Travel

TRAVEL POLICY FEBRUARY 2023

Document Information INT_OPS_120_1.3 Document Number Policy Nature of Document Contact Officer Director of Corporate Services Authoriser Approved CEO Date Effective Date of Next Review Finance, Audit and Risk Committee Related documents/policies February 2023 Royal Australasian College of Dental Surgeons February 2028 Travel Policy Travel Request Form INT_OPS_120_1.3 Expense Reimbursement Form Corporate Card Policy Page 2 of 7

Purpose This policy is developed to outline travel procedures and entitlements for individuals when travelling on official College business. Background Travel is taken by a variety of persons involved with the College including Board members, Committee members, staff, examiners and invited speakers. This policy aims to clearly define the entitlements for each person including transport, accommodation, meals, and sundry expenses. Where deemed appropriate, the Australian Taxation Office reasonable travel and overtime meal allowance expense amounts have been used. Definitions RACDS / College means the Royal Australasian College of Dental Surgeons Traveller means the individual (i.e. employee, Board members, examiners/lecturers, Committee members) undertaking Travel management College business-related travel. company means the company approved by the College to manage its Member of Senior travel bookings. Management Team means the CEO, Director of Education, Director of Corporate Services or Events and Communications Manager Policy Statement 1. GENERAL PRINCIPLES 1.1. All College funded travel must be to support the achievement of the College’s overall objectives and activities. 1.2. Travellers must comply with the relevant policies of the College and that any expenditure they incur while travelling is for legitimate business only. 1.3. Where applicable, communications technology such as video-conferencing should be considered to minimise the need for travel. 1.4. Travel may be booked using one of the following methods: 1.4.1. Travellers may directly book through the College’s approved travel management company’s booking system. Royal Australasian College of Dental Surgeons Page 3 of 7 Travel Policy INT_OPS_120_1.3

1.4.2. Travellers may book their own travel arrangements then seek reimbursement afterwards. 1.5. Notwithstanding Clause 1.4, if an external body funds the traveller’s travel arrangements and a condition of the funding prevents the travel being booked in the College’s prescribed booking methods, then the external body may arrange flights and accommodation. Travellers receiving funding for travel from an external body outside of the College must ensure that their travel complies with the conditions of that relevant external body. 1.6. Travellers must always consider the risks associated with their travel itineraries, including but not limited to travel advisories, their fit-to-travel condition, compliance with government health requirements and standards, modes of transport to be taken and nature of the associated activities to be performed. 1.7. The College can make a determination to cancel activities and travel arrangements in certain destinations based on relevant travel advisories, especially those with Level 3 (Reconsider your need to travel) or Level 4 (Do not travel) classifications by the Commonwealth Department of Foreign Affairs and Trade. 1.8. Travellers are personally responsible for ensuring their relevant travel documents are current and valid for the travel, including liability for all associated costs. 1.9. Travellers must take all reasonable steps to remain contactable by the approved travel management company and/or the College while travelling. 1.10. Travellers may use personal funds or reward points to fund upgraded travel or increased travel expenses. Such arrangement must be made independently by the traveller and not processed through College systems. 1.11. The College provides travellers with an appropriate level of travel insurance. Where bookings have been made via the College’s approved travel management company, travellers will additionally have access to emergency support provided by that company. 1.12. Accompanied travel is permitted provided that all additional expenses incurred are privately funded. 1.13. Travellers may book through other online booking channels or with non-preferred suppliers where travel involves specific requirements or where a cheaper option at same level of service is available which the College’s approved travel management company or preferred supplier cannot provide. 1.14. Any matters not sufficiently covered under this Travel Policy may be directed to the CEO for determination and approval. Royal Australasian College of Dental Surgeons Page 4 of 7 Travel Policy INT_OPS_120_1.3

2. TRAVEL GUIDELINES Air Travel 2.1. Travellers must ensure to procure the best available airfare for their circumstances. Best available airfare means lowest cost airfare taking into account considerations such as safety, convenience, practicality of schedules, the extent to which travel is certain (e.g. book at best priced departure rates and a fully flexible return due to uncertainty of end time of a business activity) and unlikely to need to be cancelled, changed or refunded. Exit row and extra space seats where an additional cost is payable to the economy fare is at the travellers own expense. 2.2. International flights will be booked or reimbursed as follows: 2.2.1. < 6 hours flight – best price economy return airfare 2.2.2. > 6 hours flight - best price premium economy return airfare. If premium economy airfare is not offered, then best price business class return airfare. Ground Travel 2.3. Travellers must exercise practical judgement in deciding on modes of ground transport that best suits their circumstances, taking into account its cost effectiveness, risk and effective use of time. Travellers may use their own motor vehicles, hire cars, online transport and ride sharing network companies and taxis. Own Motor Vehicle 2.4. Motor vehicle expenses will be reimbursed only where a round trip exceeds 40 km in total. Details should be provided of the journey and the kilometres travelled. The rate claimable is to be based on ATO’s official cents per kilometre rate for the relevant tax year. Refer to the updated Expense Reimbursement Form for the relevant rates applicable for the year. Hire Car 2.5. Consideration may be given for use of car rental hire only if it is cost effective compared with estimated taxi costs and only upon prior approval by a member of the relevant Senior Management Team. Taxi and Ride Share Services 2.6. Travellers may request for Cabcharge1 Digital Passes (for use in Australia only) from the College office. Digital Passes will be sent via the traveller’s email address or mobile number and these can be added to Apple or Google Pay Wallet. For Royal Australasian College of Dental Surgeons Page 5 of 7 Travel Policy INT_OPS_120_1.3

security purposes, Digital Passes will be applied with an expiry date, number of trips per pass and fare limit. 2.7. As prescribed in the Corporate Card Policy, the following positions are entitled to hold FASTCARD Cabcharge Cards during their tenure: President, Vice President and CEO. 1 Note: Cabcharge is accepted in 98% of taxi services throughout Australia. Cabcharge card products work just like credit cards and are processed via the driver’s payment terminal. 2.8. In addition to taxis, ride share companies (e.g. Uber) may be also used. Airport Parking 2.9. The most economical, reasonably convenient airport parking may be claimed. Long-term parking may be used for any travel of more than two (2) days. Other Modes 2.10. The College will reimburse all other forms of ground transport including public transport. Accommodation 2.11. The College has arrangements with a number of hotels and has absolute discretion as to the accommodation chosen. 2.12. Accommodation expense reimbursement can be claimed up to the maximum amounts based on ATO’s Tax Determination reasonable amounts for travel expenses (Table 3 highest annual salary bracket) for the relevant year. Refer to the updated Expense Reimbursement Form for the relevant rates applicable for the year. 2.13. Accommodation may be booked with a breakfast option included provided it does not exceed the combined allowable maximum amounts based on the relevant ATO’s Tax Determination reasonable amounts for travel expenses. 2.14. Sundry goods and services not allowed as reimbursements include but not limited to: in-house movies, laundry and dry cleaning services and excessive mini bar purchases. Meals 2.15. Meal expense reimbursement can be claimed up to the maximum amounts based on ATO’s Tax Determination reasonable amounts for travel expenses (Table 3 highest annual salary bracket) for the relevant year. Refer to the updated Expense Reimbursement Form for the relevant rates applicable for the year. Royal Australasian College of Dental Surgeons Page 6 of 7 Travel Policy INT_OPS_120_1.3

2.16. Averaging of meals is not encouraged. This refers to the practice of missing a meal or having a cheap meal using those saved funds to have an expensive meal at a later stage. 2.17. Reimbursement claims for meals already provided during an event is not allowed. 2.18. Where a traveller submits a reimbursement claim which is for more than one person, the reimbursement amount must not exceed the claimable maximum amount limit per eligible individual. The pro-rata share of non-eligible individuals (e.g. spouse, partner, dependents or guests) to the total meal cost are to be privately funded and cannot be claimed as part of the reimbursement claim. 2.19. The CEO or a Board Member may invite a VIP guest to a meal when on College business. Practical judgement is to be exercised in the reasonableness of the meal cost in line with the importance of the guest and occasion. 3. TRAVEL PROCEDURES Travel Management Company 3.1. Travellers are to use the appointed travel management company’s booking system for flights and accommodation. 3.2. The following details will need to be provided to set up the traveller’s profile (if being done for the first time) and complete the booking:  Applicable College reference (i.e. authorisation code supplied by College staff)  Name of traveller  Contact details (i.e. mobile phone, email address)  Frequent flyer and other loyalty program membership details, if available  Travel documents (i.e. passport details), where required  Brief outline of travel requirements (i.e. departure point, destination, preference for airline, preference for hotel, baggage allowance, seat selection, etc.) Own Travel Arrangement 3.3. Travellers who booked their own travel arrangements are to ensure that these are in line with this policy’s principles and guidelines and have the responsibility in following the expense reimbursement claims process through the College. Royal Australasian College of Dental Surgeons Page 7 of 7 Travel Policy INT_OPS_120_1.3