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Division 1: Rates, limitations and specific situations

13.3.6 Travel costs while living out

  1. A member who lives out during short-term duty overseas may use the travel card to pay the travel costs set out in this table.

    Travel costs
    Item If the member's rank is... then they may to use the travel card to pay for... up to a daily maximum amount of...
    1. Brigadier or higher accommodation on each night in the period the cost of accommodation of a reasonable standard for:
    1. their classification, and
    2. the nature of the duties performed.
    meals for each day of the period the rate in Part 1 of Annex 13.3.A for the location.
    incidentals for each day of the period the rate in Part 1 of Annex 13.3.A for the location.
    2. Colonel or lower accommodation on each night in the period the cost of accommodation of a reasonable standard for:
    1. their classification, and
    2. the nature of the duties performed.
    meals for each day of the period the rate in Part 2 of Annex 13.3.A for the location.
    incidentals for each day of the period the rate in Part 2 of Annex 13.3.A for the location.

    Related Information:

    1. See section 13.3.9 for maximum costs for incomplete days at the start and end of the period of duty at a location overseas.

    2. For a member travelling to Australia on short-term duty see Chapter 9 Part 5, Payment of travel costs.

  2. The member may not be able to use the card to pay for a meal directly. In this case, they may use the card to withdraw cash from an automatic teller machine (ATM) to pay for the meal. They must not withdraw more than their maximum benefit.

  3. A member might get an allowance for accommodation, meals or incidentals from a non-Commonwealth organisation for a period and location.

    See also: Section 13.3.12, Top-up of costs paid by another organisation

  4. For this Part, a member attending the Royal College of Defence Studies in the UK is taken to hold the rank of Brigadier.

13.3.7 Member eligible for allowance instead of using travel card

  1. A member may be eligible for an allowance to pay their travel costs if they meet both these conditions.

    1. They are on short-term duty overseas.

    2. They have not got a travel card to pay overseas travel costs.

    The amount of the allowance is up to what they would normally pay for accommodation, meals and incidentals with the travel card.

    Example: A member on long-term posting in an overseas location may not have access to a travel card when they go on short-term duty to another location.

  2. The member must keep receipts to show their accommodation costs.

  3. Receipts are not required for meal and incidental costs.

  4. Note: Information regarding the retention of receipts for meals and incidentals is outlined in The Travel Guides, sponsored by Defence Support and Reform Group.

13.3.8 Limits on benefits

  1. A member is not eligible to use the travel card for accommodation or meals if any of these conditions are met.

    1. The Commonwealth, a carrier or anyone else provides meals at no cost to the member.

      Example: The member is not eligible for breakfast if it was provided as part of an accommodation tariff.

    2. They are included in a fare paid for travel during the period of duty.

      Example: An in-flight meal on an overseas flight is a meal provided in the fare payable for the travel.

    3. The member's travel continues overnight without a break for accommodation.

  2. A member is not eligible for an amount for accommodation provided on a non-commercial basis.

    Example: The member stays privately at their aunt's home while on short-term duty overseas. They are not to use cash withdrawn from the travel card to pay their aunt for the accommodation.

  3. A member may need to travel within Australia as part of their journey to get to an overseas location for short-term duty. In this case, they are not eligible to use the travel card at the rates under this Part to pay the domestic travel costs.

    Example: A member must fly from Perth to Sydney to get to New York for short-term duty. They must use their benefit under Chapter 9 Part 5 to pay costs for the Perth-Sydney flight. They must then use this Part for their journey from Sydney to New York. Their eligibility for business class travel is not affected by this Part.

  4. This subsection applies to a member who meets both these conditions.

    1. The member is living out at a location for five days or longer. The member's days of arrival and departure do not count towards the five days.

      See: Section 13.3.9, Reduced rates for meals on day of arrival or departure

    2. The member's accommodation provides cooking facilities and utensils. The facilities are of a standard that would allow the member to prepare their own meals.

  5. The maximum meal amount for the member is limited. It is two-thirds of the amount to which the member would normally be eligible under the table in section 13.3.6.

13.3.9 Reduced rates for meals on day of arrival or departure

  1. The rate for meals on the day a member arrives or departs depends on what time they arrive or depart.

  2. The rate for meals based on arrival time is worked out by multiplying the standard daily rate for meals by the appropriate percentage from this table.

    Rates for meals on arrival time
    Item If the member arrives at the location... then the rate they are eligible for on the day is...
    1. before 0700
    100%
    2. between 0700 and 1300
    75%
    3. between 1301 and 1900
    50%
    4. after 1900
    Nil
  3. The rate for meals based on departure time is worked out by multiplying the standard daily rate for meals by the appropriate percentage from this table.

    Rates for meals on departure
    Item If the member departs from the location... then the rate they are eligible for on the day is...
    1. before 0700
    Nil
    2. between 0700 and 1300
    25%
    3. between 1301 and 1900
    50%
    4. after 1900
    100%

13.3.10 Reduced eligibility for incidentals

  1. The rate for incidental costs on the day a member arrives or departs depends on what time they arrive or depart. They are only eligible for half the daily rate in either of these situations.

    1. They arrive after noon.

    2. They depart before noon.

  2. A member is eligible for half the normal rate for incidental costs if they meet any of these conditions.

    1. They stay on duty at a location after being on short-term duty there for a continuous period of 28 days. They get half the listed rate for the period beyond the 28 days.

    2. They are on a long-term posting overseas, and they go on short-term duty within the country of posting. The lower benefit applies to the short-term duty only.

      Example: A member is on posting in Washington DC. They travel on business to Seattle. They get half the listed rate for incidental costs for the trip.

      See: Chapter 15 Part 3 Division 1, Travel for short-term duty while on long-term posting

    3. They are in an overseas country on leave and the CDF recalls them to undertake short-term duty in that country. They get half the listed rate for the short-term duty only.

    4. They are accommodated on board a seagoing ship while it is visiting an overseas port. They get half the listed rate during the visit.

  3. A break of less than seven days from their short-term duty location may not break a member's continuity for the purposes of paragraph 2.a above. The break does not count if the member was advised that the period of absence was to be for less than seven days.

    Example: A member has been on short-term duty in Washington DC for 21 days. They travel on duty to Chicago for two-day conference, which they attend as planned. When they return, they still have five days on the full incidental rate before the rate drops to half.

    Non-example: A member has been on short-term duty in New Delhi for 15 days. They are advised to undertake short-term duty in Colombo for three days. For reasons beyond their control, the duty in Colombo takes eight days. This breaks continuity for paragraph 2.a. When they return to New Delhi, they have a further 28 days on the full incidental rate before the rate drops to half.

Persons who can make the decision under paragraph 13.3.10.2.c on behalf of the Secretary/CDF:
A person not below MAJGEN(E)/SES Band 2 who is a Group Head.

13.3.11 Additional travel costs

  1. A member's maximum benefit may be less than they actually spend on accommodation, meals or incidentals on their short-term duty. In this case, the CDF may approve their use of an additional amount on the travel card.

  2. The CDF must consider all these criteria.

    1. The length of the member's short-term duty period.

    2. The nature of the duties the member undertakes.

    3. The nature and cost of meals, accommodation and relevant services at the location of the duty.

    4. Any other factor relevant to the costs.

    Example 1: A member is required to accompany the Minister, Secretary, CDF, VCDF or a Service Chief. They may be allowed to use the travel card to buy accommodation at the same hotel as the person they are working with.

    Example 2: A member is required to lead a delegation overseas. They may be allowed to use the travel card to pay for a hotel suite for extra office space.

Persons who can make the decision under subsection 13.3.11.1 on behalf of the Secretary/CDF:
Director/Commanding Officer, not below MAJ(E)/APS 6 in the member's direct chain of command or supervision.
A person not below MAJ(E)/APS 6 who is authorised to manage Defence personnel administration at the overseas post.
Senior ADF Representative at the overseas post
Integrated Travel Solutions Director

13.3.12 Top-up of costs paid by another organisation

  1. A non-Commonwealth organisation might pay some of a member's travel costs, but less than the member would be eligible for under this Part. The member may apply for additional travel costs under section 13.3.11.

    See also: Subsection 13.3.6.3, Travel costs while living out

  2. This section does not apply if the member is on exchange duty overseas.

13.3.13 Travel costs when in hospital

A member of any rank who is in hospital for a period during short-term duty overseas has these benefits.

  1. They may use the travel card to pay for these costs.

    1. Incidentals up to the maximum for a Colonel or lower in the table in section 13.3.6.

    2. Continuing costs they cannot avoid for accommodation and other charges outside the hospital. The Commonwealth will not pay more than the limit of their benefit under this Part.

      Example: Ongoing hotel costs for retaining accommodation or storing baggage.

  2. If they could not use the travel card to pay for costs in subparagraph a.ii, they may be reimbursed by other means.

13.3.14 Confirming actual travel costs

  1. A member must confirm their costs on the travel card using the Department of Defence's card management system. They must do this within 28 days after they end their short-term duty overseas.

    Example: The member might present receipts for the payments.

  2. If the member has spent more on the travel card than they were eligible for (including any extra amount approved by CDF), they must repay the difference to the Commonwealth.

  3. Note: The procedure for confirming the amount spent on the travel card and making any necessary repayments to the Commonwealth is outlined in the Travel Guides, sponsored by the Defence Support Group.

  4. If the member has not used their maximum benefit for meals and incidentals when they confirm their costs, they are not eligible for the unused costs.

13.3.15 Part-day travel

  1. A member who meets all of the following conditions is eligible for part-day travelling allowance.

    1. The member is required to perform duty away from the location where the member normally performs duty.

    2. The member holds the rank of Colonel or lower.

    3. The member is absent from their normal duty location for more than 10 hours.

    4. The member is not absent from their normal duty location overnight.

    Example: A Lieutenant Colonel leaves home at 0600 to travel to a meeting in another city. The member returns home at 2100. The member is away from home for 15 hours. The member is eligible for part-day travelling allowance.

  2. Part-day travelling allowance is an amount calculated at 60% of the meal amount listed for the location in Part 2 of Annex 13.3.A.

    See: Annex 13.3.A, Travel costs

  3. A member must not use the Defence travel card to claim part-day travelling allowance.

    Note: Part-day travelling allowance is paid through the pay system and is taxable. The member would still use their Defence travel card to purchase fares for their journey.

13.3.16 Travelling allowance while living in

  1. A member who lives in during short-term duty overseas is eligible for travelling allowance for each day in the period of duty. This table sets out how this allowance is worked out for members of any rank.

    Travelling allowance while living in
    Item The member is eligible for an amount for... up to a daily maximum of...
    1. compulsory mess charges and accommodation the amount of the charges.
    2. meals an amount that the CDF considers reasonable, but not more than the applicable limit in Annex 13.3.A for the location.
    3. incidentals the applicable amount in Annex 13.3.A for the location.
  2. For item 2 of the table, the CDF must consider all these criteria.

    1. The location where the member is accommodated.

    2. The cost of meals at the location.

    3. The nature of the member's accommodation and living arrangements.

    4. Any other factor relevant to the member's meals.

Persons who can make the decision under subsection 13.3.16.1, table item 2, on behalf of the Secretary/CDF:
Integrated Travel Solutions Director

Application to Reservists: Yes.




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