nsw travel rates

Employee travel allowance rates - Current

• Linkedin - external site
• Twitter - external site
• Facebook - external site

Rates effective on and from 1 July 2023

Capital City Zones - Excluding Canberra

High season is 1 April to 30 November. *Low season is 1 December to 31 March.  

Capital City Zone - Canberra as at 27 August 2023

1 Canberra TA rates are set in line with Remuneration Tribunal (Members of Parliament) Determination 2022 - Travelling Allowance, in accordance with Clause 55.6 of the Commonwealth Members of Parliament Staff Enterprise Agreement 2020-2023 . Search capital city boundaries

Regional Centres

As at 1 july 2023.

Acknowledgement of Country

The Independent Parliamentary Expenses Authority acknowledges the traditional owners and custodians of country throughout Australia and acknowledges their continuing connection to Land, Waters and Community.

We pay our respects to the people, the cultures and the Elders past, present and emerging.

• MyServiceNSW
• Manage account
• Logout of MyServiceNSW

NSW COVID-19 travel information

COVID-19 guidance for travelling to and from NSW.

Travelling to and from NSW

Travellers arriving in NSW are not required to test for COVID-19 before departure or after arrival.

Masks are not mandatory in airports, cruise terminals or on public transport in NSW.

Trending topics

• NSW Transport info
• Translating and Interpreting Service (TIS National)
• Staying healthy on a cruise

COVID-19 information for travellers

Entering and leaving australia – things to check before you book your travel, find out if you're at higher risk of severe illness before you travel, getting a covid-19 test if required for international travel clearance, translation services for covid-19 information, covid-19 information for international arrivals, cruising and covid-19, apps for travelling in nsw.

Opal Travel

Opal Travel is the official app for managing your travel across the Opal network in Sydney and greater New South Wales. Use the app to add value to your Opal card remotely, enable auto top-ups, view your travel history and access other useful public transport information.

Live Traffic NSW

Shows incidents and conditions on NSW roads.

Service NSW

Stay up to date with the latest NSW Government information. Access COVID-19 updates, digital licences, renew your rego and check fines and demerits.

Easy Read and translated resources

Easy read information on covid-19, in-language and translated covid-19 support, contact us and find translation help.

• Service NSW – information and advice for NSW residents and businesses. Phone  13 77 88
• Healthdirect – government-funded 24-hour health advice. Phone 1800 022 222
• Disability Gateway – information for people with disability. Phone 1800 643 787
• Mental health support, services and programs
• Service NSW Savings Finder – find rebates and vouchers relevant to you
• Business Concierge – tailored advice from Business Connect advisors. Phone 13 77 88
• Translating and Interpreting Service (TIS National) – free service provided by the Australian Government. Phone 13 14 50

How can we help you today?

Popular searches.

• Contactless payments
• Routes and timetables
• Concessions
• School student travel
• Opal Travel app

Runaway Sydney Half Marathon Runaway Sydney Half Marathon

Sunday 5 May Sunday 5 May

Getting Sydney back on track Getting Sydney back on track

View the latest rail repair trackwork updates View the latest rail repair trackwork updates

• Slide 3 of 2
• Slide 8 of 2
• Lost property
• School transport

Open 11am | Close 6pm | Wednesday close 9pm

Biennale of Sydney - Rozelle

Plan your trip to the Biennale of Sydney at White Bay Power Station in Rozelle from Saturday 9 March to Sunday 10 June. Buses run regularly to the venue.

Start daily 10:00 | Finish Monday to Wednesday 15:00 | Finish Thursday to Sunday 16:00

Sydney Kidz Fest

Plan your trip to the Sydney Kidz Fest at the Entertainment Quarter from Saturday 13 to Sunday 28 April. Light rail services run regularly to Moore Park, a short walk across to the EQ Precinct.

Gates Open 18:30 | Kick-Off 19:35 | Full Time 21:10

Super Rugby: Waratahs v Chiefs

Plan your trip to see the Waratahs take on the Chiefs in the Super Rugby at Allianz Stadium in Moore Park on Friday 26 April. Travel on transport is included in match tickets.

Transport news

Service adjustments for buses in the Eastern and South Eastern suburbs of Sydney

From Monday 29 April, timetables and routes for some Eastern and South Eastern suburbs buses will be adjusted to improve reliability and capacity to meet customer demand.

New bus services for Tweed Valley Hospital

New and improved bus services are being introduced in the Tweed Valley region to service the new Tweed Valley Hospital when it opens on 14 May 2024.

Extra early-morning and late-night L1 Dulwich Hill Line light rail services

From 5am Monday 29 April, additional early-morning and late-night L1 Dulwich Hill Line light rail services between Central Grand Concourse and Dulwich Hill will run daily from 5am to 1am.

Check the discounts available for NSW regional travel

Before you buy train or coach tickets for trips in regional NSW, it's a good idea to check the many deals that are available.

Savings can be made when you:

• book tickets online
• get a Discovery Pass for unlimited booked travel
• buy  child and family fares
• travel in a group
• take advantage of special sale fares when they're on offer.

Subsidised or concession fares are also provided for travel in regional NSW.

Visit the pages listed below and select the 'Regional NSW' drop-down menu to find discounted fares available for:

• Centrelink or Department of Veterans' Affairs pensioner concession card holders
• seniors card holders
• secondary school students
• tertiary students
• apprentices or trainees
• job seekers and Centrelink customers
• asylum seekers
• war widow/ers
• people with disability .

For more information on regional tickets and fares, visit the Transport website.

Related transactions

• Apply for a transport concession entitlement card as an asylum seeker
• Apply for a transport concession entitlement card as a tertiary or TAFE student
• Apply for a transport concession entitlement card (ex-defence personnel with a disability)
• Apply for a Companion Card
• Apply for a veterans or war widow/ers travel concession card
• Register your concession card to access Pensioner Travel Vouchers
• Apply for a transport concession entitlement card as an apprentice or trainee
• Apply for a vision impaired person's (VIP) travel pass

• Travel and Transport Policy
• View update history
• Contact owner

Executive summary

This NSW Government Travel and Transport Policy, is intended to provide a framework for all NSW Government travelling employees and cover all official air and land travel by public officials using public money.

NSW Government is committed to ensuring that anyone who travels for business purposes can do so safely and professionally whilst delivering the social and commercial objectives for NSW Government.

In addition, following this policy will assist in cluster and agency compliance with the Code of Ethics and Conduct for NSW Government Sector Employees , and NSW Government regulatory, statutory, probity and ethical obligations.

This policy now replaces the previous Travel and Transport Policy issued November 2016 and the Travel Operational Guidelines issued March 2017.

This policy has been developed to:

• enable NSW Government to comply with employer safety and risk mitigation requirements
• ensure travel-related expenditure is transparent and cost-effective whilst delivering an acceptable level of service and quality to the end user
• provide guidance to clusters and agencies when developing their own internal policies and guidelines for travel and transport
• empower clusters and agencies to have visibility and control of approved travel and expense types
• outline NSW Government's expectations for travellers in relation to business-related travel and expense.

NSW Government’s intention is to provide a clear policy framework which balances consistency with the flexibility to meet individual and business requirements.

Scope and applicability

This policy covers all travel undertaken by public officials using public money.

It applies to all public service departments, other public sector organisations and services reporting to a minister.

It is applicable to all travellers where travel is funded by NSW Government (for example, students, patients, judicial-related travel, displaced families and volunteers, and others).

It can also be applicable to non-public officials (for example, contractors or consultants) when stipulated as part of the engagement contract.

This policy may also be adopted by state-owned corporations (SOCs), and eligible customers where appropriate.

Applicable legislation, Acts, awards, guidelines and circulars

Government Sector Employment Act 2013

Workplace Health and Safety Act 2011

Crown Employees (Public Service Conditions of Employment) Reviewed Award 2009

C2023-02-Meal, travelling and other allowances

Australian Taxation Office reasonable travel and overtime meal allowance expense amounts for the 2022-23 income year

Motor Vehicle Operational Guidelines

Responsibilities and governance

1. responsibilities.

All persons travelling for business purposes using public money are to ensure that their actions reflect the following:

• Accountability. Travellers, travel bookers and managers with decision-making authority over travel are responsible for their decisions and actions. If required, they should appropriately account for these decisions and actions.
• Transparency.  Travel and travel decision-making processes are recorded, open and transparent so that decision making, and usage stands up to scrutiny.
• Integrity.  Decisions made regarding travel are made honestly and objectively, in line with the strategic objectives and operational priorities of the government and consistent with codes of conduct.
• Leadership.  Government sets an example for business and the general public through the operational, environmental, safety, innovation and financial aspects of the management of travel. Managers across government are to set an example for staff through their decisions and actions and be role models for achieving government objectives.

2. Governance

2.1 nsw procurement board.

Responsible for developing, implementing and maintaining the policy. Overview of travel-related decisions, for example procurement.

2.2 Procurement Leadership Group

Oversee and approve travel-related decisions relating to procurement arrangements and improvements identified by clusters and agencies.

2.3 NSW Procurement

Operational responsibility of the policy.

2.4 Travel Category Management Working Group

Consultation, guidance, development and input into maintaining updates and changes to policy.

2.5 Cluster/agency head

Distributing, informing, guiding and ensuring that all staff, consultants, contractors, or any other persons travelling for official purposes utilising public money are aware of and abide by the policy.

Definitions

Contract 1008 means the whole-of-government contract pertaining to travel management services.

Credit on hold refers to a domestic or international ticket that was booked but either partially flown or not flown, with the balance held in credit.

Domestic means any destination within Australia. Please note that Norfolk Island and Lord Howe Island are to be treated as domestic travel.

Official travel means where a public sector organisation or service responsible to a minister uses public monies to pay for the travel of a public official or any other person.

Online booking tool (OBT) refers the online booking platform managed via the travel management company that is used to make air, accommodation and car hire bookings.

Overseas or international means any destination outside of Australia including but not limited to New Zealand and Papua New Guinea.  This excludes Lord Howe Island and Norfolk Island which for the purposes of this policy are to be treated as domestic travel.

Point-to-point travel means from one destination to the other directly and return, for example Sydney to London, then London to Sydney.

Public official means an officer or employee of the public sector organisation or service reporting to a minister, or any other person remunerated by and performing under the direction of such an organisation or service.

Ticketing time limit (TTL) refers to the time from booking an international trip to the time that it must be ticketed prior to departure.

Travel management company (TMC) means the NSW Government contracted travel management company under Contract 1008, Travel Management Services .

Policy statement

This policy consists of a framework which includes 7 key principles:

• safety, risk and security
• total travel cost reduction – international
• total travel cost reduction – domestic
• travel planning and fare guide
• technological efficiencies
• best practice mobility
• seamless payment of travel and expenses

The key objectives of these principles are to provide guidance to clusters, agencies and travelling employees when undertaking travel on behalf of the NSW Government. This includes:

• Ensuring that agencies and clusters are equipped with the appropriate tools, support, education and training in order to book the most cost-effective trip that meets business requirements.
• Providing travellers and travel bookers with a guide to how, when and where to book travel in the most cost effective, safe and direct manner.

1. Safety, risk and security

As an employer, NSW Government has considerations around providing security and assistance to employee travellers, and minimising risk.

This is facilitated through the NSW Government contracted travel management company (TMC). All travel for NSW Government is to be booked through the contracted TMC.

1.1 International SOS – global emergency assistance

For international travel, the NSW Government global emergency assistance partner is International SOS. International SOS provides assistance to NSW Government travellers on official overseas travel with medical or security emergencies in unforeseen circumstance. International SOS will provide services in the areas of:

Medical services

• emergency evacuation
• medically supervised repatriation
• in-patient admission and identification of receiving physician
• emergency medical advice
• in-patient medical expense guarantee, cost review and payment

Security services

• urgent and non-urgent travel security assistance and advice by telephone
• daily online and email updates on the latest travel security developments
• special advisory emails with advice in response to significant travel security incidents
• security and travel information on 220 countries and more than 330 cities
• access to security evacuation
• coordination of post-evacuation debriefs and counselling

Travel services

• emergency message transmission
• translations and interpreters
• lost document advice
• ground transportation and accommodations for accompanying family members
• emergency personal cash advances

International SOS can provide travellers with pre-travel advice and 24-hour emergency medical assistance or evacuation due to compromised civil security.

Travellers can access the support and assistance of International SOS via the International SOS NSW Government icare portal . The NSW Government membership details are as per below:

• Membership name : icare Insurance for NSW, comprehensive membership
• Membership number : Z76CAM823478

International SOS has an app that can be downloaded for android or apple iPhone via the App Store or Google Play (note travellers will need to enter the NSW Government membership number Z76CAM823478 once the app is downloaded).

It is highly recommended that all travellers download the International SOS app on their phones and ensure it is correctly set up with the NSW Government membership number prior to travelling.

1.2 Travel insurance – Treasury Managed Fund

The Treasury Managed Fund (TMF) is the NSW Government insurance scheme which provides cover for loss, damage or compensation to NSW Government clusters and agencies.

Travellers should refer to the TMF Statement of Cover for details of this cover including the types of loss or damage that is covered. Download the Statement of Cover from the icare website.

1.3 Car hire insurance

NSW Government’s approved car hire suppliers under Contract QGP0038-17 are:

NSW Government’s rates with these approved suppliers include insurance cover for accident damage to the rental vehicle and third-party property.

If agencies are hiring cars from unapproved suppliers, they will need to check if the rate quoted includes insurance cover. If the rate doesn’t include insurance cover then the traveller will be required to purchase third-party personal injury and comprehensive motor vehicle insurance.

1.4 Travellers' responsibility

1.4.1 medical – immunisations and preventative options.

All travellers are expected to understand the potential health risks with overseas travel and the preventative steps that can be taken.

Prior to travelling outside of Australia, travellers must contact their doctor for advice on immunisations and other preventative measures.

It is important to find out the required immunisations well in advance to travelling as some immunisations can take several weeks to become effective and not all can be taken on one occasion.

• All travellers are encouraged to download the COVIDSafe app either via the App Store for iPhone or Google Play for android.
• View current information on COVID-19 for NSW.

1.4.2 Visas, passports and information on destinations

It is the responsibility of the traveller to ensure that they have a current passport with at least 6 months validity remaining, as well as the requisite visas for the country they are travelling to.

For up-to-date information on visa requirements, health and security alerts, and to register travel plans prior to travel, please see Smarttraveller .

1.4.3 Protocol

Correct protocol should be observed in connection with official visits overseas and relations with foreign governments.

This information is available from the Department of Foreign Affairs and Trade (DFAT) .

1.4.4 Travelling overseas with company laptop

Prior to travelling overseas, if the traveller intends to take a company laptop to perform work overseas, then the traveller must register this request with their manager.

If the destination of travel is in a high-risk zone (please see Smarttraveller to check if the destination is high risk ) then the IT team may need to provide the traveller with a “clean” laptop with restricted access to company sites, strengthened passwords and more security.

2. Total travel cost reduction – international

2.1 approvals.

Written approval is to be obtained prior to any official international travel being undertaken.

Overseas travel is usually to be approved by the portfolio minister. However, subject to the Premier’s agreement, ministers may delegate this function to agency heads and the person in charge of any other public sector organisation or service reporting to a minister.

The travel request must demonstrate significant benefit to the minister’s administration and/or State, prior to issuing approval for any international travel.

Overseas travel as part of an approved  Public Service Commission Leadership Academy activity can be approved by the Public Service Commissioner under delegation from the Premier.

For advice on internal approvals within clusters and agencies, travellers/travel bookers are to contact the traveller’s manager.

2.2 Documentation/records supporting official travel including travel diary

Travellers are responsible for maintaining all documentation regarding a travel request, travel approval and travel expenses in accordance with the requirements of the Australian Taxation Office (ATO).

The ATO requires officers to keep a travel diary for official international travel beyond 5 consecutive nights for Fringe Benefits Tax substantiation requirements. Please see keeping travel expense records on ATO's website.

Every agency or business unit within a minister's portfolio should retain a centralised record of official overseas travel ensuring the occasion, date, duration, travellers and companions, purpose, cost and funding source all need to be justified and recorded for audit purposes. Any associated private leave approved by the minister should also be recorded.

2.3 Booking international airfares

Booking of international travel must be managed through the appointed TMC via the online or offline service offered. Negotiated NSW Government airfares can only be accessed through the mandated TMC.

Fares must be the lowest logical/practical Economy (Premium Economy/Business Class may be booked where approval has been obtained) fare class within a 4-hour time window of desired departure and arrival times.

Wherever possible, the traveller must seek to use any available credit on hold, which is managed through the TMC.

In this instance, although the cheapest fare has not been selected, the selected fare is the most direct route, has the least amount of travel time, and has a favourable ticketing time limit prior to departure. Therefore, this falls within the policy of the lowest logical/practical fare.

For international point-to-point travel, the traveller must seek any pre-booking quotes via the online booking tool (OBT) or online quoting tool. No offline quoting is permitted through the TMC for point-to-point international travel.

2.4 Booking international accommodation

All international accommodation must be booked via the contracted TMC unless it is part of a conference package, whereby it can be booked via the conference organisers.

If accommodation is booked via the conference organisers, the traveller should contact the TMC in order to advise of this, so that the TMC can update ISOS ensuring that the traveller’s whereabouts is known.

The TMC will be able to source the cheapest and most appropriate accommodation rate via the OBT or the offline service. Should the traveller find cheaper accommodation outside of the TMC, the nominated TMC should be able to price match this accommodation rate.

When selecting the accommodation provider, attention should be given to the terms and conditions of the booking, for example, the cancellation policy, in addition to the inclusions, for example, breakfast, Wi-Fi and others.

In this instance, whilst the cheapest rate has not been selected, it is still within the policy of lowest logical/practical fare (rate) as it has significant inclusions in the room rate and a favourable cancellation policy.

• The lowest logical/practical fare may not be the cheapest. Consider baggage allowance, flight length, business requirements and most direct route with the least number of stopovers.
• Peer-to-peer accommodation providers (for example, Airbnb) are currently considered out of policy.

3. Total travel cost reduction – domestic

3.1 approvals.

Travellers must obtain approval from the relevant agency head or manager within the traveller’s cluster/agency prior to booking domestic travel.

3.2 Documentation/records supporting official travel

Travellers are responsible for maintaining all documentation regarding a travel request, travel approval and travel expenses in accordance with the requirements of the ATO (view keeping travel expense records on the ATO website).

3.3 Booking domestic airfares

Economy class air travel must be utilised for all travel within Australia.

The lowest logical/practical fare must be booked which is the lowest fare available to meet the logistical needs for the traveller. See Table 3 for guidance on what is considered the lowest logical fare.

The chosen fare cannot be based on the traveller’s airline preference and is to be determined based on a 30-minute window either side of the travellers desired departure/arrival time.

In this instance, whilst the cheapest fare has not been selected, it is still within the policy of lowest logical/practical fare as it includes checked baggage, which would have been at additional cost had the cheapest fare been selected.

Booking of domestic travel must be managed through the appointed TMC via the online booking tool (OBT) offered. There should be no requirement to book domestic trips via email or over the phone with the TMC (exceptions include emergency and after-hours bookings, for example, during bushfires or emergency patient travel or bookings for unaccompanied minors).

Negotiated NSW Government airfares, accommodation rates and car hire rates can only be accessed through the mandated TMC.

Wherever possible, the traveller must seek to use any available credit on hold for airfares, which is managed through the OBT and the TMC.

3.4 Booking charter flights

Charter flights must only be utilised in the following circumstances:

• emergency flights (such as for transferring patients, RFS, SES, volunteers)
• ministerial delegations (where appropriate and approval is obtained)
• essential travel where a commercial flight is unavailable (for example, during a pandemic where commercial flights have been grounded)
• where chartering a flight is more economical than a commercial flight (for example, some regional routes).

Charter flights can be booked via the contracted TMC’s online booking tool, phone or email.

3.5 Booking domestic accommodation

All domestic accommodation must be booked via the contracted TMC utilising the TMC’s online booking tool.

NSW Government has negotiated rates with multiple accommodation providers, and these are available to be booked via the TMC.

Where a NSW Government rate is not available, the TMC’s online booking tool will source the cheapest and most appropriate accommodation rate.

In this instance, whilst the cheapest rate has not been selected, it is still within the policy of lowest logical/practical fare (rate) as it:

• has significant inclusions in the room rate
• is a NSW Government negotiated rate
• and has a favourable cancellation policy.

Airbnb may be considered as an alternative provider where there are limited traditional accommodation offerings for example in Regional and Remote areas.

There are several identified risks associated with Airbnb including potential legal risks, building and personal safety issues, duty of care, conflict of interest.

Use of Airbnb is subject to each Cluster/Agency meeting the following requirements:

• NSWG agencies undertaking due diligence and a risk assessment prior to authorising the use of Airbnb
• NSWG agencies seeking the cluster/agency Secretary or Deputy Secretary or head of corporate services approval
• All bookings must be facilitated via the NSWG contracted TMC. However, Airbnb is not able to be booked by the TMC’s Online Booking Tool. It must be booked via email or telephone.
• A reason for booking Airbnb rather than traditional accommodation must be provided by the travel booker or traveller at the time of booking. The reason is captured for auditing and reporting purposes.
• The lowest logical/practical fare may not be the cheapest. Consider business requirements, potential meeting time changes, whether the date is fixed, essential services travel (for example, RFS, SES, Health and others).
• If quoting is required, utilise the TMC online quoting tool. No offline quoting to be obtained for domestic travel.

4. Travel planning and fare guide

4.1 lowest logical/practical fare.

All travel for NSW Government must be undertaken utilising the lowest logical/practical fare. This is the cheapest available fare type that meets the requirements of the travel being undertaken.

Example 1. Standard lowest logical/practical fare booking – no flexibility required (domestic)

The fares selected identify an example of the lowest logical/practical fare booking where the traveller’s departure and arrival time is certain and they do not require any flexibility.

In this case, the restricted fare category is selected, which is the cheapest fare that is non-refundable and non-changeable. This booking is therefore adhering to policy.

Example 2: Standard lowest logical/practical fare booking – flexibility required on the inbound journey (domestic)

The fares selected identify an example of the lowest logical/practical fare booking where the traveller requires flexibility on the inbound journey, as the traveller’s commitments may finish earlier or later than planned.

For these reasons, the traveller’s lowest logical/practical fare is to choose a semi-flexible fare for the return (inbound) journey. This will allow the traveller to amend their flight time at the airport (either earlier or later) with little or no additional cost (subject to the fare’s conditions). This booking is therefore adhering to policy.

4.2 Fare guide – domestic

When selecting the appropriate fare, consideration must be given to the type of fare and the typical conditions associated with each fare. Travellers are to utilise the most appropriate fare type to minimise ticket change fees. Table 6 is a guide to domestic fare types.

*Please refer to the ticket rules of the airline being considered.

Where possible, domestic bookings should be made within 14 days prior to departure.

4.3 Fare guide – international

NSW Government has negotiated rates with various airlines which are only accessible when booking via the TMC. The cheapest of these rates is to be booked where available and choice of airline is not permitted unless a cheaper alternative is found.

All air travel must be flown by approved airlines. To ascertain if an airline is approved, the traveller/travel booker is to contact the TMC.

For international fare types, travellers should consider the terms and conditions of the ticket, including ticketing time limits (TTL). TTLs refer to the time before travel that the airline will ticket the fare.

Up until this point, changes and cancellations can be made with no penalties, however after the TTL has passed and the booking confirmed, the ticket is processed, and penalties may apply for changes and cancellations.

If the booking is not confirmed prior to the TTL, the fare will cancel and the booking will have to be rebooked, likely at a higher fare cost. In assessing the best value fare type, travellers should consider the TTL of the fare and seek one that is closest to the departure date.

There should be no requirement for quotes for international trips, as the TMC will provide the most cost-effective and direct route for the purpose of the trip. Travellers and travel bookers are to utilise the online booking tool (OBT) for simple point-to-point international bookings.

Economy class travel is to be used for all international travel, with only travellers with appropriate approvals allowed to consider flying premium economy or business class.

The optimal time to purchase international airline tickets is a minimum of 21 days in advance of travel.

Example 1: simple point to point booking that can be made using the OBT

The fares selected identify a simple point-to-point booking in economy class, where the most direct route is selected.

It is usual to book the same carrier for the outbound and inbound journey as this is more cost efficient. This booking is therefore within policy.

Example 2: simple point to point booking that can be made using the OBT where premium economy is approved

The fares selected identify a simple point-to-point booking where premium economy class is approved, and the most direct route is selected.

4.4 Private travel

Contract 1008 Travel Management Services must not be used to book private travel, whether for public officials or any other person.

There may be exceptional circumstances where private travel occurs as an adjunct to official travel by a public official (for example, where a period of private leave is approved) or private travel by another person (such as a spouse) in conjunction with travel by public officials.

Private travel occurring as an addition to official travel requires approval from the portfolio minister or approved delegate to be obtained.

If it is appropriate and necessary to arrange private travel as an addition to official travel, public officials may choose to use the services of the contracted TMC in a private capacity subject to conditions.

In such cases, it is the responsibility of the public official to ensure that:

• NSW Government contracted discounted rates for air, car and accommodation are not applied to private travel.
• The private booking is made at the same time as the booking for official travel, although the TMC’s dedicated NSW Government team will not facilitate the private travel booking. Public officials will be transferred to a separate team within the TMC to facilitate the private travel portion of the booking.

An NSW Government-issued credit card or any other NSW Government payment facility must not be used to make a private travel booking in any circumstance even if it is intended that reimbursement will be made by the public official at a later date.

4.5 Private leave

Requests to take private leave during domestic or international trips or extending private trips for official purposes are not to be encouraged. Appropriate approval by the portfolio minister or approved delegate should be obtained.

4.6 Upgrades

Where a travel or accommodation provider seeks to upgrade the traveller for operational reasons, with no cost to the traveller or cluster/agency (for example, where an airline upgrades a traveller to business class because it has overbooked economy class) the traveller may accept the upgrade, but receipt of the upgrade must be registered on that cluster/agency’s gifts and benefits register.

Travellers should never seek or solicit an upgrade from a travel or accommodation provider in relation to official travel.

4.7 Airline lounges

Each cluster/agency should determine whether to meet the cost of travelling employees having membership of airline lounge facilities or similar services. Public officials may join and maintain membership of such lounges at their own expense irrespective of the nature and extent of their official travel.

NSW Procurement has negotiated discounts on Qantas and Virgin Australia lounge membership fees for NSW Government travellers. For information with regards to membership, travellers/travel bookers are to contact the nominated cluster/agency lead, or NSW Procurement at [email protected]

4.8 Airline, hotel and car loyalty schemes

With approval from the relevant Secretary, travellers may accept loyalty or frequent flyer points from any airline in respect of official travel.

In order to have the traveller’s frequent flyer number applied to their travel bookings, the traveller must provide the contracted TMC approval from the Secretary or delegated agency head/manager.  The TMC will then ensure that the frequent flyer number is captured for all travel bookings moving forward for that traveller.

Airline loyalty points accrued from official travel must be used to pay for official travel. They must not be used for personal travel or other personal benefits.

All flight bookings using loyalty points must be made through the NSW Government contracted TMC.

The Ministers’ Office Handbook states airline, car or hotel loyalty schemes or lounge memberships may be accepted by ministers or their staff but are not to influence travel decisions.

If a minister or their staff accrue any airline loyalty points for official business trips at NSW Government expense, these points may be used to pay for further official business trips.

Airline loyalty points must not be used to pay for private benefits, nor are they to influence selecting an airline when travelling for official purposes.

• Advanced purchase and limiting ticket changes may not be possible for essential services such as RFS, SES, Stronger Communities, Justice and areas of the Health cluster.

5. Technological efficiencies

5.1 use of technology and flexible approaches to work in place of travelling.

Clusters/agencies should seek to minimise travel. Before committing to travel, employees must first give consideration to available technologies, for example:

• Microsoft Teams
• boardroom videoconferencing

5.2 TMC technology

The TMC provides technology to all travellers/travel bookers to plan, book and manage domestic and international travel through the online quoting tool (OBT). Utilising an online booking system for travel planning reduces the cost of travel through lower average trip costs and lower booking fees. The OBT should be used for any travel that can be planned, booked or managed online.

For more complex travel, including complex international travel, travellers/travel bookers may contact the TMC by phone or email to plan, book and manage such requirements. The booking fees for offline utilisations are higher than online, and so only those trips that require offline support should be managed through this work stream.

The contracted TMC also has various apps available to download in order to view and manage all travel itineraries. These can be accessed via the App Store and Google Play. The TMC can provide guidance on how to access these applications.

5.3 TMC reporting tool

All travel booked through the TMC can be reviewed and analysed online through the TMC reporting tool, which can provide insight and understanding of the cost of travel and the travel buying behaviour, including online and offline bookings.

Employees who manage travel for their clusters/agencies may seek to gain access to the online reporting tool. For more information with regards to obtaining authorisation to access the TMC reporting tool, please contact NSW Procurement at [email protected]

5.4 TMC online approval tool

Clusters/agencies are to streamline internal approval processes to minimise delays to bookings, reduce cost and increase time efficiencies. The contracted TMC has an online approval system, which will remove the requirement for paper-based internal approvals and should be implemented where possible.

This online approval process can incorporate delegated approval authorities, internal travel policies and policies on accommodation rates, car hire rates and airfares. Information with regards to this tool can be obtained via the contracted TMC, or contacting NSW Procurement at [email protected] .

• Not all employees have access to smartphones.
• Videoconferencing is not available in all areas of NSW Government.
• Use of technology may not be appropriate for some businesses purposes (for example, sensitive contract negotiations, interviews and others)
• Technology can be unreliable.
• The TMC online approval tool is not appropriate for all clusters/agencies due to approval requirements.

6. Best practice mobility

6.1 public transport.

For short trips, particularly in metropolitan areas, employees are to walk or catch public transport (unless for health reasons or safety reasons).

In providing payment for public transport including but not limited to train, light rail, bus and ferry, clusters/agencies may wish to consider:

• purchasing general Opal cards for use by staff
• allowing staff to use private credit cards and submit receipts for reimbursement
• allowing staff to use their own Opal cards and submit for reimbursement
• allowing staff to use their corporate PCard.

For information on appropriate PCard usage, please contact the Banking and Financial Services Division, NSW Treasury, at [email protected]

6.2 Private vehicle use

Employees may use their own vehicles for work-related travel purposes if they obtain appropriate internal cluster/agency approvals.

For information and guidance on appropriate vehicle use, insurance levels and how to claim relevant expenses, please contact the appropriate internal cluster/agency manager.

For information on how to claim private vehicle use via the tax system, please see car expenses on the ATO website.

6.3 Fleet vehicles

Clusters/agencies are responsible for managing their fleet requirements through the relevant NSW Procurement prequalification scheme.

Employees should be provided with guidance on when the use of fleet vehicles is considered appropriate by the agency. In general, use of fleet vehicles is appropriate if:

• a specialised vehicle is required for work-related purposes (for example, to carry specific equipment, a government branded vehicle and others)
• public transport options are limited
• driving is more cost- and time-effective than flying.

View more information on the NSW Government scheme for passenger and commercial vehicles .

6.3.1 Telematics

Telematics is mandated for general-purpose fleet vehicles excluding 100% salary packaged, heavy commercial, plant and equipment and emergency operational vehicles.

Please refer to Appendix 2 for the Telematics Policy.

6.4 Car share vehicles

Car sharing vehicles, which include but are not limited to

are to be considered by clusters/agencies that are located in areas where car sharing is sufficiently serviced.

Use of these sharing services are recommended for shorter trips where a fleet vehicle is not available and public transport options are limited.

In order to utilise car sharing services such as Uber, travellers must set up an individual business account with that car sharing provider in order to ensure that it is not used for personal purposes.

For information on how to set up a business account for Uber, please contact [email protected]

In providing payment for rideshare services, clusters/agencies should consider:

For information on appropriate PCard usage, please contact the Banking and Financial Services Division, NSW Treasury, at [email protected]

Taxis must only be utilised in exceptional circumstances where it is cost effective or no feasible alternative travel arrangements exist. For example, as a personal safety consideration, the carriage of heavy luggage or public transport does not provide a reasonable option.

6.6 Car hire vehicles

Bookings for car rentals must be made via the NSW Government contracted TMC’s online booking tool.

Standard vehicle types should be booked when hiring cars, with exception of special circumstances, for example, a larger car to transport multiple people. Note that it is the traveller’s responsibility to ensure that the car hire vehicle is returned to the supplier with a full tank of petrol.

NSW Government has negotiated car hire rates under a multijurisdictional agreement with the Queensland Government. View details on the short-term vehicle hire contract .

• Use of private vehicles has insurance implications.
• The sharing economy is largely unregulated.
• Car sharing services may not be economically viable in low population density areas or for trips longer than a few hours.

7. Seamless payment of travel and expenses

7.1 payment for travel via the mandated tmc.

Purchasing travel should be with the state’s current incumbent payment provider and may be a combination of single use real-time issued virtual cards, multi-use virtual cards and NSW Government purchasing cards (PCards).

The owner of the payment facility will issue the bill.

For information with regards to payment for travel, please contact the Banking and Financial Services Division, NSW Treasury, at [email protected]

7.2 Payment of actual travel expenses

Unless specified in an employee’s award or enterprise agreement, clusters/agencies must reimburse employees for actual expenses only, rather than pay per diems.

Various expense and work-related allowances can be found in the Crown Employee (Public Service Conditions of Employment) Reviewed Award 2009 which is updated annually.

In addition, these allowances can be viewed via the NSW Treasury Circular on meal, travelling and other allowances , which is also updated annually.

These meal and travelling allowances are adjusted annually to be in line with the ATO’s determinations for reasonable travel allowances each financial year.

To streamline the reimbursement of incidentals and meals whilst travelling, clusters/agencies are to furnish employees that are regularly required to travel with an appropriate PCard.

7.3 Accommodation standard and payment of meals and incidentals

7.3.1 domestic accommodation.

NSW Government has negotiated rates with multiple accommodation providers across Australia. These rates are only available to be booked via the TMC. Where possible, and available, these rates are to be booked for domestic accommodation. If these rates are unavailable, then the best rate of the day (subject to the provider’s terms and conditions) is to be booked.

Travellers must book standard accommodation room types, where possible within the ATO’s guidelines of reasonable amounts, for domestic accommodation. The ATO releases an annual reasonable meal, accommodation and incidental expenses guide using a tiered approach, based on an employee’s annual salary.

Table 7 – example of capital city allowances where an employee’s annual salary is $126,970 and below for taxation year 2020/2021

View ATO's reasonable travel and overtime meal allowance expense amounts for the 2020-21 income year .

7.3.2 International accommodation

All international accommodation must be booked via the contracted TMC, unless accommodation is being provided as part of a conference package.

Standard accommodation types must be booked, and the contracted TMC can provide a guide on standard accommodation types for international destinations.

View reasonable meal and incidental allowances for international travel on the ATO website.

• Removal of per diems may not be possible across all of NSW Government due to various employee contracts, awards and enterprise agreements.
• Expense claims should be referenced against appropriate legislative guidelines and cluster/agency expense management policies.
• Not all travelling employees are entitled to PCards.
• The ATO and Treasury Guidelines for accommodation and expenses caps can be unrealistic where capital city accommodation occupancy levels are high.
• Not all employees have access to smartphones and may not be able to utilise virtual payment technology.
• Remote and regional area hotels/motels may not accept virtual payments.

Frequently asked questions

A credit on hold is a ticket that was not flown. It can be a full credit (meaning the entire ticket value) or a partial credit (meaning a sector was flown).

All airlines have terms and conditions around the uses of credits on hold.

View Serko credit on hold guide (PDF) for more information.

Credits on hold can be used via the TMC’s online booking tool, or by contacting the TMC and requesting that a credit on hold be used for the next trip.

New Zealand is considered international travel for approval purposes.

The contracted TMC has an app that is available to download to your smartphone. The NSW Government contracted TMC can assist you with setting this up.

View SAM (Smart Assistance for Mobile) for more information.

View how to log into the OBT (PFD) .

Please contact NSW Procurement at [email protected]

The TMC provides NSW Government's emergency assistance partner International SOS itinerary information on every booking. This allows NSW Government to have instant and immediate access to all traveller whereabouts in the event of an emergency.

In addition, NSW Government partners with International SOS for global emergency assistance. Please see the section of Safety, Risk and Security in this policy.

Access the  International SOS portal .

Yes. All NSWG employees are covered by the Treasury Managed Fund insurance.

You can book all your travel via the NSW Government contracted TMC which can organise payment for you, or see your direct manager.

All incidentals can be claimed via your accounts payable department.

Refer to the  NSW Treasury Circular on meal, travelling and other allowances

If you hire a car via the NSW Government approved suppliers of Hertz, Avis and Budget, the insurance inclusions are for third-party property and damage to the hire vehicle.

View the short-term car hire contract for more information.

The NSW Government contracted TMC can assist with obtaining visas, or you can contact Visalink for assistance.

Unless you are carrying excess baggage or equipment, public transport should be taken to get to the airport.

Please utilise the NSW Government's contracted TMC's online booking tool or quoting tool. If it is a complex international trip, then the TMC can assist with providing quotes:

Travel team 1800 823 464 (toll free) or +61 2 8974 0859 [email protected]

You can either review the reference guide (PDF) or contact the TMC directly for assistance.

The traveller/travel booker is responsible for notifying the TMC or, if booked outside of the TMC, notifying the suppliers directly.

Where a traveller/travel booker fails to cancel an accommodation booking within the requisite cancellation policy of the supplier, the traveller's cluster/agency will be liable for any cancellation fees or the entirety of the nightly rate, depending upon the supplier's cancellation policy.

Appendix 2 - NSW  Government Fleet Telematics Policy

1. application and scope.

This policy applies to all public officials and to all other users of NSW Government vehicles who have been nominated temporary or provisional use of a NSW Government vehicle by the nominated driver or operator.

This policy does not apply to 100% salary packaged vehicles, heavy commercial vehicles, emergency operational vehicles, plant and equipment.

NSW Government agencies must be fair and reasonable in the application of this policy to ensure employees are fairly treated and are encouraged to maintain safe driving behaviours.

Where an agency-specific telematics policy already exists, the provisions of that policy will continue to apply. NSW Government is seeking to align on general overarching whole-of-government principles.

Agencies may then further refine these principles to meet their specific operational requirements.  Deviations from these principles will require approval from the secretary or relevant authorised delegate and consultation with the relevant union/s.

2. Telematics

In car telematics refers to technology that uses a device attached to a vehicle to gather data including vehicle location, driver behaviour, and vehicle activity.  Data is transmitted via mobile phone or satellite networks and is presented on a software platform.

Vehicle telematics should be used where it can be established that it supports strategic business outcomes which may include:

• improving Workplace Health and Safety (WHS)
• improving asset management by location
• improving driver behaviour and decreasing consumable costs
• automate capture of vehicle usage data to replace manual logbook data entry.

3. Solution requirements

Agencies should ensure that any telematics solution installed is in accordance with ATO requirements for Fringe Benefit Tax (FBT) and fuel excise tax purposes.

Telematics solutions must have no offshoring of data without approval from the relevant delegate, for example the Chief Information Officer.

The telematics solution must have the following functionality:

• electronic logbooks.
• allow the driver to classify a trip, for example private or official
• ability to monitor vehicle location by means of geo-fencing
• provide statistical data insights about the fleet safety performance including safety scoring at an individual and group level
• ability to provide the driver with access to their own safety performance via a mobile app or web browser
• ability to provide an auditable trail showing who accessed telematics data in any way, that is view, create, change or delete.

At a minimum, the solution must be able to capture and report on the following events:

• over speed alert
• harsh braking, harsh acceleration and harsh cornering
• impact and emergency events, for example roll over detection
• tamper alerts
• driver fatigue
• driver logged in.

As per Procurement Board Direction 2021-04 , NSW Government agencies must use the ICT Services Scheme (SCM0020) to procure ICT-related goods and services.

4. Implementation

When implementing telematics, a comprehensive communications plan is required.  This includes:

• providing employees with at least 14 days written notice of surveillance prior to commencing surveillance on the employee
• information on the intranet
• information in their agency motor vehicle policy
• inclusion in the new employee induction process
• provision of articles for employee newsletters.

Vehicle telematics provide important on-board safety features for drivers including alerts of driving related incidents, for example accident detection (impact and roll), extended idling, and reporting of at-risk driver behaviours such as speeding and driver fatigue.

It may also provide satellite navigation capability, live tracking where there is an operational requirement, duress alarms, automatic log sheeting, faster cost allocation, and streamline the process of claiming fuel tax credits depending on the type of device installed.

Although telematics emphasis is on managing at-risk driver behaviour, it is equally important to have conversations about safe driving practices and recognising employees who are routinely driving safely.

Safety concerns and all workplace policies and expectations of conduct will apply to vehicles.  Employees must not deliberately interfere with or attempt to circumvent the correct operation of the vehicle telematics.

Where there is more than one driver during the trip, the drivers’ details must be logged against their respective portions of the trip either prior to driver changeover or post trip, depending on the type of solution installed.  Any use of the vehicle identified through the vehicle telematics will be reported against the driver logged at the time.

Incidents will form part of an overall risk/safety score that will be monitored by fleet managers (or delegate) from an overall fleet perspective.  The risk/safety score is calculated based on an accumulation of points allocated to driving behaviour.

6. Privacy and access to data

Fleet managers will not provide any ad-hoc telematics reports on individuals for specific trips to staff or managers.

Any request for ad-hoc telematics reports outside of the reporting provided in the scenarios listed below must be directed to the respective Human Resources area.

Telematics solutions must have appropriate data protection controls.  This includes but is not limited to access control to user, managers and administrator along with audit trials, as appropriate, to meet the NSW Government Information Management Framework, agencies work health and safety (WHS) or equivalent guidelines.

The telematics solution must be able to provide an auditable trail showing who accessed telematics data in any way, that is view, create, change or delete.

Under no circumstances are those who have access to telematics data to use this information inappropriately, including the discussion of another employee’s identity or whereabouts.

7. Relevant legislation and standards

In storing data, public sector agencies must adhere to the relevant legislation and standards including but not limited to the following NSW privacy legislation and Codes of Practice:

• Workplace Surveillance Act 2005
• Privacy and Personal Information Protection Act 1998 (NSW)
• NSW Government Information Management Framework

Where the public sector holds personal information, individuals to whom the information relates are entitled to access that information and request that corrections be made to that information.

8. Workplace Surveillance Act

In accordance with the Workplace Surveillance Act NSW 2005:

Agencies must provide at least 14 days notice in writing of surveillance to the employee prior to commencing surveillance on the employee. The notice must set out: that telematics tracking surveillance will be carried out on the motor vehicle how the surveillance will be carried out when the surveillance will start whether the surveillance will be continuous or intermittent, and whether the surveillance will be for a specific limited period or ongoing. All vehicles fitted with vehicle telematics must have a sticker located in the vehicle advising employees that the vehicle is fitted with a monitoring device.

Under section 16 of the Workplace Surveillance Act 2005, an employer must not carry out or cause to be carried out, surveillance of an employee using a work surveillance device when the employee is not at work for the employer.

To assist with compliance with this requirement, telematics solutions must have the functionality of permitting the driver to classify whether a trip is a work-related or private trip. Where a private trip is selected, geographic and other detailed data regarding the trip will be masked and only basic data for FBT purposes will be collected.

In accordance with section 18 of the Workplace Surveillance Act NSW 2005, agencies must ensure that any surveillance record made as a result of that surveillance is not used or disclosed unless that use or disclosure is:

• use or disclosure for a legitimate purpose related to the employment of employees of the employer or the legitimate business activities or functions of the employer
• disclosure to a member or officer of a law enforcement agency for use in connection with the detection, investigation or prosecution of an offence
• use or disclosure for a purpose that is directly or indirectly related to the taking of civil or criminal proceedings, or
• use or disclosure that is reasonably believed to be necessary to avert an imminent threat of serious violence to persons or of substantial damage to property.

9. Privacy and Personal Information Protection Act

Public Sector Agencies must also ensure they’re compliant with the Privacy and Personal Information Protection Act 1998 (PPIPA).

The PIPPA provides Information Protection Principles.  The Information Protection Principles provide legislated protection for personal information.  In brief, the Information Protection Principles state:

A public service agency must not collect personal information unless the information is collected for a lawful purpose directly relating to the function or activity of the agency and the information is reasonably necessary for that purpose. In collecting personal information, a public service agency must collect the information directly from the individual to whom the personal information relates, unless the individual has authorised the information to be collected from someone else. If a public sector agency collects personal information from an individual, the agency must ensure that the individual to whom the information relates is made aware that the information is being collected, the purposes for which the information is being collected, the intended recipients of the information, whether the supply of the information by the individual is required by law or is voluntary, and any consequences for the individual if the information (or any part of it) is not provided, the existence of any right of access to, and correction of, the information, and the name and address of the agency that is collecting the information and the agency that is to hold the information. If a public sector agency collects personal information from an individual, the agency must ensure that the information collected is relevant to that purpose, is not excessive, and is accurate, up to date and complete, and, the collection of the information does not intrude to an unreasonable extent on the personal affairs of the individual to whom the information relates. A public sector agency that holds personal information must ensure that the information is kept for no longer than is necessary for the purposes for which the information may lawfully be used, that the information is disposed of securely and in accordance with any requirements for the retention and disposal of personal information, that the information is protected, by taking such security safeguards as are reasonable in the circumstances, against loss, unauthorised access, use, modification or disclosure, and against all other misuse, that, and, if it is necessary for the information to be given to a person in connection with the provision of a service to the agency, everything reasonably within the power of the agency is done to prevent unauthorised use or disclosure of the information. A public sector agency that holds personal information must take such steps as are reasonable to enable any person to ascertain whether the agency holds personal information, whether the agency holds personal information relating to that person, and, if the agency holds personal information relating to that person, the nature of that information, the main purposes for which the information is used, and, that person’s entitlement to gain access to the information. A public sector agency that holds personal information must, at the request of the individual to whom the information relates and without excessive delay or expense, provide the individual with access to the information.

The telematics service provider will be responsible for maintaining the security of the telematics data in accordance with the relevant legislation and standards.

Vehicle telematics devices must be removed from the vehicle prior to disposal.

10. Management response models

The whole-of-government telematics working group with volunteer representatives from several clusters agreed that they should at the minimum monitor the following 2 driver behaviour scenarios to improve driver safety.

The telematics report identified the driver speeding over 120 km/hour.

The telematics report identified the driver had a single trip of more than 3 hours without taking any break.

These 2 driver behaviour scenarios are not an exhaustive list of scenarios that can be monitored using the telematics data. Individual clusters may decide to monitor more scenarios based on their specific circumstances/needs.Clusters should use their existing WHS system/processes to take appropriate actions in response to the scenarios being monitored.

It is recommended that the investigation of the scenarios being monitored confirms the following:

• the driver of the vehicle, as it is possible that there was a change in driver
• any circumstances that could have caused the reports to be incorrect
• any circumstances or expectations set by the business that could have influenced the driving behaviour
• consider any extenuating circumstances, for example overtaking, rough terrain, avoiding roadkill, traffic delays.

Legal advice received by NSW Procurement suggests that:

• without telematics,clusters are exposed to a greater risk of breaching their WHS obligations
• clusters are responsible for making use of telematics data to improve driver safety
• clusters should take 'reasonably practicable' approach towards using telematics data and monitoring driver behaviour scenarios
• clusters should perform an annual review of the driver behaviour scenarios being monitored.

• ATO Community
• Legal Database
• What's New

Log in to ATO online services

Access secure services, view your details and lodge online.

Travel allowances

Explains the PAYG withholding implications on travel allowances.

Last updated 24 August 2021

Travel allowance is a payment made to an employee to cover accommodation, food, drink or incidental expenses they incur when they travel away from their home overnight in the course of their duties.

Allowances folded into your employee's salary or wages are taxed as salary and wages and tax has to be withheld, unless an exception applies.

You include the amount of the travel allowance in the allowance box on your employee's payment summary.

The exception applies if:

• you expect your employee to spend all of the travel allowance you pay them on accommodation, food, drink or incidental expenses
• you show the amount and nature of the travel allowance separately in your accounting records
• the travel allowance is not for overseas accommodation
• the amount of travel allowance you pay your employee is less than, or equal to the reasonable travel allowance rate.

If the exception applies, you:

• don't withhold tax from the travel allowance you pay your employee
• don't include the amount of the travel allowance in the allowance box on your employee's payment summary
• only include the allowance on their payslip.

If the first two exception conditions are met but you pay your employee a travel allowance over the reasonable travel allowance rate, you're required to withhold tax from the amount that exceeds the reasonable travel allowance rate. You also need to include the total amount of the travel allowance in the allowance box on your employee's payment summary.

You are always required to withhold tax from a travel allowance for overseas accommodation and include the amount of the travel allowance in the allowance box on your employee's payment summary.

Check the relevant Single Touch Payroll (STP) employer reporting guidelines to see how to report these payments through STP:

• STP Phase 1 employer reporting guidelines – allowances
• STP Phase 2 employer reporting guidelines – allowances

Reasonable travel allowance rate

Each year we publish the amounts we consider reasonable for claims for domestic and overseas travel allowance expenses.

• TD 2021/6 Income tax: what are the reasonable travel and overtime meal allowance expense amounts for the 2021–22 income year?
• TD 2020/5 Income tax: what are the reasonable travel and overtime meal allowance expense amounts for the 2020–21 income year?
• TR 2004/6 Income tax: substantiation exception for reasonable travel and overtime meal allowance expenses
• Keeping travel expense records
• Tax return – allowances
• Tax return – work-related travel expenses

Subsidy rates

• Skip to content
• Skip to search
• Staff portal (Inside the department)
• Student portal
• Key links for students

Other users

• Forgot password

Notifications

{{item.title}}, my essentials, ask for help, contact edconnect, directory a to z, how to guides, policy library.

• Travel guidelines Staff only
• Travel (EDConnect website) Staff only

Travel on Official Business

Changes since previous update.

Changes since previous version

2023 Dec 05 - updated policy statement to include travel safety advice., including specific advice for LGBTQIA+ staff.

Document history

2022 Aug 08 - updated contact details in policy statement.

2022 Jul 25 - updated the policy statement to clarify policy requirements (sections 1.4 and 1.5) and comply with policy template (sections 4 and 5). Updated contact details and titles. Changed the name of the implementation web page link from 'Travel on official business guidelines' to 'Travel (EDConnect website)'.

2021 Feb 23 - Policy maintenance, which may include but not limited to, updated contact details, business unit or position titles, typographical, text and style changes and repairing hyperlinks.

2019 Jul - updates to address SAP HR/Payroll requirements, using NSW Government Travel Management Services (Not applicable to school excursions), and to encourage the use of Purchasing Cards as the main method of payment for other travel related expenses.

2018 Apr 23 - removed 'Staff only' marker and outdated references, minor text edits.

Superseded documents

2018 Nov 02 - Business Services - Travel guidelines and the 2017 Travel On Official Business Travel Guidelines document replaced by EDConnect Travel guidelines.

2018 Sept 11 - Business Services - Travel on official business procedures replaced by EDConnect Travel page.

• Spending on travel on official business must be sustainable, transparent and achieve value for money. The department requires staff to obtain appropriate approval and authorisation for any official travel using public money, prior to using any mode of transport and incurring any travel expense. Obtaining prior approval to undertake departmental travel provides better control of the travel arrangements, improves planning and coordination, establishes limits for expenditure and assists in budget management.
• In considering a request to travel, approving officers should ensure that travel is necessary and that the business activity could not be conducted by other means utilising available technology and innovative approaches to working. Where it is established that travel is required, approving officers are to ensure that the minimum number of staff are involved.
• Where it is necessary for staff to undertake travel, the most economical and practical form of transport should be chosen. Staff should in the first instance consider travelling by public transport. If public transport is unavailable or unsuitable, then a departmental vehicle should be used. If a departmental vehicle is not available then either taxi, rental car, ride sharing or private vehicle could be used depending on the cost effectiveness and suitability.
• Staff in corporate locations are required to make all domestic and international travel arrangements for flights, accommodation and rental vehicle services through the NSW government travel management contractor. Staff in schools travelling on official business must use the travel management contractor for international travel valued at over $10,000. Schools are encouraged to also use the travel management contractor for domestic travel under $10,000 as an alternative to local arrangements in accordance with the Travel Guidelines. Prior travel arrangements under the local schools local decisions reform is currently under review. Schools may continue to purchase flights, accommodation and rental vehicles from their preferred non-contract provider up to $10,000 but purchases need to be made in line with the Approaching the market guide .
• The SAP Travel Request or Blanket Authority to Travel (BATT) Request is to be completed by staff and approved by an authorised delegate prior to travel being undertaken. This approval will constitute the master record that governs all travel arrangements for the journey(s) to which it applies. Delegates should ensure that all relevant details and cost estimates are provided on the travel request or BATT. When creating a BATT, staff are also encouraged to separately email their principal, director or manager the BATT's travel and expense details. This should include the reason for travel, locations, estimated costs and accommodation, flight and vehicle requirements.
• The department will elect to pay for actual costs associated with travel on official business, utilising contracted supplier arrangements and Purchasing Cards as standard practice, minimising staff reimbursements for out-of-pocket expenses. Payment of travel related expenses and allowances to staff must be in accordance with rates and conditions approved under the relevant industrial instrument. Changes to rates and conditions are published on the department's Travel web page and NSW Treasury's website .
• All the staff of the Department of Education and all department operations in respect of travel on official business. This policy does not apply to school excursions or other events where staff are accompanying and supervising students that have separate approval processes in place. The department's Excursions policy and procedures outline requirements for excursions.
• All activities must be conducted in an ethical and transparent manner and comply with the department's Code of Conduct . It is expected that officers who accept responsibility for the management of any part of the department's budget will ensure that internal controls over the receipt and expenditure of public moneys are in place, operate effectively and provide adequate safeguards against corruption, maladministration and serious and substantial waste of public money. They are also required to ensure their conduct and that of their staff meets the highest probity standards.
• This policy should be read in conjunction with the Travel guidelines and all related information as detailed.
• ensure their travel requests and any travel expense claims associated with those requests, comply with this policy and with the current version of the Travel guidelines
• refer to Smart Traveller for advice on travel safety, including specific advice for LGBTQIA+ staff in section 7.7 of the Travel Guidelines.
• ensure they seek the approval of an authorised delegate prior to proceeding on departmental travel
• where any variation to the itinerary or cost of trip occurs, ensure that the original approving officer endorses the change
• report the cancellation of a trip immediately to the approving officer
• where travel is undertaken and staff are claiming actual expenses or using PCards to meet costs, provide receipts for the costs incurred
• submit travel expense claims within one month of completion of travel.
• Departmental delegations have been designed to support the travel policy. These authorities are derived from the relevant Acts or industrial awards and agreements and, where appropriate, can be sub-delegated to serve the functional needs of the department.
• In approving an application to travel, delegates must ensure that the costs do not exceed their financial delegation and that sufficient funds are available. Delegated officers are not permitted to approve their own travel.
• the travel and any travel expense claims associated with it comply with this policy and with the current version of the Travel guidelines
• they are satisfied as to the actual details of the journey
• variations to the original travel request have been approved
• the payment is supported by an authority to travel
• travel complied with the purpose of the authority
• amounts claimed are in accordance with actual costs incurred or approved rates/allowances.
• valid tax invoices/receipts are provided
• other supporting documents relate to the journey
• amounts claimed are reasonable.
• Approving officers must undertake a rigorous approach to the examination, questioning and, if necessary, rejection of claims made.
• The department is required to report on overseas travel as part of its annual reporting requirements. Business Services and Enablement coordinates the collation of relevant information for the annual report.
• Records relating to travel, such as approvals, bookings and expense claims are to be retained in relevant systems by schools and business units to provide transparent reporting of use of public monies, compliance with the Australian Taxation Office documentation requirements and internal and external audit purposes.
• The Director, Shared Services Business Services and Enablement monitors the implementation of this policy, regularly reviews its contents to ensure relevance and accuracy, and updates it as needed.
• Contact Director, Shared Services Business Services and Enablement Enquiries to EDConnect on 1300 32 32 32 or log an online query .

• Real Estate

Renovators delight fetches 17 bidders, sells $300k above reserve

Renovator’s delights and knockdown homes are having a resurgence at Sydney’s auctions, selling well above their reserve prices.

A dated 100 year old Penshurst home ripe with potential has sold under the hammer for $1.546m.

The vendor, Glenda Austin, was selling the home on behalf of her parents who had lived in the house for 65 years. She said the property was built in 1923, making it over 100 years old.

Ms Austin joked that once the auction started she felt “sick” she was so nervous to sell the home that held many childhood and family memories in it.

There were four registered bidders with two active at the auction for 24 George St .

“We had a lot of lower offers so it was a good result,” she said.

“And it's a gift anyway, it's a legacy from the family and money we haven’t earnt so a gift from God or whatever it may be.”

MORE: ‘ Insane amount’ buyers are paying to score at auction

Ms Austin said she would be getting on the phone to her sisters in Taree and New Zealand to tell them the good news.

Selling almost $200k above reserve, the interested parties were all young families who planned to knockdown and rebuild or renovate the rundown home.

The winning bidder was mother of two, Elena Kumcevski, who said she was feeling very nervous during the auction.

“I had to go a bit over budget so that just wrecked every nerve,” she said.

She had been looking for a whole year and said she purchased the property as an investment and planned to knockdown and build a brand new home.

“I live in Hurstville so we were looking to purchase there but we moved over to Penshurst because I liked this block,” she said.

The home sat on a large 480 sqm corner block.

Lead agent McGrath‘s Roger Lahoud said the property had huge potential.

“This is pretty rare, not often do you get properties like this that are in this condition,” he said,

“Something like this, entry level for the suburb is popular, but there is still some caution with in the market with interest rates.”

In Auburn, another dated home has fetched 17 registered bidders, selling $300k above reserve.

The popular home at 40 Lily St sold under the hammer for $1.7m, despite its need for a renovation.

Selling to a family who planned to renovate and live in the abode, lead agent Sezer Yunus from Ray White Auburn said it was a “crazy” auction.

“There is huge demand in the area and not enough supply,” he said.

“In my office we have sold everything we have had listed. It’s crazy at the moment, if we had 10 more properties like this one we would have sold them all.”

The property was popular with investors, wanting to renovate the home.

Mr Yunus commended auctioneer Chris Scerrie, saying he did a “great job” guiding the heated auction.

Mr Scerrie, director of Scerri Auctions said there was really strong bidding until $1.6m.

All 17 bidders had a go bidding for the property.

“It was a development site with dual access … it was a ripping result,” he said.

MORE: Paddo’s record-breaking house up for sale again

Unique penthouse, but BYO kitchen and bathroom

Originally published as Renovators delight fetches 17 bidders, sells $300k above reserve

• International edition
• Australia edition
• Europe edition

Sussan Ley ‘really disappointed’ with Elon Musk – as it happened

This blog is now closed

• Thousands gather for dawn services and marches to mark Anzac Day around Australia
• Get our morning and afternoon news emails , free app or daily news podcast
• 3d ago What we learned today, Thursday 25 April
• 3d ago Pro-Palestine encampment set up at University of Melbourne
• 3d ago Deputy opposition leader backs eSafety commissioner ‘one hundred percent’
• 3d ago 26 whales stranded on WA beach have died
• 3d ago Six whales have died amid mass stranding, Surf Life Saving says
• 3d ago Muslim organisation calls for more considered language to prevent hate
• 3d ago Mass stranding of pilot whales on Western Australian beach
• 3d ago Bishop would be ‘concerned’ if video of his alleged attack used to ‘control free speech’
• 3d ago Anzac Day trading hours
• 3d ago Five charged following joint counter-terrorism operation across Sydney
• 3d ago Prime minister delivers speech at Isurava memorial along Kokoda Track
• 3d ago No immediate threat to Anzac Day events, police say
• 3d ago Report reveals bullying is rife in ABF ranks
• 3d ago Good morning
• 3d ago Defence and veterans' suicide commissioner speaks up
• 3d ago Welcome

Deputy opposition leader backs eSafety commissioner ‘one hundred percent’

Deputy opposition leader Sussan Ley said she backs the eSafety commissioner “one hundred percent” and is “really disappointed” by the approach X boss Elon Musk is taking with the platform.

To get yourself up to speed on the Musk v Australian online safety regulator saga, you can read this explainer from Josh Taylor :

Speaking to Sky News earlier today, Ley said:

I’m for X obeying the law and I’m not for the actions and the statements of our eSafety commissioner being ignored. We back her 100%.

Ley largely spoke from a place of concern over the content young people could potentially access online. She continued:

I’m really disappointed with the approach of Elon Musk and the way he’s taken over this company. It’s just a free for all and it’s not fair and it’s not right.

Asked about criticism that Australia shouldn’t be able to tell X what it can and can’t do in other countries, Ley said this is “patently ridiculous” because "that’s why we have an eSafety commissioner”.

Her LNP colleague, Nationals senator Matt Canavan , has a different opinion. Earlier today he shared a video message from bishop Mar Mari Emmanuel – who said he was okay with videos of his alleged attack remaining online – and said:

I pray that our leaders and regulators will listen to your humble request for the video of the [alleged] attack on you to remain online.

What we learned today, Thursday 25 April

With that, we’ll end our live coverage of the day’s news.

Here’s a summary of the main news developments:

Thousands of Australians have gathered at dawn services around the country to commemorate the sacrifices of service men and women past and present on Anzac Day .

Five of the seven teenagers arrested on Wednesday as part of counter-terrorism raids in Sydney have been charged with a range of terrorism offences .

The family of a Cobram woman found dead at her home in northern Victoria have remembered her as “proud aunty” who had the “biggest heart of anyone we know” .

A cluster of 20 drug overdoses in New South Wales has prompted the state’s health department to issue a public warning about the danger of synthetic opioids , which are often substantially more powerful than heroin.

Five women who allege they were forced off a Qatar Airways plane by armed guards and intimately examined at Doha airport are attempting to overturn a legal decision that found they could not sue the airline directly .

Authorities rushed to save more than 150 whales from a mass stranding at a beach in Western Australia’s south-west .

Thanks for following along.

A man has died after he fell from a collapsing wind tower in the Whitsundays region of Queensland .

Queensland ambulance service responded to a call at a property near Lake Prosperine at about 12:40pm, the Courier Mail reported, with an TACQ helicopter later sent.

An ambulance spokesperson told the Courier Mail the man, who working at the time of the incident, had fallen 20 metres, sustained critical injuries and was treated on the scene but succumbed to his injuries.

Australia unveils $30m in regional support on World Malaria Day

The Albanese government has announced an investment in malaria-prevention efforts in the Pacific and south-east Asia.

On Thursday, to mark World Malaria Day, the foreign minister, Penny Wong , said Australia was investing up to $30m to support governments and communities across the region “deliver new tools and build critical skills to eliminate malaria”.

In a statement, the government said: “Malaria remains a major challenge in our region with over 7m reported cases in 2022, and rising infection rates in some countries.

“Malaria is a burden on families and health systems, slowing development and restricting growth. New tools are urgently needed to address the emerging resistance to current treatments, and the impact of climate change, which threaten to roll back progress achieved against malaria.”

The government said its new package “provides comprehensive support ranging from preventing infections through strengthened mosquito control to developing better testing tools and improved treatments”.

It includes $5m to James Cook University to support Pacific countries to strengthen surveillance and control of mosquito-borne diseases such as malaria, dengue and zika.

It also includes a new $8m partnership with non-government health organisation PATH, in a consortium with Australia’s Burnet Institute and Walter and Eliza Hall Institute of Medical Research, to develop new diagnostic tests targeted to our region.

Additionally, the government is providing $17m to the Medicines for Malaria Venture, for the development of new malaria treatments including medicines suitable for use in pregnancy and for children.

Gardener taken into custody after man found dead and woman injured

More on the homicide investigation in Queensland , after an incident where a man was found dead and a woman suffered serious head injuries at a home north of Brisbane.

Police were called to do a welfare check at a Burpengary East home on Thursday morning where they found two people in their 70s with serious head injuries. The man was declared dead at the scene while the woman was rushed to hospital in a life-threatening condition.

A 26-year-old Boondall man was taken into custody after he waited at the property for police.

Det Insp David Harbison said it was not a domestic violence-related incident and the 26-year-old man was not previously known to the victims. “We believe he just attended today to do some form of gardening duties,” Harbison said. Police are not looking for any other persons of interest.

Harbison described it as a tragic and devastating incident.

“It is so terribly traumatic for anyone to see this, including first responders,” he said. “We hope to get to the bottom of it and learn more and try to understand how this incident occurred.”

Many thanks for joining me on the blog today. Elias Visontay will be here to guide you through the rest of today’s news. Take care.

Pro-Palestine encampment set up at University of Melbourne

A pro-Palestine protest encampment has begun at the University of Melbourne , just days after a similar one was launched at the University of Sydney .

A statement from UniMelb for Palestine Action Group says the Gaza solidarity encampment began at 10am today on the south lawn.

Protesters will remain at the encampment until the university “divests and cuts ties with all weapons manufacturers”; abides by the boycott, divest and sanction (BDS) list; and provides “transparency” around research being conducted under funds and grants from weapons manufacturers, the statement said.

At the University of Melbourne encampment pic.twitter.com/NycKrBmG4r — Warren Armstrong (@filmcement) April 25, 2024

Photos from the university campus show that dozens of tents have been set up, along with protest signs. The separate encampment at the University of Sydney is continuing, entering its third day.

A University of Melbourne spokeswoman said the institution “is a diverse, multi-cultural and multi-faith community made up of more than 80,000 students and staff combined, where a wide range of views exist”.

“All perspectives are welcome but these must be expressed in a respectful way, so that everyone can fully participate in University life,” the spokeswoman said.

Mental health chief resigns over government ‘inaction’

The head of Australia’s peak mental health body, Matt Berriman , has resigned over what he labelled the Albanese government’s inaction following decades of underfunding and inattention.

A former professional cricketer and businessman, Berriman was appointed to Mental Health Australia ’s top role in December 2021 but has quit in protest because he said not enough was being done. He told the ABC:

I don’t think over the last 20 years mental health has been addressed in this country and the Labor government promised that was going to happen and it hasn’t.

Berriman took aim at the government’s approach to mental health, saying it was inadequately funded and was not given the attention it deserved.

The health minister, Mark Butler , said the government would continue to work closely with the sector and reform would not happen overnight.

Mental Health Australia said it was with “sadness” it announced Berriman’s resignation, which was effective immediately. Berriman said:

I remain driven by a desire to ensure that one day equitable and easy access to good mental health support and services will be considered an unquestionable basic human right, and an integral part of how our society functions.

26 whales stranded on WA beach have died

The Parks and Wildlife Service WA said four pods of up to 160 pilot whales in total had spread across roughly 500m, at Toby’s Inlet near Dunsborough.

But sadly 26 whales have died, they confirmed:

There are 20 whales in a pod about 1.5km offshore. Another pod of about 110 animals are together closer offshore.

Parks and Wildlife said an experienced team including wildlife officers, marine scientists and veterinarians are on-site or on their way.

Thank you to everyone in the community who has shown their concern and been working with our staff on the beach and in the water … Our team is assessing the conditions of the whales that have stranded on the beach. Our teams on the water are trying to keep the animals together and away from the beach.

Parks and Wildlife said based on previous strandings, including the one near Albany last year , whales often have to be “euthanised as the most humane outcome”.

People are encouraged to stay away from the site.

Albanese joins Katter and Lambie for game of two-up

Back from his trip to Papua New Guinea, the prime minister has landed in Townsville and marked Anzac Day with a game of two-up at the local RSL.

Sharing photos of the game on X, Anthony Albanese was joined by MP Bob Katter , independent senator Jacqui Lambie and Labor senator Nita Green .

Got in a game of Two-up at the Townsville RSL with Bob Katter, Jacqui Lambie and Nita Green for Anzac Day. pic.twitter.com/s711Q97DMD — Anthony Albanese (@AlboMP) April 25, 2024

For those who don’t know, two-up is an Australian gambling game that can only be played on Anzac Day. As history professor Bruce Moore explained last year , two coins are placed on a small piece of wood called the “kip” and tossed into the air, and bets are placed on whether both coins will fall with heads or tails facing up.

Moore said two-up was always illegal because it is an unregulated form of gambling, but from the 1980s it became legal in most states on Anzac Day alone.

From the very early period of the first world war, two-up assumed great importance among the Australian troops. Soldiers reported that two-up was played on the battlefield during the Gallipoli campaign, even when under shellfire. As the war dragged on, numerous stories were told about Australian soldiers’ obsession with playing it.

Warning issued for shark activity around Toby’s Inlet

People are being urged to remain on alert around Toby’s Inlet near Dunsborough, as potential dead whales may attract sharks.

In a statement, SharkSmart WA said dead and injured whales could “act as an attractant that could lead to sharks coming close [to the] shore”.

While it’s not uncommon for sharks to be present off the Western Australian coast throughout the year, people should exercise additional caution.

People are asked to report shark sightings to Water Police on 9442 8600.

Wildlife group urges public to stay away from site of mass whale stranding

The Dunsborough & Busselton Wildlife Care Inc is urging people to stay away from the site of a mass whale stranding at Toby’s Inlet.

The group said they are currently attending the beach with DBCA officers, rangers and “everyone who needs to be [here].”

The public are now hindering procedures and lots [of] dogs and kids [are] causing more problems… We will ask for help as and when needed.

Dunsborough & Busselton Wildlife Care Inc We are in attendance along with dbca, rangers and everyone who needs to be the public are now hindering procedures and lots dogs and kids causing more problems please stay away and do not call us we are here pic.twitter.com/pCX4hFw7pZ — Shark Safety WA (@SharkSafetyWA) April 25, 2024

Wildlife groups respond to mass whale stranding in Western Australia

We’re keeping an eye on the mass whale stranding near Dunsborough in Western Australia for any developments, as a coordinated rescue effort is being formed between DBCA staff and Perth Zoo vets.

As we reported earlier, up to 100 pilot whales are stranded on the shore of Toby’s Inlet. Six whales are believed to have died.

The Perth Wildlife Rescue Network said on Facebook that people should stay away from the area, or keep their distance, if they are not physically assisting with the rescue.

Please do NOT take your dog down to the beach off lead to run around… Please listen to DBCA officers [and] don’t try to be a hero, you may get hurt or cause injury to the whales.

Wildlife rehabilitation organisation F.A.W.N.A Inc. urged people to register their interest to help with the rescue, rather than just showing up, because “there are too many people crowding already.”

Busselton council said city rangers are in attendance and the beach has been closed.

And Casey Woodward with WA Landcare said although the situation is “incredibly distressing” it’s important for people to follow the instruction of government departments:

The last thing they need is a circus when they are trying to coordinate a very intense situation on a falling tide.

• Australian politics
• Anthony Albanese
• Labor party
• Peter Dutton
• New South Wales

Most viewed