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Division 3: Travelling allowance

9.5.32 Purpose

The purpose of this Division is to meet the reasonable costs of travel for members by providing an allowance for accommodation, meals and incidental expenses for Defence approved travel within Australia, including these.

  1. Travel on Defence business for members who have not been given a Defence travel card.

  2. Travel on posting.

  3. Travel on completion of service for all members.

9.5.33 Members this Division applies to

This Division applies to any member (including a member on Reserve service) who is on a travel period or part-day travel period.

See: Division 1
Section 9.5.9, Travel period – business travel
Section 9.5.10, Part-day travel period

Note: In the total workforce model, this includes a member in any Service category except Service category 1.

9.5.34 Members this Division does not apply to

  1. This Division does not apply to a member who is travelling on Defence business and who has a travel card.

    Related Information: Benefits for these members can be found in Division 2, Travel on Defence business using the travel card

  2. This Division does not apply to travel for which a member is eligible for vehicle allowance or aircraft allowance under Part 6 or 7 of this Chapter, except to the extent allowed for under those Parts.

    See:
    Part 6, Vehicle allowance
    Part 7, Aircraft allowance

9.5.35 Travel costs while living out on a journey

A member who lives out for up to 21 days during a travel period is eligible for travelling allowance for accommodation, meals and incidentals. This table sets out their benefits.

See also: Section 9.5.41, Travel for more than 21 days

Travel costs
Item If the member's rank is... then they are eligible for travelling allowance for... at this rate...
1. Brigadier or higher accommodation on each night in the travel period the rate in Annex 9.5.A Part 1 column 2 for the location.
meals for each meal period the sum of relevant rates from Annex 9.5.A Part 1 columns 3, 4 and 5 for the location and meals.
incidentals for each 24 hour period of the journey, and for any part-day at the end the rate in Annex 9.5.A Part 1 column 6.
2. Colonel or lower accommodation on each night in the travel period the relevant amount in of Annex 9.5.A Part 2 column 2 for the location.
meals for each meal period the sum of relevant rates from Annex 9.5.A Part 2 columns 3, 4 and 5 for the location and meals.
incidentals for each 24 hour period of the journey, and for any part-day at the end the rate in Annex 9.5.A Part 2 column 6.

9.5.35A Example of how incidentals can be worked out

Example: A member departs the normal place of duty or residence on Wednesday at 1700 and arrives back at the normal residence at 2000 on the following Friday. Based on a daily incidental component of (for example) $15.90, the member is eligible for incidental expenses for the entire absence, as follows.

1700 Wednesday to 1700 Thursday
$15.90
1700 Thursday to 1700 Friday
$15.90
1700 Friday to 2000 Friday
$15.90
TOTAL
$47.70

9.5.36 Limits on travelling allowance for accommodation and meals

  1. A member is not eligible for travelling allowance for a meal or accommodation for which any of these conditions are met.

    1. The Commonwealth, a carrier or anyone else has provided them.

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

    2. They are included in the fare for the travel.

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

  2. An in-flight meal provided by a commercial carrier is not considered a meal for the purposes of subsection 1.

    Example: A member who travelled by air would not be eligible for an amount for a meal provided during a flight on an aircraft chartered by Defence. However, the member would be eligible for 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.

  3. A member with the rank of Major or lower is not eligible for travelling allowance for accommodation or meals when living in accommodation is available to them.

    Exception: The CDF considers that living in would be detrimental to the efficient performance of the member's duties.

    See: Chapter 7 Part 4 for details of the assistance a member can get for living in on temporary duty.

  4. The member is not eligible for the payment for a meal for any of these periods.

    1. A meal period that begins before the member's journey.

    2. A meal period that begins after the member's journey.

    See: Division 1 section 9.5.8, definition of Meal period

  5. This table sets out what meal amounts apply if a member visits more than one location in a day.

    See: Section 9.5.35, Travel costs while living out on a journey

    Meal amounts
    Item If the meal is on... then the location for working out the amount is...
    1. the last day of the journey where the member is at the beginning of the day.
    2. any other time where the member is at the end of the day.

Persons who can make the decision under subsection 9.5.36.3, 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.

9.5.37 When there is no eligibility for incidentals

A member is not eligible for incidentals for any part of a travel period when they meet any of these conditions.

  1. They are in hospital in a location that is not the location where they have been performing duty.

  2. They are serving in a seagoing ship on temporary duty and performing duty necessary to the proper working of the ship.

  3. They are serving in the field as a member of a force on exercises.

    Exception: They may be eligible if they are housed at a Service establishment that is not a camp set up for the exercises.

  4. 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 2 Division B.13, Field allowance

    Example: A member who is not entitled to field allowance may be eligible for incidentals if they meet either of these conditions.

    1. They are part of a survey party but are not on exercise.

    2. They are part of a survey party and are not camping out, but are housed at a Service establishment.

  5. They are doing a period of recruit training in the Reserves and are not entitled to field allowance.

  6. Note: In the total workforce model, a member of the Reserves may be described as a member in Service category 2, 3, 4 or 5.

  7. They are on a journey related to discharge or dismissal for any of these reasons.

    1. Misconduct.

    2. Disciplinary reasons.

    3. Medical unfitness they caused.

  8. They are attending a live-in training course at the member's posting location.

    Exceptions:

    1. After the first 21 continuous days of attendance at the course.

    2. A member who qualifies under section 9.5.38, Incidentals for a member on a course.

Non-example: A member would not be eligible for incidentals in any of these situations.

  1. They travel on a journey that has not been approved as being at Commonwealth expense. For example, as a voluntary exchange of postings with another member.

  2. They break the journey for personal reasons.

  3. They are on recreation leave travel under Part 4 Division 1 of this Chapter.

  4. They are posted to the location where they are already serving on temporary duty, from the date the posting takes effect.

9.5.38 Incidentals for a member on a course

A member who is living in at any of these institutions where they are doing a course is eligible for incidentals. No matter what their rank, they are eligible for travelling allowance at the incidentals rate set out in Annex 9.5.A Part 1 column 6.

  1. The Monash Mount Eliza Business School in Victoria.

  2. The Australian Graduate School of Management at the University of New South Wales.

  3. The Melbourne Graduate School of Management at the University of Melbourne.

  4. Macquarie University.

Related Information: Paragraph 9.5.37.g, When there is no eligibility for incidentals

9.5.39 Member living in

  1. This section applies to a member who lives in during a travel period at a location that is not their normal place of duty.

  2. This table sets out the rates of travelling allowance that the member is eligible for accommodation, meals and incidentals in the travel period.

    Travelling allowance
    Item If the member's rank is... then they are eligible for travelling allowance for... at this rate...
    1. Brigadier or higher compulsory mess charges the amount of the charges.
    living-in accommodation
    meals provided in the living-in accommodation
    incidentals for each 24 hours of the travel period, up to the end of 21 days The rate in Annex 9.5.A Part 1 column 6.
    incidentals for 24 hours of the travel period after the first 21 days and for any part-day at the end $67.75 a week.
    2. Colonel or lower compulsory mess charges the amount of the charges.
    living-in accommodation
    meals provided in the living-in accommodation
    incidentals for each 24 hours of the travel period, up to the end of 21 days The rate in Annex 9.5.A Part 2 column 6.
    incidentals for each 24 hours of the travel period, after the first 21 days and for any part-day at the end. $67.75 a week.

9.5.40 Keeping accommodation while living in on temporary duty

  1. This section applies to a member without dependants who meets all of these conditions.

    1. They live out at their normal place of duty.

    2. For Service reasons, they must live in during the travel period at a location that is not their normal place of duty.

    3. They live in for a continuous period of more than 21 days.

  2. The member is eligible for the reimbursement of the reasonable cost of keeping their accommodation at their normal place of duty for the period beyond 21 days, including these amounts.

    1. The reasonable cost of caretaking or maintenance of any grounds.

    2. The amount of housing assistance that the member currently receives for the accommodation under Chapter 7, ADF housing and meals.

      Exception: This amount is not payable if the accommodation is sublet while the member is away.

9.5.41 Travel for more than 21 days

  1. This section applies to a member who meets both of these conditions.

    1. They live continuously in a location – whether they live in or out – for 21 days during a travel period.

    2. They continue to live at the location for a further travel period after the 21st day.

  2. In this case, section 9.5.35 does not apply to the member after midnight on the 21st day, regardless of rank. This table sets out how their benefit is worked out after that time. Parts of a week are worked out on a pro rata basis.

    Pro rata travelling allowance
    Item If the member is eligible for travelling allowance for... then they are eligible for a weekly maximum rate of...
    1. accommodation on each night in the travel period the applicable rate in Annex 9.5.B Part 1.
    2. meals for each meal period the applicable rate in Annex 9.5.B Part 2.
    3. incidentals for the travel period $67.75 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.
  3. For subsection 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 eligible for travelling allowance at the daily rate until the 26th day.

    See: Chapter 4 Part 2 Division B.13, Field allowance

  4. This table sets out when the member's eligibility under this section ends.

    Elgibility ends
    Item If the member leaves the location to return to their normal place of duty on... then their eligibility ends at...
    1. the 22nd day midnight on that day.
    2. any later day midday on the day they leave the location.

9.5.42 Limits on travel costs for journey longer than 21 days

  1. A member's eligibility under section 9.5.41 ends if they do any of the following.

    1. Leave the location to perform duty somewhere else.

    2. Take recreation leave.

    3. Undertake reunion travel.

  2. This table sets out the eligibility of the member when they return to the location after losing their eligibility under subsection 1.

    Eligiblity on return to location
    Item If the member... then they are eligible for to the rate of travelling allowance that applies to them under...
    1.
    1. leaves the location to perform duty somewhere else, and
    2. returns to the location after more than 7 days
    section 9.5.35 or section 9.5.39.
    2. returns to the location under any other circumstance section 9.5.41 starting at midnight on the day they restart duty at the location.
  3. A member to whom subsection 1 applies is eligible for an additional amount of allowance to pay to keep accommodation at the location for up to one week while they are absent from it.

  4. The CDF may approve an additional amount of allowance to assist the member to keep the accommodation for longer than one week, after considering all of these factors.

    1. The reason for and the length of the absence.

    2. The expected period the member will stay at the location after their return.

    3. The cost of keeping the accommodation during the absence.

    4. If there is alternative accommodation at the location.

    5. Any other factor relevant to the absence.

Persons who can make the decision under subsection 9.5.42.4, 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.

9.5.43 Accommodation and meals for dependants

A member may be directed to take a dependant with them on a journey for representational purposes. In this case, they may be eligible for travelling allowance to pay for the dependant's accommodation and meals.

Accommodation and meals for dependants
Item If the member's dependant... then they are eligible for travelling allowance at...
1. occupies a room as the sole or first occupant the rate that applies to the member under section 9.5.35.
2. occupies a room on any other basis 20% of the rate that applies to the member under section 9.5.35.
3. is a child under six years old 10% of the rate that applies to the member under section 9.5.35 for accommodation.
4. eats meals in the travel period the rate that applies to the member under section 9.5.35 for the meals.
5. is a child under 10 years old who eats meals in the travel period half the rate that applies to the member under section 9.5.35 for the meals.

9.5.44 Overnight stay following a period of Reserve service

  1. A member on Reserve service is eligible for travelling allowance under sections 9.5.35 or 9.5.39 for an overnight stay after a period of service if both of these conditions are met.

    1. The member lives more than 30 km from their place of duty.

    2. 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.

  2. Note: In the total workforce model, a member on Reserve service may be described as a member in Service category 3, 4 or 5. A member on Service option C is not a member on Reserve service.

  3. For subsection 1, the CDF must be satisfied that either of these criteria is met.

    1. The member has a qualification or skill that the unit cannot get from a member who lives closer to the place of duty.

    2. The member needs training they cannot get at a place of duty closer to home.

Persons who can make the decision under paragraph 9.5.44.1.b on behalf of the CDF:
Director/Commanding Officer not below MAJ(E)/APS 6 in the member's direct chain of command or supervision.

9.5.45 Eligibility for incidentals at annual Reserve camp

A member is eligible for incidentals under the table in section 9.5.35 if they are on Reserve service in either of these circumstances.

  1. During the period of a bivouac or camp of continuous training with their unit or sub-unit.

  2. During a Reserves activity comparable to those described in subsection a.

9.5.46 Recall from recreation leave or long service leave

  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.

  2. If the member travels by private vehicle or private aircraft, their eligibility under this Division will be limited to the amount of travelling allowance that would be payable if they returned to duty by the most efficient and economical means of travel.

    See: Part 6 Division 2 section 9.6.12, Recall from leave

9.5.47 Additional travelling allowance

  1. A member's maximum eligibility for travelling allowance may be less than they actually spend on accommodation, meals or incidentals during the travel period.

  2. The CDF may approve an additional amount of travelling allowance for the member. The CDF must consider all of these criteria.

    1. The places the journey is made through or to.

    2. The availability of suitable meals and accommodation at those places.

    3. Whether the extra cost is reasonable.

    4. Any special needs due to the age or medical needs of the member's dependants.

Persons who can make the decision under subsection 9.5.47.2 on behalf of the CDF:
Director/Commanding Officer not below MAJ(E)/APS 6 in the member's direct chain of command or supervision.

9.5.48 Confirming actual travel costs

  1. A member must confirm whether any travel period for which they have received travelling allowance has been taken, using the Defence travel management system. They must do this within 28 days after they end their travel.

    Example: The member signs an After Travel Certification form to confirm that they took the travel booked for them.

  2. If the member has received more travelling allowance than they were eligible for (including any extra amount approved by CDF), they must repay the difference to the Commonwealth.

Application to Reservists: Yes.



Forms

Copies of forms are available on the webforms system or through the Defence Service Centre.

  • AE505, Travel Request Form

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