1. DET Travel Policy What you need to know

2. Agenda Why revise the travel policy? What to expect in Terms 1 and 2, 2016 Key policy and process changes Approvals and timeframes Introducing the new online form What next Key contacts for more information “…all travel must reflect integrity, accountability, restraint and transparency. All travel costs should be assessed relative to the next best alternative for that expenditure.” – DET Travel Policy

3. Why revise the travel policy? New Whole of Victorian Government travel policy Promotes expectations of accountability and transparency for corporate and school-based travel DET committed to an integrity work program to address matters raised through Operation Ord Travel issues raised in IBAC hearings & internal audit Aims of revised travel policy: –Increased educational value and benefit from travel –Increased compliance with travel policy and processes –Increased public accountability and transparency in bookings –Cost savings.

4. What to expect in Term 1 and 2 Regions will support travel approvals in 2016 New policy is in effect from 1 January 2016 All schools expected to operate under the new policy  All schools must use new process by Term 2 2016  All schools must:  Forecast interstate/ international travel using online form  Apply using online form (via Regional Travel Registrar)  Report on interstate/international travel (via Regional Travel Registrar) “…all travel must reflect integrity, accountability, restraint and transparency. All travel costs should be assessed relative to the next best alternative for that expenditure.” – DET Travel Policy

5. Key policy changes Change Guiding principles and best practice guide (pp. 1-2) DET policy will need to align with whole of Vic Gov (Section 1.2) DET will create quarterly travel monitoring reports (Section 1.5) Personal Travel (Section 2.5) What this means for you You have resources to make values-based, accountable decisions in making/ approving/ declining applications. There may be further changes to the policy/ process Schools will need to forecast and report interstate and international travel on a quarterly basis Number of personal travel days per official travel days has decreased

6. Key process changes Change Online travel applications Regions to manage interstate/ New Zealand approvals (S3.3) Regional Services Group (RSG) will assess and approve international travel (S3.3) Approval timeframes (S3.3) Interstate/ International travel will be forecast and reported quarterly (S3.4 & 3.5) School travel provider register will be implemented (S4.1) What this means for you Simpler application process Interstate travel will be assessed at school then Regional Director Overseas travel will also be assessed and endorsed by the Deputy Secretary, RSG Requests >6 weeks in advance, approve/decline within 1 week** Schools to develop and submit to Regional Travel Registrar (TBC) Schools will book through travel management company ** the policy notes that approver has 1 week from receipt to approve/ decline request

7. Approvals and timeframes ForecastApplication** Note: all applications to be submitted more than 6 weeks prior to travel BookingReport Note: all reports due 14 days after return Intrastate Travel Where flight or accommodation costs apply -Teacher: via written approval from Principal (do not have to use online application form) Principal: written notification to Regional Director If flight or accommodation costs will be incurred: at least 2 weeks prior If group travel is more than 5 days, group leader reports for group Otherwise, individual reports required. Domestic travel Including NZ Previous quarter Teacher & Principal: via online travel form. Final approver: Regional Director At least 2 weeks priorIf group travel is more than 5 days, group leader reports for group Otherwise, individual reports required. International Excluding NZ Previous quarter Teacher and Principal via online travel form. Final approver: Deputy Secretary, Regional Services Group At least 3 weeks priorGroup leader reports for group. ** the policy notes that the approver has 1 week from receipt to approve/ decline request

8. Introducing the new school travel form ‘Go live’ date = 1 March You are part of its development – we want your feedback

9. Where to from here? 1.Visit School Travel Applications site, including FAQssite 2.Update interstate/ international forecast every quarter 3.Prepare documentation before applying for interstate/ international travel: a.Leave and CRT approvals b.Quotes and itinerary c.Risk assessment 4.Use online form >6 weeks before you hope to travel 5.Report on travel 14 days after you return 6.Contact your Regional Travel Registrar for more info…

10. More information & key contacts Do you have any questions or comments today? If you have further questions, please contact your Regional Travel Registrar (below). Regional Travel Registrars North-Eastern Victoria Region: Sandra Allen, 03 8392 9578 North-Western Victoria Region: Victor Matus, 03 9488 9467 South-Eastern Victoria Region: Leah Arbon, 03 5127 0411 South-Western Victoria Region: Ian Gudgeon, 03 5537 8425 Central and other enquiries: Nyunkia Tauss, 03 9637 3355 Staff are encouraged to report suspected travel misuse or abuse to their manager, or via the new Education Speak Up serviceEducation Speak Up service