Travel Approval Quick Reference Guide v8 General Travel Information Overview of traveller and travel information:  Traveller’s role at ANU (if you have more than one role, select the role under which you will undertake the travel)  Overall dates of travel  Brief description of travel Purpose of Travel Specific details regarding purpose of travel:  Travel purpose (e.g. meeting, conference, fieldwork)  HR arrangements (e.g. leave, teaching/ work planning) Travel Plan Overview of each segment/stage of travel:  Dates of each segment of travel  Type of travel (e.g. business (ANU) / personal)  International or domestic  Mode of travel if known (e.g. flight, car)  Travel declarations (and link to government Smart Traveller site) Travelling to High Risk Destination If a High Risk Destination was selected in the travel plan:  Ensure flights are flexible  Provide emergency evacuation plan Fieldwork Where fieldwork was selected:  Specific details regarding the fieldwork to be undertaken Note: this field is only visible if fieldwork has been selected Risk Assessment Where fieldwork or a high risk country has been selected:  Identify any risks  Include controls to mitigate risk  Remaining risk after implementation of risk controls Note: only visible if relevant field/s have been selected Emergency Contact Contact details of traveller in case of emergency:  Phone or onsite  Details of accommodation  Other instructions Travel Approval Quick Reference Guide 1 Pre Travel Approval Post Travel

Travel Approval Quick Reference Guide v8 Pre Travel Approval Post Travel Travel Budget Budget and funding details:  Source of funding for travel (e.g. ANU funded, third party)  Type expense (e.g. airfare, accommodation)  Payment type (e.g. per-diem, direct payment) General Ledger Codes General Ledger Code/s that the travel is charged to:  GLC (e.g. Department ID, Project ID)  Expenses to be allocated to a GLC Pre Travel FBT Estimation Calculations of Fringe Benefits Tax:  Where there is a personal travel component, the personal contribution amount is calculated Note: only visible if personal travel component is included Domestic / International Per Diem Calculations Per diem calculations:  Amounts are calculated based on the salary selected and the destination location Note: only visible if per diem is selected by a staff member Supporting Documentation Documents supporting travel application:  Attach documents relating to travel (e.g. conference schedule or flyer, presentations)  Enter any other relevant information Approving Supervisor / Delegates Supervisor/ Delegate travel authorisation:  Select appropriate supervisor and travel delegate authorised to approve the travel Travel Approval Quick Reference Guide 2

Travel Approval Quick Reference Guide v8 Post Travel After the date of travel:  Confirm whether the travel was completed  Cancel if travel did not occur Travel Plan  Travel plan provides an overview of the travel that was approved  No changes can be made to this page Travel Budget  Travel budget provides an overview of the budget specified in the approval form  No changes can be made to this page General Ledger Codes  General Ledger Codes provides an overview of the previously specified codes  No changes can be made to this page Travel Diary  Travel diary can be updated with actual dates travelled if they vary from the dates in the approval  Add additional segments if required Post Travel FBT Calculation  Where greater than 40% private component, enter actual cost of airfares and other associated costs  Calculates personal contribution to FBT Travel Approval Quick Reference Guide – Post Travel 3 Pre Travel Approval Post Travel