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: Page 2 of 2 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. Page 2 of 2
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