Overseas Travel Policy
Overseas Travel Policy
Domestic and Overseas Travel Policy
St Patrick’s Catholic School
Whoever walks in integrity, walks securely. Proverbs 10:9
Rationale
St Patrick’s Catholic School Board needs to ensure that school funds are managed in a way that benefits the students of our school.
Purpose
The purpose of this policy is to ensure:
that any domestic or overseas travel is clearly linked to the business of the school
that the benefits of any travel justifies the cost
that there is no negative financial consequence for staff members traveling on school business
Guidelines
1. Any overseas travel must be approved by the Board
2. Staff members wishing to travel overseas must apply to the Board, outlining how the travel will benefit the school and approximate costs
3. In their decision making, the Board must take into account the full cost of the trip, including travel, accomodation, meals, conference or study fees, travel insurance and the cost of relievers. This full cost must be weighed against competing priorities
4. To approve the trip, there must be reasonable justification that the proposed expenditure supports the Board’s primary objectives of raising the achievement of all students and/or growing the faith of our community
5. If funding from the Operations Grant is to be used to fund the trip, the Board must complete the ‘Funding Overseas Travel Using Crown Funding’ checklist (Appendix c, FISH Appendix C: Fish Document)
6. The Board's decision must be minuted
7. The Board will only fund Economy air travel. If staff members wish to upgrade to Business Class or First Class this must be at their own cost
8. Staff should take a prudent approach to booking accommodation. Accommodation costs should not be excessive. Staff who stay privately may be reimbursed for a koha / gift to their hosts upon production of a receipt
9. If using rental cars these should be good but not superior model vehicles. If taxis / uber are used, these costs can be reimbursed on production of a receipt
10. Other costs will be reimbursed on the basis of actual and reasonable costs: the actual cost incurred in the particular circumstance, provided that it is a reasonable charge
11. All personal costs including alcohol, purchases from the minibar, in-house movies and personal calls, are to be paid separately by the traveling staff member
12. Staff members may not claim personal travel benefits (e.g. airpoints, flybuys, loyalty scheme) when traveling on official school business
13. The school does not cover the cost of a spouse or traveling companion
14. At the conclusion of the trip, the traveling staff member must complete a report to the Board outlining how the trip will / has benefited the school
Ratified: 19 February 2020
Reviewed: 26 October 2022