Members are to follow the travel policy in relation to the use of the Defence Travel card published on TravelConnect.
13.3.6 Travel costs while living out
Notes:
- See section 13.3.8 limits on travel costs.
- See section 13.3.9 for maximum costs for incomplete days at the start and end of the period of duty at a location overseas.
- For a member travelling to Australia on short-term duty see Chapter 9 Part 5, Payment of travel costs.
- A member may choose use their Defence Travel Card to either pay for meals and incidentals directly to the vendor, or to withdraw the funds up to the amount specified in the relevant sections.
- The member must keep receipts to show their accommodation costs.
- Unless a reimbursement is required, receipts are not required for meal and incidental costs.
13.3.8 Limits on benefits - accommodation costs and meal allowance
Example: An in-flight meal on an overseas flight is a meal provided in the fare payable for the travel.
Example: The member stays privately at their aunt's home while on short-term duty overseas. They are not to use cash withdrawn from the travel card to pay their aunt for the accommodation.
Example: A member must fly from Perth to Sydney to get to New York for short-term duty. They must use their benefit 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 eligibility for business class travel is not affected by this Part.
13.3.9 Reduced rates of meal allowance on day of arrival or departure
13.3.10 Reduced rate of incidentals allowance – days of arrival and departure
13.3.10A Reduced rate of incidentals allowance – extended periods
If a member goes on short-term duty to London for 30 days, they get the full rate of incidentals allowance for the first 28 days and half the rate of incidentals allowance for the remainder of the short-term duty.
13.3.10B Reduced rate of incidentals allowance – other circumstances
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.
13.3.11 Additional travel 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.
13.3.12 Top-up of costs paid by another organisation
13.3.13 Travel costs when in hospital
Example: Ongoing hotel costs for retaining accommodation or storing baggage.
Confirming actual travel costs
If a member has used their travel card to pay for travel costs, all of the following apply.
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They must confirm their costs using the Department of Defence’s card management system within 28 days after their short-term duty overseas ends.
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If the member has spent more than they were eligible for (including any extra amount approved by CDF), they must repay the difference.
13.3.15 Part-day travel
Example: A Lieutenant Colonel leaves home at 0600 to travel to a meeting in another city. The member returns home at 2100. The member is away from home for 15 hours. The member is eligible for part-day travelling allowance.