Airfares

Preferred Airline

All domestic and international air travel should be at the lowest practical fare.

Class of travel

  • Economy for flights less than 7 hours

  • Premium Economy class ticket for flights 8 hours or longer

  • Employees may accept complimentary upgrades or use personal Frequent Flyer points, provided there is no additional cost to CORE

Non-Allowable

  • Club, Lounge, or Frequent Flyer memberships and usage.

  • Excess baggage

  • Costs incurred by failure to cancel transportation

  • Employees should attempt to purchase airline tickets in advance


Accommodation

Hotels

At all times Employees must use their judgement to obtain the best rate based on quality and location of accommodation, reducing CORE costs wherever possible.

  • Domestic travel – Employee must stay within the range of reasonable costs and should not normally be more than AU$200 per person per night.

  • International travel – accommodation costs not normally more than AU$350 per person per night.

Hotel Expenses

  • Due to high rates where possible calls should be made using company mobiles.

  • Hotel internet service can be purchased for work purposes.

  • Laundry and dry-cleaning costs are allowed for stays in excess of 5 nights.

Non-Allowable

  • Room upgrades and additional recreational room charges (mini bar, in-house movies, spa etc) are not allowed.

  • Health Club

  • Costs incurred by failure to cancel hotel reservations


Ground Transportation

Transport Options: public transport, rental car, taxi, ride-sharing services such as Uber (preferred in metropolitan areas) and personal vehicle.

The most cost efficient, available service should be chosen.

Rental Car (where driving is more cost-effective than flights and taxis)

  • Employees must rent the most economical vehicle consistent with business and safety needs. Insurance must be purchased when renting a car with lowest excess option.

Personal vehicle

  • The allowance for an Employee’s use of their own motor vehicle will be at the prescribed rates per kilometre for motor vehicle expense claims as published by the Australian Taxation Office, currently 68 cents per km.

Non-Allowable

  • Public transport/taxis to and from one`s primary residence to one`s normal place of work for the usual daily commute. Except in special circumstances such as medical reasons or trip out of hours for work-related reasons.

  • Out of hours means more than 2 hours earlier / later of individual’s normal span of hours.

  • Limo, Uber Black or equivalent.

  • Valet parking.

  • Parking costs above 24 hours, unless it is less than the cost of taxis to and from the Employees` place of residence.

  • Parking while not on business travel.

  • Speeding or other fines or infringements.


  • Reasonable costs are outlined below (food and drink):

Breakfast $28

Lunch $31

Dinner (including drink) $53

  • Alcoholic drink is only allowed if consumed with a meal.

  • Claim must include a business reason and the name and company of all attendees – even those who work for CORE, if the traveller was not alone.

  • Tipping is not expected within Australia. But it is acceptable for overseas travel in accordance with local tipping guidelines but should not exceed 15% of the total bill.

Meals whilst travelling


  • Any business-related, such as client meeting, meal (food or drink) requires approval in advance from the Employee’s Leader.

  • Drink includes alcoholic or non-alcoholic drink such as coffee, tea, juice, water etc.

  • All meals claims must include a business reason and the name and company of all attendees – even those who work for CORE.

Meals (whilst not traveling)


Acceptable

  • Reasonable amount of incidentals while traveling such as tea, coffee, water, snacks etc. Costs considered to be reasonable (per day):

Domestic AUD$20

International AUD$35

  • Visa and visa related expenses for travellers on business trips.

Non-Allowable

  • Luggage and travel accessories such as locks, power adaptors etc.

  • Passports and travel documents, except visas.

  • Costs incurred for an accompanying spouse, partner or dependent.

Travel related expenses


Employees incorporating personal travel deemed to be more than incidental to the journey (30% and over of the total journey) will be required to pay 50% of the airfares to eliminate any FBT (Fringe Benefits Tax) liabilities.

Private travel


Require approval in advance from the Employee’s Leader.

Professional Publications, Subscriptions, books and memberships


Require approval in advance from the Employee’s Leader.

Professional Development, Training & Conferences


  • Meal, accommodation and incidental expenses can only be claimed for overnight travel.

  • There might be other things that company will not pay for. Make sure to consult the Leader before incurring the expense if in doubt.

Other non-allowable expenses


  • Tax legislation in Australia requires that a Travel Diary be maintained for all international travel as well as domestic travel that requires a continual absence of 5 or more nights.

  • If travel diaries are not maintained, then CORE will be required to pay Fringe Benefits Tax (FBT) equal to around the amount of the travel costs incurred.

Travel Diary