PACMAN Chapter 13 Part 3 Division 1: Rates, limitations and specific situations

Division 1: Rates, limitations and specific situations

13.3.6    Travel costs while living out
13.3.7    Member entitled to allowance instead of using travel card
13.3.8    Limits on entitlements
13.3.9    Reduced rates for meals on day of arrival or departure
13.3.10   Reduced entitlement for incidentals
13.3.11   Additional travel costs
13.3.12   Top-up of costs paid by another organisation
13.3.13   Travel costs when in hospital
13.3.14   Confirming actual travel costs
13.3.15   Part-day travel
13.3.16   Travelling allowance while living in

13.3.6 Travel costs while living out

	TAX ALERT: PACMATE Annex 3.B, item 21.
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.

Item	If the member's rank is…	then they are entitled 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: a. their classification, and b. 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: a. their classification, and b. 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.

	Note: See clause 13.3.9 for maximum costs for incomplete days at the start and end of the period of duty at a location overseas.
2.	The member may not be able to use the card to pay for a meal directly. In this case, they are entitled to 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 entitlement.
3.	A member might get an allowance for accommodation, meals or incidentals from a non-Commonwealth organisation for a period and location. The member has no entitlement under this Part for the costs for the same period and location. See also: Clause 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 entitled to allowance instead of using travel card

	TAX ALERT: PACMATE Annex 3.B, item 22.
1.	A member may be entitled to an allowance to pay their travel costs if they meet both these conditions.
	a.	They are on short-term duty overseas.
	b.	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.
	Note (this is policy guidance): Information regarding the retention of receipts for meals and incidentals is outlined in the Australian Defence Organisation Travel Manual, sponsored by Defence Support Group.

13.3.8 Limits on entitlements

1.	A member is not entitled to use the travel card for accommodation or meals if any of these conditions are met.
	a.	The Commonwealth, a carrier or anyone else provides meals at no cost to the member. Example: The member is not entitled for breakfast if it was provided as part of an accommodation tariff.
	b.	They are included in a fare paid for travel during the period of duty. Example: An in-flight meal on a business-class overseas flight is a meal provided in the fare payable for the travel.
	c.	The member's travel continues overnight without a break for accommodation.
2.	A member is not entitled to 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 entitled 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 entitled 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 entitlements 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 entitlement to business class travel is not affected by this Part.
4.	This subclause applies to a member who meets both these conditions.
	a.	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: Clause 13.3.9, Reduced rates for meals on day of arrival or departure.
	b.	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.
	The maximum meal amount for the member is limited. It is two-thirds of the amount to which the member would normally be entitled under the table in clause 13.3.6.

13.3.9 Reduced rates for meals on day of arrival or departure

	TAX ALERT: PACMATE Annex 3.B, item 23.
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.

Item	If the member arrives at the location…	then the rate they are entitled to for 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.

Item	If the member departs from the location...	then the rate they are entitled to for 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 entitlement for incidentals

	TAX ALERT: PACMATE Annex 3.B, item 24.
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 entitled to half the daily rate in either of these situations.
	a.	They arrive after noon.
	b.	They depart before noon.
2.	A member is entitled to half the normal rate for incidental costs if they meet any of these conditions.
	a.	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.
	b.	They are on a long-term posting overseas, and they go on short-term duty within the country of posting. The lower entitlement 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
	c.	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.
	d.	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

	TAX ALERT: PACMATE Annex 3.B, item 25.
1.	A member's maximum entitlement 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.
	a.	The length of the member’s short-term duty period.
	b.	The nature of the duties the member undertakes.
	c.	The nature and cost of meals, accommodation and relevant services at the location of the duty.
	d.	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 subclause 13.3.11.1 on behalf of the Secretary/CDF:

A person in one of the following positions or levels, who holds a simple procurement delegation under the Financial Management and Accountability Act 1997:

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

Manager International Allowances

Assistant Manager Defence Travel Services

Defence Travel Services Manager

13.3.12 Top-up of costs paid by another organisation

TAX ALERT: PACMATE Annex 3.B, item 26.

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

See also: Subclause 13.3.6.3, Travel costs while living out

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

13.3.13 Travel costs when in hospital

TAX ALERT: PACMATE Annex 3.B, item 27.
A member of any rank who is in hospital for a period during short-term duty overseas has these entitlements.
a.	They may use the travel card to pay for these costs.
	i.	Incidentals up to the maximum for a Colonel or lower in the table in clause 13.3.6.
	ii.	Continuing costs they cannot avoid for accommodation and other charges outside the hospital. The Commonwealth will not pay more than the limit of their entitlement under this Part. Example: Ongoing hotel costs for retaining accommodation or storing baggage.
b.	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

	TAX ALERT: PACMATE Annex 3.B, item 28.
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 entitled to (including any extra amount approved by CDF), they must repay the difference to the Commonwealth. Note (this is policy guidance): The procedure for confirming the amount spent on the travel card and making any necessary repayments to the Commonwealth is outlined in the Australian Defence Organisation Travel Manual, sponsored by the Defence Support Group.
3.	If the member has not used their maximum entitlement for meals and incidentals when they confirm their costs, they are not entitled to the unused costs.

13.3.1 5 Part-day travel

	TAX ALERT: PACMATE Annex 3.B, item 29.
1.	A member who meets all these conditions is entitled to part-day travel costs.
	a.	The member holds the rank of Colonel or lower.
	b.	The member is required to perform duty away from the location where the member normally performs duty.
	c.	The member is absent from their normal duty location for more than 10 hours.
	d.	The member is not absent from their normal duty location overnight.
2.	Part-day travel costs are limited to 60% of the meal amount listed for the location in Part 2 of Annex 13.3.A Travel costs. Note: Part-day travelling allowance is taxable.
3.	Use of the travel card is not permitted for business travel for which part-day travelling allowance is payable. Example: A Lieutenant Colonel leaves home at 0600 to travel by air to a meeting in another city. The member returns home at 2100. The member is away from home for 15 hours. The member is entitled to part-day travelling allowance.

13.3.16 Travelling allowance while living in

	TAX ALERT: PACMATE Annex 3.B, item 30.
1.	A member who lives in during short-term duty overseas is entitled to 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.

Item	The member is entitled to 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.
	a.	The location where the member is accommodated.
	b.	The cost of meals at the location.
	c.	The nature of the member's accommodation and living arrangements.
	d.	Any other factor relevant to the member's meals.

Persons who can make the decision under subclause 13.3.16.1 on behalf of the Secretary/CDF:

A person in one of the following positions or levels, who holds a simple procurement delegation under the Financial Management and Accountability Act 1997:

Manager International Allowances

Defence Travel Services Manager

PACMAN AL3 (December 2008) Chapter 13 – Part 3 Division 1 – 1