What's on the cards
Volume 48, No. 20, November 02, 2006
By Barry Rollings
THE Defence Travel Card (DTC) and the model that supports it are designed to help ADF personnel do their job in the most efficient, cost-effective way with minimal impact on users, according to Travel Management Director Brad Osborn.
“We ask ADF employees to look at the benefits to them as members. We are not trying to make things difficult for you or delegate any of the administrative workload to you; we are actually trying to assist you to do your job,” Mr Osborn said.
“The system is efficient and secure and does not affect members personally; it has no financial impact on them.
“It will assist personnel to go from A to B in the most efficient way possible and cover all their costs so that they do not personally have to foot the bill.”
He said while the traveller was required to do some of the basic processes, such as documenting a trip plan, the DTC presented a streamlined process that required less administration and paperwork.
It eliminated most of the uncertainties associated with the cumbersome old travel system that involved allowances and travel clerks as middlemen.
At the end of a business trip, an automated system informs the appropriate person that transactions are waiting for processing with a simple email.
It was a simple credit card system which everybody could learn to use, he said.
However, with factors such as the trepidation and concern that accompanied resistance to change, this positive outlook was not necessarily the view of all the serving members.
Mr Osborn said Travel Management was addressing this through an educative process of visits to bases around Australia to provide face-to-face assistance, known as the Interactive Traveller Awareness Program.
“It is inefficient for Defence to always have a third person involved in travel and we are saying that, under the new model, you as the traveller can do this in a more efficient way which makes a difference to your business.
“As people become more familiar with the systems supporting the model they are beginning to realise the advantages, to accept and understand it.
“Sometimes, the decisions that individuals make can cause work for them, such as taking all available funds out in cash upfront, which may result in the need to repay money should the trip be cancelled or shortened.”
He said there were business units that had made decisions on how their people used the card, and that was not helping.
“That’s where we are trying to educate ADF members that the process is actually quite simple if the technology and the systems are used as intended,” he said. “Some see it as a burden on them and this has been reflected in some correspondence to the Defence newspapers. But most of the time we find that when we sit down with business units and work through their issues, it quickly becomes apparent they are not using the systems to their potential.
“The Card Management System is pretty much designed to be tick and flick. The system can accurately and transparently summarise details of a trip which allows a supervisor to check paperwork and sign off within minutes.”
Mr Osborn said some personnel had complained about inadequate training, but when it was pointed out that there were many educational and reference tools, some replied they did not have time to read them.
Paradoxically, some people complained of battling the system for hours without result when a 10-minute read of the relevant task card or a call to the support lines would have solved the problem.
“We also have a double-whammy where some are not only averse to change but see the Defence Travel Card as an erosion of conditions of service,” he said.
“For argument’s sake, some made money out of the old allowance system by staying with friends and relatives and pocketing the allowance.
“It’s been a difficult message to tell people we are not taking money from their pockets. These are business expenses paid for out of taxpayers’ money which needs to be redirected – if it can be – to the pointy end of Defence for equipment, capability and training.”
Mr Osborn emphasised that the implementation of the DTC was not just a case of saying “here it is, now deal with it”.
“We are continuing to be out there on the road and helping people, and we devote considerable resources to support and education,” he said.
“We continue to consult and obtain feedback – all calls are logged – which is important and is acted on.”
Upgrades to the Card Management System and budget calculators are under way or planned for 2007 and work was being done on developing a registered travellers’ program – a monthly publication to provide information on the world of travel which might impact on ADF travellers.
The DTC system was introduced progressively from June 2004 following endorsement by the Defence Committee and consultation across all the Services.
The card was then fully mandated for business travel from July 1, 2005.
A one-stop shop link can be accessed at http://intranet.defence.gov.au/csigweb/sites/travel/.
Travelling show to lift awareness
TRAVEL Management staff within the Defence Support Group (DSG) will hit the road again soon to share the Interactive Travel Awareness Program (ITAP) and help promote more ready acceptance of the DTC.
Travel Management staff will visit many bases to share the ITAP, which aims to provide customers with access to subject matter experts and face-to-face support on the Defence Travel Model in addition to training mediums already in place.
Travel Management has received many requests to revisit regions after the past three successful visits around Australia conducting information sessions for Defence personnel.
The ITAP will allow participants to observe live system demonstrations, interactive displays and specific presentations. Presentations will include: use of budget calculators, the Card Management System, card security, fraud and travel-related policy.
Travel Management Director Brad Osborn said the presentations would be delivered separately to allow personnel to attend all sessions or only those from which they are seeking information.
“Travellers who can’t attend presentations will be able to visit a mobile information centre and interact with Travel Management staff to obtain information and clarification on any areas of interest at a time convenient to them,” Mr Osborn said.
“The mobile information centre offers a less formal environment for personnel to seek assistance on specific issues relevant to them.
“Planning and scheduling is being undertaken by Travel Management.”
When details are known they will be publicised via Defgram and made available on the Defence Travel intranet site at http://intranet.defence.gov.au/csigweb/sites/travel/
The Travel Management team within Business Services Branch won an Australasian Business Travel Association Excellence Award in September for Excellence in Technology Solution Implementation. The award has showcased the department’s achievements and is a significant success for Defence in recognising that it is leading the way in the business travel market.
The award provides industry recognition of the innovation shown around technology supporting the Defence Travel Model.
Warning against fraud
DTC holders have been cautioned not to abuse the system. Travel Management Director Brad Osborn warned would-be offenders that “they won’t get away with fraud.”
“All transactions are instantly visible and can’t be changed; they are in the data file that goes into our system,” Mr Osborn said.
“There is a school of thought that giving people a credit card gives them carte blanche, but I think ADF people are intelligent enough to know it is a corporate card for corporate spending only.”
He said there had been negligible cases of fraudulent card use.
“Severe penalties were incurred and the money recovered, though there is some cost in the recovery process,” he said.
“We want ADF personnel to know we expect people to have the integrity and intelligence to observe the rules.
People who make honest mistakes have nothing to fear but if you do something with wilful deceit you will get caught.”
FAQs
What can I use my DTC for?
The DTC can be used for all approved business travel-related expenses, including accommodation, meals, incidentals, hire cards, taxis, parking, tolls and fuel (overseas only).
Can I use my DTC to pay for fuel on domestic business travel?
The DTC should not be used to purchase fuel domestically. Hertz will offer a fuel card when picking up the hire car. Hertz charges Defence by the kilometre for fuel; if the traveller fills the car up using the DTC, Defence will be charged twice for the fuel (once on the DTC and once through Hertz).
Can I stay with a friend and still claim the accommodation allowance?
No. Travellers can spend money on accommodation only when they stay at a commercial hotel/motel.
What should I do if my card is lost or stolen?
Contact Diners Club immediately on 1800 105 660 and the Corporate Card Support Cell on 1800 007 606. One of the customer service representatives will provide you with the assistance you need.
Do I keep my travel card when I am posted?
Travellers are able to keep their current DTC, provided they are not posting into or out of DMO. It is the traveller’s responsibility to notify Corporate Card Support Cell of their change of location and new CMS supervisor’s details, via http://intranet.defence.gov.au/csigweb/sites/ travel under the heading ‘Travel tools’ – CMS password resets/user account updates. Alternatively, send an email to travel.card@defence.gov.au.
What does a DTC holder do if they work for or travel for DMO?
Defence and DMO officials will be issued with only one DTC. If a traveller holds a card for either DMO or Defence and then they move between the two agencies, it is necessary for the traveller to re-apply for a new DTC. Defgram 585/2005 provides details on what to do when a member is required to undertake travel for the other agency.
MYTHBUSTERS
| MYTH 1: Travellers can use their DTC to withdraw their Part-Day Travel Allowance (PDTA). |
BUSTED: Travellers should send their signed travel budget to the local MPAC/CPAC for processing as PDTA is a taxable allowance and must be paid via your salary. |
| MYTH 2: If you use your DTC fraudulently you will not be caught. |
BUSTED: All transactions are visible to various policing areas within Defence. In particular, Inspector General has audited travellers. |
| MYTH 3: ADF Reserve members cannot hold a DTC. |
BUSTED: Full-time and Reserve members should hold a DTC if they undertake business travel. |
| MYTH 4: If you’re a reservist and APS employee you should hold two cards. |
BUSTED: Personnel can only hold one card which can be used for both APS travel and Reserve travel if required. |
| MYTH 5: The DTC is only for sergeants and above if they undertake business travel. |
BUSTED: All personnel, regardless of classification or rank, should apply for a DTC if they are likely to undertake business travel. |
| MYTH 6: You can’t use your DTC in any way if you don’t have your PIN. |
BUSTED: If you have forgotten your PIN you can still use your DTC to make purchases and pay for accommodation, flights and car hire. |
| MYTH 7: Travellers can withdraw their entire overseas travel budget in Australian dollars before departing and then deposit it on to their own personal credit card. |
BUSTED: Overseas travel budgets are calculated in foreign currency and should be accessed in the country that you have been approved to visit on an as-required basis. |
| MYTH 8: Travellers can use their DTC for reunion, next-of-kin or compassionate travel. |
BUSTED: These types of travel form part of Phase 2 of the travel reforms and the DTC has not been implemented for Phase 2-type travel as yet. |
| MYTH 9: You can’t use your DTC anywhere overseas. |
BUSTED: When travelling overseas you can use your DTC with more than 13.2 million Diners merchants or at any Cirrus ATM. |
| MYTH 10: You can round up cash withdrawals to the nearest $10. |
BUSTED: A traveller can’t exceed the approved amount for the trip. For example, if the budget for meals and incidentals is $126, the traveller can’t withdraw $130. |
TIME-SAVING TIPS
Forgotten your Traveller Profile Number (TPN)?
When booking your next trip through Qantas Business Travel, provide the consultant with your name and employee ID number and the consultant will be able to provide you with your TPN.
One-stop shop forbooking travel
There is no need to spend time on the internet looking up flight details and booking accommodation. Qantas Defence Travel is your one-stop shop for all your travel requirements. Call Qantas Defence Travel on 131157 to book all your travel requirements, including flights, hire car, surface travel (bus/coach) and accommodation.
Unsure who accepts Diners?
The Diners Club Merchant Locator is available on the travel intranet site. This tool assists travellers in locating merchants, including restaurants, hotels etc, that accept Diners Club Cards within Australia.
CMS supervisor tip
To quickly and accurately accept transactions as a CMS supervisor, ensure the traveller provides you with the CMS Expense Summary Report and the approved Travel Budget Calculator.
Want fast and efficient service when collecting a Hertz hire car?
Join the Hertz #1 Club Gold program. Details are available on the travel intranet site under ‘Vehicle rental’.
Most convenient way to pay money back
Avoid debit notes and pay money back by BPAY or over the counter at Defcredit or Australian Defence Credit Union. BPAY – Biller Code is 3012; Account Code is your Travel Card Number.
DOS AND DON’TS AT A GLANCE
| Dos |
Don'ts |
- Visit the Defence Travel site at http://intranet.defence.gov.au/csigweb/sites/travel
- Call 1800 DEFENCE for assistance if there is any aspect of travel you’re unsure about.
- Complete the e-learning package available online at http://intranet.defence.gov.au/det/campus
- Use your DTC to pay for approved travel expenses such as accommodation, meals, incidentals, hire cars and taxis.
- Contact Diners Club and the Corporate Card Support Cell if your card is lost or stolen.
- Forward your CMS Expense Summary Report and a copy of your approved Travel Budget to your CMS supervisor once CMS transactions have been verified for them to accept the transactions following your travel.
- Make sure to update CMS details when you start at a new posting by emailing the Corporate Card Support Cell at travel.card@defence.gov.au.
- Cancel your card if you cease employment with Defence or when moving between DMO and Defence.
|
- Do not use your DTC for anything not approved. If the DTC is used inappropriately, it may lead to criminal prosecution or action under the Defence Force Discipline Act 1982 or the Australian Public Service Act 1999.
- Do not use your DTC for Part-Day Travel Allowance (PDTA). PDTA is a taxable allowance and must be paid through the salary systems and not accessed via the DTC.
- Do not round up cash withdrawals. Where a traveller withdraws cash, they cannot exceed the approved amount for the trip. For example, if the budget for meals and incidentals is $117, the traveller cannot withdraw $120.
- Do not use your DTC to fuel a domestic hire car as Hertz will offer a fuel card when picking up a hire car. Hertz charges Defence by the kilometre for fuel. If the traveller fills the car up using the DTC, Defence will be charged twice for the fuel (once on the DTC and once through Hertz).
- Do not give your DTC to someone else for them to use.
- Do not access cash from your DTC for another traveller.
|
WHERE TO GET HELP
Service Direct
General support, understanding the travel model, Travel Budget Calculators, password resets for the overseas budget calculator, CMS inquiries, training and education tools. Phone: 1800 DEFENCE (1800 333 362); Email:Tvl.dbc@defence.gov.au
Travel Homepage
Useful tools and reference guides you need to undertake your travel. Guidance on policy and procedures. Links to brochures and task cards. Intranet: http://intranet.defence.gov.au/csigweb/sites/travel.
Online Campus
Four learning modules: DTC, An Overview, Travel Budget Calculators, CMS. Intranet: http://intranet.defence.gov.au/det/campus.
Diners Customer Support Team
Card activation problems, lost or stolen cards, card or PIN not working, transaction query, merchant request. Phone: 1800 105 660 or overseas reverse charge (613) 8643 2201
Qantas Business Travel – Domestic
Use your Traveller Profile Number to make direct bookings. Phone: 13 11 57. Email: Defence_notes@qantas.com.au
Qantas Defence Travel – International
Use your Traveller Profile Number to make direct bookings. Phone: 13 11 57. Email: defcbr@qantas.com.au
Hertz
Hire car bookings or quotes. Phone: 1800 009 545b
