FORM CE-5-2
This form is to be completed by your DAO
It is used for their information purposes only
and is not a requirement by Creditors
CHECKLIST FOR
TRAVEL AND ACCOMMODATION
Before completing this form please ensure you are familiar with the CE-5 ‘Travel and Accommodation Expenses Policy’ to ensure
that the correct procedures and guidelines are followed when making the following arrangements. Form CE-5-1 must be completed
before you can proceed. Note: CEO approval is required for all events interstate and Director applications.
 Has Form CE-5-1 been approved by Director/CEO?
NAME OF ATTENDEE:
CONTACT NUMBER (whilst away):
TITLE OF EVENT:
VENUE/ BUILDING NAME:
VENUE LOCATION:
FIRST DAY OF EVENT:
LAST DAY OF EVENT:
Expense Acc. No:
OFFICE USE ONLY
Conference Ref No:
FLIGHT COST
1. FLIGHT DETAILS
Airline/s being used:
/
$: _______________
Frequent Flyer No:
Depart from:
Date:
Flight No:
Time:
Depart from:
Date:
Flight No:
Time:
PO: _____________
CC: _____________
The Employee will be required to pay any difference in the costs of travel and accommodation arising from the change of dates otherwise required
for the travel. A Debtors Invoice Request must be submitted with evidence of the variance.
2. HOTEL ACCOMODATION
HOTEL COST
☐Hotel Accommodation Required
$: _______________
Confirmation Number:
Hotel Name:
Hotel Location:
Check in date:
Check out date:
PO: _____________
CC: _____________
Does the Accommodation exceed the daily rate? ☐NO ☐YES If YES please provide
CEO/Director approval:
Accommodation allowance: Maximum daily rate is $270 as per Policy CE-5
a. Council will pay for accommodation for the length of the conference/meeting ONLY, (Hotel parking will be
covered by Purchase Order (PO) or when claiming reimbursement of expenses, when using a Council
vehicle or hire vehicle)
b. If you choose to stay on at the hotel for further nights due to personal reasons you will automatically be
charged for the accommodation. Please ensure the dates you record are accurate
c. If the accommodation exceeds the maximum daily rate, approval from the CEO/Director is required or
alternative accommodation will need to be sourced
3. EVENT REGISTRATION
EVENT REGISTRATION
Please attach the following documents for substantiation of travel application request:
$: _______________
☐Flight Bookings
PO: _____________
☐Hotel Reservation
☐Event Registration
Has this event been allocated to your Professional Development Budget? ☐NO ☐YES
4. TRANSPORTATION
☐Taxi Vouchers required
☐Hire Car required
☐Airport to Hotel
Booking Ref: ___________________________
☐Hotel to Airport
☐Other_________________________
Company: _____________________________
Please provide substantiation:
______________________________________
Total No. Required:
Please retain and provide all receipts for
reconciliation
No of Days:
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Cost: $
CC: _____________
FORM CE-5-2
This form is to be completed by your DAO
It is used for their information purposes only
and is not a requirement by Creditors
NAME OF ATTENDEE:
5. MEAL ALLOWANCES
Meals will be reimbursed to a maximum of $115 per day and will be subject to substantiation of
expenditure upon return. Creditors will require a Payment Request Form with receipts. It may be
beneficial to also provide Creditors with a copy of the below summary to show your reconciliation.
The following rates apply: Breakfast-$35 maximum / Lunch-$35 maximum / Dinner
maximum
$45
Reimbursements not available where meals are supplied (excepting inflight meals).
Date
Breakfast
☐
☐
☐
☐
☐
☐
Lunch
☐
☐
☐
☐
☐
☐
Dinner
☐
☐
☐
☐
☐
☐
Meal Claim
Total
Daily receipt
amount
$
$
$
$
$
$
$
When you incur a meal expense less than the permitted maximum, the difference may be taken up
as part of another meal, provided you do not exceed the combined maximum for the meals claimed.
6. PRIVATE ACCOMMODATION
PRIVATE ACCOMMODATION
TOTAL AMOUNT
☐Private Accommodation Required
This option is available if you wish to stay with family or friends instead of commercial
accommodation. Council will pay for accommodation for the length of the conference/meeting
ONLY.
The claimable private accommodation allowance is $100 per day
$: ___________________
No of days:
7. TACKING ON LEAVE
☐Tacking on Leave Required
Duration of Course
/Conference (days)
Duration of private stay
less non-working
days(days)
Does the duration of private stay exceed the number of days of course/conference days
by more than one day? If yes the employee will need to meet 50% of flight costs
incurred by the Council.
A Debtors Invoice Request must be submitted with evidence of the variance.
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