost of posting additional luggage to the destination.

DE will cover the cost of excess baggage where the excess portion is departmental property required for official business purposes during the trip, and where posting the item(s) is not feasible.

8.2 Transport to and from airports

Fast, reliable and convenient public transport links are available to and from many interstate and international airports. Where a public transport link exists, travellers are encouraged to use these if feasible and safe to do so, as they provide a significantly cheaper alternative to taxis.

8.2.1 Driving when tired, or after a long flight

Travellers should not be required to drive a vehicle under conditions in which fatigue is likely to arise. Hiring a vehicle after a long flight, for instance, is not recommended. Refer to the Work-Related Driving policy.

8.3 Taxis and rideshare

The cost of taxis (including rideshare services such as Uber) to and from places of government business, such as hotels, government and supplier offices is reimbursable when travelling on official business, subject to approval by an appropriate delegate. Schools may arrange a cab charge account or staff travelling may use other taxi or rideshare services which are reimbursable when it is part of government-funded travel. Refer to the Travel and Personal Expenses – Teaching Service policy for more information.

8.4 Trains and city public transport

Travellers are encouraged to use public transport and courtesy services where safe and feasible. The cost of trains and public transport is reimbursable when it is part of government-funded travel.

Refer to the department’s Travel and Personal Expenses – Teaching Service policy for more information.

8.5 Amenities

Hotel amenities (including internet, car parking and laundry services) can be expensive. Should such expenses be reasonably incurred, they may be reimbursable on approval by the traveller’s delegate.

8.6 Cancellations

Most hotels have strict cancellation policies. To avoid incurring additional costs, cancellations must be made as soon as possible and at least 24 hours before arrival.

8.7 Meals

The costs of meals when travelling for official business may be reimbursed. Refer to the Travel and Personal Expenses – Teaching Service policy for further information.

8.8 Miscellaneous expenses

DE will reimburse reasonable, travel-related out of pocket expenses incurred by travellers during the exercise of their duties in accordance with the Travel and Personal Expenses – Teaching Service policy.

8.9 Travel-related telecommunications

Using mobile phones overseas: Using an Australian mobile phone provided by the government when travelling overseas is likely to attract expensive roaming fees. Travellers’ respective travel approvers must authorise such use of mobile devices in advance.

Calling cards/local SIM cards: International calling cards and local SIM cards represent a cost‑effective method to place business‑related calls whilst travelling overseas. Their use must be considered as an alternative to hotel phones and mobile phone roaming, provided it does not breach the information security guidelines. The cost of such cards will be reimbursed.

8.10 Parking and other fines

The Victorian Government will not reimburse the cost of paying traffic or parking fines, which are the responsibility of the driver.

8.11 E-tolls and other tolls

DE will reimburse e-tolls and other toll fees incurred whilst driving a government-funded rental car, subject to approval by an appropriate delegate.

8.12 GPS and other accessories

The rental of a GPS device is allowed and DE will reimburse its costs, subject to travel approver’s authorisation. The rental of other car rental accessories is not allowed, unless approved in writing by the travel approver before the travel.

8.13 Car rental return

Hired cars must be returned with a full tank when feasible as most car rental companies charge a significant refill fee.