Part 1 Introduction 13 1 Purpose

The purpose of this Part is to provide members with a reasonable opportunity to recover from jet lag following a journey by air in the course of travel on duty.

In this Part:

(a) begins at the latest permitted airport check-in time for the scheduled time of departure from the locality where the journey originates; and

(b) ends at the scheduled time of arrival at the locality that is the destination of the journey (or, if the journey is unavoidably delayed, at the actual time of arrival),

but excluding any rest period or period of leave or stopover at a locality at which a member is not required to perform duty.

(1) The entitlement to rest periods is set out in the following table:

(3) A member is taken to be on duty during a rest period. If a rest period taken at the journey’s destination falls outside normal working hours, it will not entitle the member to time off duty in lieu.

(1) If a member has an unavoidable stopover during a journey on short-term duty, the member is not entitled to a rest period unless the CDF is satisfied that the stopover is not equivalent to the grant of a rest period to the member.

(2) For subclause (1), the CDF must have regard to:

(a) the duration and locality of the stopover; and

(b) the duration of travel to and from the locality where the stopover occurs; and

(c) any other factor relevant to the member’s travel.

(1) If a member has approval to take recreation leave, either en route or on arrival at the journey’s destination, the member may be granted a rest period as if travelling by the most direct route.

(2) A member may take a rest period at the same locality as recreation leave. The duration of the rest period is to be determined as though the member was to continue the journey without taking leave.

(3) Time spent on a rest period is not to be deducted from recreation leave credits.

(1) A rest period also applies to a member’s dependant who travels with the member at Commonwealth expense:

(a) in connection with the beginning and end of the member’s long-term posting; or

(b) for the purpose of spouse-accompanied travel on short-term duty.

(2) A dependant who does not travel with the member is not entitled to a rest period.

13.3.7 Accommodation and allowances during a rest period

For an overnight rest period, the following entitlements apply:

(a) the Commonwealth will provide accommodation; and

(b) the member is entitled to travelling allowance under Part 3 of Chapter 14.

(1) This Chapter applies to a member (including a member rendering Reserve service) who performs short-term duty overseas.

(2) Part 3 also applies to a member during travel on duty to, from or during a long-term posting or deployment (see Chapters 15 and 17).

14.1.2 Member this Chapter does not apply to

This Chapter does not apply to:

(a) the CDF;

(b) the Vice Chief of the Defence Force; or

(c) a Service Chief.
1Part 2 Travel arrangements

14.2.1 Class of air travel

(1) In this clause:

(2) If a member is required to travel by air, the member is entitled to travel business class for journeys:

(a) to and from the port of departure or arrival in Australia; and

(b) between overseas countries; and

(c) within overseas countries.

(3) If business class is not provided, the member is entitled to travel economy class.

(4) However, a member with the rank of Brigadier or higher, or a member with special travel requirements, is entitled to travel first class if business class is not provided and first class is provided.

(5) For subclause (4), a member with special travel requirements is a member who:

(a) has an entitlement to travel where actual travel time on the international carrier exceeds five hours; and

(b) is certified by a medical practitioner as being pregnant at the time of travel.

(6) If, but for this subclause, a member would be provided with a class of air travel below first class and the CDF is satisfied that there are special circumstances that require the member to be provided with first class air travel, the member must be provided with first class air travel.

(7) For subclause (6), the CDF must have regard to:

(a) the standards of amenity and hygiene (both at ground facilities and on board the aircraft) afforded by the class of air travel with which the member would otherwise be provided; and

(b) the member’s health; and

(c) the time of year at which the travel is undertaken; and

(d) the duration of the travel; and

(e) the nature of the duties (if any) being undertaken in the course of the travel; and

(f) the size and structure of a delegation travelling together; and

(g) the status and class of air travel entitlement of a person whom the member is required to accompany during the air travel in the course of duty; and

(h) the extent to which the member may in the course of travel be subjected to discrimination within the meaning of the Sex Discrimination Act 1984; and

(i) any other factor relevant to the member’s travel.

Example

If a member travels with members of a Parliamentary delegation, a Minister, the CDF, the Vice Chief of the Defence Force, a Service Chief or the Secretary of a Department, that could be a special circumstance for the purposes of paragraph (7) (f).

(8) Any air travel taken in Australia that is in direct connection with, or part of, an international flight may also attract business class travel depending on the circumstances.

(9) A member must not downgrade their class of air travel for personal or financial advantage when using a commercial airline.

This means the member cannot ‘offset’ their travel entitlement.

(10) This clause does not apply to travel by:

(a) a member deployed on operations or exercises or when using Service or chartered commercial aircraft; or

(b) a group of members travelling to perform ceremonial duties.

Examples

Paragraph 10 (b) would apply to members of a military band and members of ceremonial parties.

The purpose of this Part is to assist in meeting the reasonable cost of meals and incidental expenses, incurred by a member travelling on short-term duty.

A member is entitled to travelling allowance in addition to:

(a) charges for accommodation of a reasonable standard appropriate to the classification of a member and the nature of the duties performed by the member; and

(b) the cost of the member’s transport.

If a member is on short-term duty overnight at a locality, the member is entitled, for each complete day that the member spends at the locality, to an amount of travelling allowance equal to the sum of the amounts for meals and incidental costs mentioned for the locality in whichever of Part 1 or 2 of Annex 14.3.A applies to the member.

The amount that a member is entitled to be paid for meals for the day on which the member arrives at or departs from a locality is the amount that the member would be entitled to be paid for a complete day multiplied by the percentage rate mentioned:

(a) if the member arrives at the locality during a period of the day shown in column 1 of the following table — in column 2 of the table; and

(b) if the member departs from the locality during a period of the day shown in column 1 of the table — in column 3 of the table.

The amount that a member is entitled to be paid for incidental costs for the day on which the member arrives at or departs from a locality is:

(a) if the member arrives at the locality before 1200 hours or departs from the locality after 1200 hours on the day — the amount that the member would be entitled to be paid for a complete day; and

(b) in any other case — half that amount.

If a member is at a locality for five days or longer, and during that period occupies accommodation with facilities and utensils sufficient to allow the member to prepare a cooked meal, the member is entitled to two-thirds of the amount for meals that would have applied, but for this clause.

If a member is provided with some meals without cost to the member during a period for which travelling allowance would, but for this clause, be payable, the member is not entitled to travelling allowance for the period but is entitled to:

(a) an amount equal to the costs (if any) incurred by the member for meals during the period or, if the CDF is satisfied that the costs are not reasonable in the circumstances, the amount that the CDF considers reasonable; and

(b) the amount that the CDF approves for incidental costs incurred by the member during the period.

This clause would apply if breakfast is included in the accommodation tariff, or the member is provided with a meal at a conference.

(1) A member who:

(a) has been on short-term duty at the one locality for a continuous period of 28 days; or

(b) is on a long-term posting overseas and is on short-term duty within the country of posting; or

(c) is in an overseas country and is recalled to duty by the CDF to undertake short-term duty in the country,

is entitled to a rate for incidental costs equal to half the rate that would, but for this clause, be payable:

(d) if paragraph (a) applies to the member — during the remainder of the short-term duty at the locality; and

(e) in any other case — during the short-term duty.

(2) An absence from the original short-term duty locality for less than seven days does not break the continuity of the period, if the member was advised that the period of absence was to be for less than seven days.

14.3.9 Excess costs for meals and incidental costs

(1) If the CDF is satisfied that the amount of travelling allowance payable to a member is insufficient to meet costs necessarily incurred by the member for meals and incidental costs during a journey, the member is entitled to be reimbursed an amount equal to the difference between those costs and the amount of travelling allowance payable for the entire journey.

(2) For subclause (1), the CDF must have regard to:

(a) the nature and amount of costs the member incurs for meals and incidental costs; and

(b) the period of the member’s short-term duty; and

(c) the nature of the duties undertaken by the member; and

(d) the cost of meals and relevant services at the locality of the short-term duty; and

(e) any other factor relevant to the costs incurred by the member.

(3) The CDF may grant the member a higher rate of travelling allowance if the member is:

(a) entitled to higher duties allowance while travelling; or

(b) the leader of a delegation visiting an overseas country where it is necessary for the member to be accommodated in a hotel suite in order to have additional office accommodation; or

(c) accompanying a Minister, a Secretary, a member with the rank of Brigadier or higher, or a Senior Executive Service employee.

(4) For subclause (3), the CDF must have regard to:

(a) the nature of the member’s duties; and

(b) the cost and range of suitable office accommodation at the locality; and

(c) the type of accommodation arranged for the Minister or senior officers and the reasons that the member is required to be accommodated at the same place.

The amount of travelling allowance payable to a member under this Part for a period at a locality must be reduced by the amount of any similar allowance payable to the member by an organisation other than the Commonwealth for the same period and locality.

(1) A member who is in hospital for a period during short-term duty is entitled, for each day or part of a day in the period, to an allowance at a rate equal to the rate payable for incidental costs within Australia to a member with the rank of Colonel or lower.

(2) A member to whom this clause applies is entitled to be reimbursed for any continuing accommodation and related costs necessarily incurred by the member.

14.3.12 Part-day travelling allowance overseas

(1) If a member:

(a) is on short-term duty overseas for 10 hours or longer, away from the locality where the member normally performs duty; and

(b) is not entitled to travelling allowance for the absence because the member is not absent overnight from that locality,

the member is entitled to be paid for the short-term duty an allowance equal to 60 per cent of the amount for meals mentioned for the destination of the travel, in whichever of Part 1 or 2 of Annex 14.3.A applies to the member.

(2) The member is not entitled to incidentals.

(1) The CDF may authorise payment to a member of an estimate of the correct travelling allowance entitlement in advance of the travel.

(2) When the member returns from the travel, the amount advanced is to be acquitted against the travelling allowance that the member is actually entitled to for the journey, as soon as practicable following their return.

(3) The exchange rate to be used in the acquittal is:

(a) if a member has exchanged more than 50 per cent of the advance into traveller’s cheques — the exchange rate used for each country should be the rate at which the traveller’s cheques were purchased; and

(b) if a member:

(i) provides a credit card statement as evidence; and

(ii) the statement includes items that are legitimate travelling allowance expenses,

the exchange rate used for each country should be the average of the exchange rates used for the travelling expenses on the credit card statement; and

(c) if neither (a) nor (b) applies, the exchange rate used for the acquittal should be the bank selling rate that applied on the first day of business in each country; and

(d) if paragraphs (a) and (b) both apply, the lower of the two exchange rates should be used.

14.3.14 Rate of travelling allowance for member living in overseas

(1) The rate of travelling allowance payable to a member who lives in at a locality is, instead of the amount of travelling allowance that would otherwise be payable, an amount for each complete day at the locality equal to the sum of:

(a) the amount for meals (not greater than the amount to which the member would be entitled for meals under this Chapter) that the CDF considers reasonable; and

(b) the amount payable to the member for incidental costs at the locality under this Chapter; and

(c) the cost of any compulsory mess charges incurred by the member.

(2) For paragraph (1) (a), the CDF must have regard to:

(a) the locality at which the member is accommodated; and

(b) the cost of meals at the locality; and

(c) the nature of the member’s accommodation and living arrangements; and

(d) any other factor relevant to the provision of meals to the member.

If a member is accommodated on board a seagoing ship during a visit by the ship to an overseas port, the rate of travelling allowance payable to the member for the period of the visit is to be equal to half the rate payable to the member for incidental costs at the locality stated in this Chapter.

A member who is attending the Royal College of Defence Studies in the United Kingdom is entitled to travelling allowance as if the member held the rank of Brigadier.