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This Division sets out basic entitlements and limitations on use of the travel card. |
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1. |
This Division applies to a member (including a member on Reserve service) who uses a travel card when they are required to travel on Defence business. |
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2. |
... |
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3. |
A member who uses a travel card under this Division has no entitlement under Division 3 for travel on Defence business, except as provided by this Division. |
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TAX ALERT: PACMATE Annex 3.A, item 166. |
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1. |
A member who lives out for up to 21 days during a travel period may use the travel card to pay for accommodation, meals and incidentals within the relevant limits set out in subclauses 4 or 5. Related Information: For use of the travel card beyond 21 days, see clause 9.5.20. |
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2. |
A member may choose whether to use accommodation
supplied through Note: |
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3. |
A member who does not choose to use accommodation
supplied through |
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a. |
The member must find accommodation from
a supplier other than |
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b. |
The member is subject to the limits laid out in subclause 6. |
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4. |
A member who chooses to use accommodation supplied
through |
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Item |
If... |
and... |
then the member... |
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1. |
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the location is listed in the tables in Annex 9.5.B |
must use the accommodation supplied through The
member is subject to the limits laid out in subclause 5. |
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the
location is not listed in the tables in Annex 9.5.B |
must use the accommodation supplied through The
member is subject to the limits laid out in subclause 6. |
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2. |
Examples: 1. Other members have booked all 2.
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... |
must find accommodation from a supplier other
than The member is subject to the limits laid out in subclause 6. |
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5. |
The following table sets out the limits on benefits
for those members whose accommodation is supplied through |
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Item |
If the member's rank is… |
then they are entitled to use the travel card to pay for… |
up to a daily |
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1. |
Brigadier or higher |
accommodation on each night in the travel period |
rate in Annex 9.5.B Part 1, column 2 for the location. |
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meals for each meal period |
sum of relevant rates from Annex 9.5.B Part 1, columns 3, 4 and 5 for the location and meals. |
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incidentals for each 24 hour period of the journey, and for any part-day at the end |
rate in Annex 9.5.B Part 1, column 6. |
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2. |
Colonel or lower |
accommodation on each night in the travel period |
relevant amount in Annex 9.5.B Part 2, column 2 for the location. |
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meals for each meal period |
sum of relevant rates from Annex 9.5.B Part 2, columns 3, 4 and 5 for the location and meals. |
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incidentals for each 24 hour period of the journey, and for any part-day at the end |
rate in Annex 9.5.B Part 2, column 6. |
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6. |
The following table sets out the limits on benefits where subclause 3 or the table in subclause 4 provides that these limits should apply. Examples: 1.
The member did not choose to use accommodation supplied through 2.
The member chose to use accommodation supplied through 3. The member chose to use accommodation supplied
through Lido, but |
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Item |
If the member's rank is… |
then they are entitled to use the travel card to pay for… |
up
to a daily |
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1. |
Brigadier or higher |
accommodation on each night in the travel period |
rate in Annex 9.5.A Part 1, column 2 for the location. |
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meals for each meal period |
sum of relevant rates from Annex 9.5.A Part 1, columns 3, 4 and 5 for the location and meals. |
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incidentals for each 24 hour period of the journey, and for any part-day at the end |
rate in Annex 9.5.A Part 1, column 6. |
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2. |
Colonel or lower |
accommodation on each night in the travel period |
relevant amount in Annex 9.5.A Part 2, column 2 for the location. |
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meals for each meal period |
sum of relevant rates from Annex 9.5.A Part 2, columns 3, 4 and 5 for the location and meals. |
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incidentals for each 24 hour period of the journey, and for any part-day at the end |
rate in Annex 9.5.A Part 2, column 6. |
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7. |
The following examples show the use of the travel card. |
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Example 1 – meals: If the member cannot use the travel card to pay for their meal directly, they are able to use the card to withdraw cash from an automatic teller machine to pay for the meal. The withdrawal amount must not exceed the member's maximum entitlement. |
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Example 2 – meals: The member is
entitled to use the travel card to withdraw an amount for more than one meal
at once. This means they could withdraw money in the morning and then spend
less on lunch than the amount listed as a maximum because they are staying
near a cheap cafe. They might spend more on dinner because at that time they
are working near a more expensive restaurant. |
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Example 3 – incidentals: The member
may combine the daily maximum entitlement for incidentals for a week-long
trip to purchase the bulk of their incidental requirements on one shopping
trip. |
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8. |
If a member is entitled to receive an amount of separation allowance or field allowance determined by the DFRT in the travel period they are not entitled to be paid incidentals for the period the allowance relates to. |
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1. |
A member is not entitled to use the travel card for a meal or night of accommodation for which any of these conditions are met. |
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a. |
The Commonwealth, a carrier or anyone else has provided them at no cost to the member. Exception:
Accommodation supplied through Example: The member is not entitled for breakfast if it was provided as part of an accommodation tariff. |
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b. |
They are included in the fare for travel. |
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c. |
The member's travel continues overnight without a break for accommodation. |
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d. |
The member is ranked Major or lower, and living-in accommodation is available to them. |
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Exception: The CDF considers that living in would make the member less efficient in the performance of their duties. |
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Persons who can make the decision under subclause 9.5.16.1, exception, on behalf of the CDF: Director/Commanding Officer, not below MAJ(E)/APS 6 in the member's direct chain of command or supervision. |
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2. |
An in-flight meal provided by a commercial carrier is not considered a meal for the purposes of subclause 1. Example: A member who travelled by air would not be entitled to an amount for a meal provided during a flight on an aircraft chartered by Defence. However, the member would be entitled to be paid an amount for a meal period during which the member was on an ordinary commercial flight. This is because the meals provided on commercial flights are not of a consistent standard and may not be made available on turbulent flights. |
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3. |
A member may use the travel card for accommodation but pay less than the maximum. In this case, they are not entitled to any of the difference between what they paid and the maximum. |
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4. |
A member may not have spent all of what they were allowed for meals and incidentals at the time they confirm their costs after the journey. In this case, they are not entitled to the unused travel costs. |
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5. |
A member is not entitled to an amount for accommodation provided on a non-commercial basis. Example: A member who stayed privately with a friend or relative during a travel period would not be entitled to use cash withdrawn from the travel card to pay their friend or relative for the accommodation. |
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6. |
This table sets out what meal amounts apply if a member visits more than one location in a day. See: Clause 9.5.15, Travel costs while living out on a journey |
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Item |
If the meal is on… |
then the location for working out the amount for meals is… |
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1. |
the last day of the journey |
where the member is at the beginning of the day. |
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2. |
any other time |
where the member is at the end of the day. |
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A member is not entitled for incidentals for any part of a travel period when they meet any of these conditions. |
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a. |
They are in hospital in a location that is not the location where they have been performing duty. |
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b. |
They are serving in a seagoing ship on temporary duty and performing duty necessary to the proper working of the ship. |
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c. |
They are serving in the field as a member of a force on exercises. Exception: They may be entitled if they are housed at a Service establishment that is not a camp set up for the exercises. |
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d. |
They are serving in the field as a member of a survey party and using camping accommodation, but they are not entitled to field allowance. See: Chapter 4 Part 3 Division 4, Field allowance. Example: A member who is not entitled to field allowance may be entitled for incidentals if they meet either of these conditions. |
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i. |
They are part of a survey party but are not on exercise. |
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ii. |
They are part of a survey party and are not camping out, but are housed at a Service establishment. |
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e. |
They are doing a period of recruit training in the Reserves and are not entitled to field allowance. |
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f. |
They are on a journey related to discharge or dismissal for any of these reasons. |
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i. |
Misconduct. |
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ii. |
Disciplinary reasons. |
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iii. |
Medical unfitness they caused. |
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g. |
They are attending a live-in training course at the member's posting location. Exceptions: i. After the first 21 continuous days of attendance at the course. ii. A member who qualifies under clause 9.5.23, Incidentals for a member on a course. |
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Non-examples: A member would not be entitled for incidentals in any of these situations. |
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a. |
They travel on a journey which has not been approved as being at Commonwealth expense. For example, as a voluntary exchange of postings with another member. |
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b. |
They break the journey for personal reasons. |
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c. |
They are on recreation leave travel under Part 4 Division 1 of this Chapter. |
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d. |
They are posted to the location where they are already serving on temporary duty, from the date the posting takes effect. |
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TAX ALERT: PACMATE Annex 3.A, item 167. |
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1. |
This clause applies to a member who lives in during a travel period at a location that is not their normal place of duty. |
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2. |
This table sets out the amounts that a member may use the travel card to pay for accommodation, meals and incidentals in the travel period. |
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Item |
If the member's rank is… |
then they are entitled to use the travel card to pay for… |
up to a maximum amount of… |
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1. |
Brigadier or higher |
compulsory mess charges |
the amount of the charges. |
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living-in accommodation |
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meals provided in the living-in accommodation |
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incidentals for each day of the travel period up to the end of 21 days |
The rate in Annex 9.5.A Part 1 column 6. |
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incidentals for each day of the travel period after the first 21 days |
$60.55 a week. |
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2. |
Colonel or lower |
compulsory mess charges |
the amount of the charges. |
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living-in accommodation |
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meals provided in the living-in accommodation |
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incidentals for each day of the travel period up to the end of 21 days |
The rate in Annex 9.5.A Part 2 column 6. |
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incidentals for each day of the travel period after the first 21 days |
$60.55 a week. |
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TAX ALERT: PACMATE Annex 3.A, item 168. |
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1. |
This clause applies to a member without dependants who meets all of these conditions. |
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a. |
They live out at their normal place of duty. |
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b. |
For Service reasons, they must live in during the travel period at a location that is not their normal place of duty. |
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c. |
They live in for a continuous period of more than 21 days. |
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2. |
The member is entitled to be reimbursed the reasonable cost of keeping their accommodation at their normal place of duty for the period beyond 21 days. |
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TAX ALERT: PACMATE Annex 3.A, item 169. |
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1. |
This clause applies to a member who meets both of these conditions. |
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a. |
They live continuously in a location – whether they live in or out – for 21 days during a travel period. |
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b. |
They continue to live at the location for a further travel period after the 21st day. |
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2. |
In this case, clause 9.5.15 does not apply to the member after midnight on the 21st day, regardless of rank. This table sets out how their entitlement is worked out after that time. Parts of a week are worked out on a pro rata basis. |
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Item |
If the member is entitled to use the travel card to pay for… |
then they are entitled to a weekly maximum amount of… |
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1. |
accommodation on each night in the travel period |
the applicable rate in Annex 9.5.C Part 1. |
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2. |
meals for each meal period |
the applicable rate in Annex 9.5.C Part 2. |
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3. |
incidentals for the travel period |
$60.55 a week. This item also applies to a member who lives out, if they are required to live in beyond 21 days during a course of training at their posting location. |
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3. |
For subclause 1, a day when the member is entitled to field allowance does not count towards the period of 21 days. Example: A member has served for five days under field conditions. They continue to be entitled to travelling allowance at the daily rate until the 26th day. See: Chapter 4 Part 3 Division 4, Field allowance. |
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4. |
This table sets out when the member's entitlement under this clause ends. |
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Item |
If the member leaves the location to return to their normal place of duty on… |
then their entitlement ends at… |
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1. |
the 22nd day |
midnight on that day. |
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2. |
any later day |
midday on the day they leave the location. |
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1. |
A member's entitlement under clause 9.5.20 ends if they do any of the following. |
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a. |
Leave the location to perform duty somewhere else. |
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b. |
Take recreation leave. |
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c. |
Undertake reunion travel. |
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2. |
This table sets out the entitlement of the member when they return to the location after losing their entitlement under subclause 1. |
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Item |
If the member… |
then they are entitled to the amount that applies to them under… |
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1. |
a. leaves the location to perform duty somewhere else, and b. returns to the location after more than 7 days |
clause 9.5.15 or clause 9.5.18. |
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2. |
returns to the location under any other circumstance |
clause 9.5.20 starting at midnight on the day they restart duty at the location. |
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3. |
A member to whom subclause 1 applies is entitled to use the travel card to pay to keep accommodation at the location for up to one week while they are absent from it. |
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4. |
The CDF may approve the member's use of the travel card to keep the accommodation for longer than one week, after considering all of these factors. |
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a. |
The reason for and the length of the absence. |
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b. |
The expected period the member will stay at the location after their return. |
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c. |
The cost of keeping the accommodation during the absence. |
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d. |
If there is alternative accommodation at the location. |
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e. |
Any other factor relevant to the absence. |
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Persons who can make the decision under subclause 9.5.21.4 on behalf of the CDF: Director/Commanding Officer, not below MAJ(E)/APS 6 in the member’s direct chain of command or supervision who holds a Financial Delegations Manual (FINMAN 2) F2-2 (Proposal Approval) delegation. |
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TAX ALERT: PACMATE Annex 3.A, item 170. |
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A member may be directed to take a dependant with them on a journey for representational purposes. In this case, they may be entitled to use the travel card to pay for the dependant's accommodation and meals. |
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Item |
If the member's dependant… |
then they are entitled to use the card to pay… |
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1. |
occupies a room as the sole or first occupant |
up to the maximum of their entitlement under clause 9.5.15. |
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2. |
occupies a room on any other basis |
20% of their maximum entitlement under clause 9.5.15. |
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3. |
eats meals in the travel period |
up to the maximum of their entitlement under clause 9.5.15 for the meals. |
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TAX ALERT: PACMATE Annex 3.A, items 171. |
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A member who is living in at any of these institutions where they are doing a course is entitled to incidentals. No matter what their rank, they are entitled to use the travel card up to the maximum amount set out in Annex 9.5.A Part 1 column 6. |
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a. |
The |
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b. |
The |
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c. |
The |
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d. |
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Related Information: Paragraph 9.5.17.g, When there is no entitlement for incidentals |
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1. |
A member on Reserve service may use the travel card under clauses 9.5.15 or 9.5.18 for an overnight stay after a period of service if both of these conditions are met. |
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a. |
The member lives more than 30 km from their place of duty. |
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b. |
The CDF considers that occupational health and safety reasons to do with the travel make it necessary for them to stay overnight at their place of duty rather than go home immediately after the period of Reserve service. |
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2. |
For subclause 1, the CDF must be satisfied that either of these criteria is met. |
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a. |
The member has a qualification or skill that the unit cannot get from a member who lives closer to the place of duty. |
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b. |
The member needs training they cannot get at a place of duty closer to home. |
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Persons who can make the decision under paragraph 9.5.24.1.b on behalf of the CDF: D Director/Commanding Officer, not below MAJ(E)/APS 6 in the member’s direct chain of command or supervision who holds a Financial Delegations Manual (FINMAN 2) F2-2 (Proposal Approval) delegation. |
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A member is entitled to incidentals under the table in clause 9.5.15 if they are on Reserve service in either of these circumstances. |
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a. |
During the period of a bivouac or camp of continuous
training with their unit or |
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b. |
During a Reserves activity comparable to those described in subclause a. |
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1. |
If a member on recreation or long service leave is recalled to duty, they are taken to be on duty from the time they start travel to return to duty. |
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2. |
If the member travels by private vehicle or private aircraft, their entitlement under clause 9.5.15 will be limited to the amount of allowance that would be payable if they returned to duty by the most efficient and economical means of travel. See: Chapter 9 Part 6 Division 2 clause 9.6.12, Recall from leave. |
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1. |
A member's maximum entitlement may be less than they actually spend on accommodation, meals or incidentals during the travel period. |
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2. |
The CDF may approve the member's use of an additional amount on the travel card, towards the following costs. |
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a. |
Accommodation. Exception:
The CDF may not approve additional costs for accommodation supplied through |
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b. |
Meals. |
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c. |
Incidental costs. |
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3. |
In making the decision in subclause 2, the CDF must consider all the following criteria. |
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a. |
The places the journey is made through or to. |
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b. |
The availability of suitable meals and accommodation at those places. |
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c. |
Whether the extra cost is reasonable. |
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Example:
A member does not choose to use accommodation supplied through |
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Persons who can make the decision under subclause 9.5.27.2 on behalf of the CDF: Director/Commanding Officer, not below MAJ(E)/APS 6 in the member’s direct chain of command or supervision who holds a Financial Delegations Manual (FINMAN 2) F2-2 (Proposal Approval) delegation. |
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1. |
A member must confirm their costs on the travel card using the Defence travel card management system. They must do this within 28 days after they end their travel. Example: The member might present receipts for the payments. See: Defence Travel intranet site (This reference is policy guidance) |
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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 repayments is outlined in the Defence Travel Guidelines, sponsored by the Defence Support Group. (This note is policy guidance) |
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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. |
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1. |
A member may be entitled to an allowance to pay their travel costs if they have not been given a travel card. 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 may not yet have been issued with a card, or their card may have been lost or stolen. |
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2. |
The member must keep receipts to show their travel costs. See: Clause 9.5.28, Confirming actual travel costs. |