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Travel Procedure

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Current version (6.0) 12 February 2021 to date

Interim changes affecting this Procedure appear in the COVID-19 Policy Addendum.

2021 Statement on Financial Restrictions

Last year due to the economic impact of COVID-19 on the University, a series of financial restrictions were put in place in relation to non-essential business expenditure for an interim period. The Vice-President, Operations is pleased to advise that the University will allow some discretionary spend to commence specifically around entertainment and travel. This is primarily as a result of staff now returning to campus more frequently and a review of the Universities financial position.

The Business Expense Procedure (BEP) provides advice on what is allowable as well as providing guidance on limits for some expenditure which continues to apply with the exception of the following financial restrictions:

Entertainment for Staff members - The allowable limits here have been lowered to $50 (per person) for end of year celebrations, team building and strategic planning days. All other information under this category applies.
Entertainment where non-UNSW staff are involved is not allowed
Gifts/Rewards is not allowed
Travel - International Travel is not allowed
Travel - Domestic Travel is allowed in limited circumstances. Refer to MyTravel@UNSW to register and organise your travel. Please ensure you have sought pre-approval from your line manager before doing so. A cautious approach should be taken if deciding to travel for work. It should be necessary and reasonable and in line with specific work requirements.

Other financial restrictions remain in place as follows:

Expenditure on activity under various projects and plans, including the Estate Development Plan, the Estate Improvement Plan, the IT program and the 2025 Strategy is now subject to regular review and adjustment by Management Board.
Appointment or engagement of staff - the Management Board Recruitment Sub-committee is reviewing all proposals for new positions, replacement positions, end of contract renewals, contractor engagements and consulting spend across both restricted and unrestricted funds. No appointments or engagements may be made without this Sub-committee’s prior written approval.
Credit cards - most University credit cards have been suspended with credit limits reduced to zero, effective from 7 May 2020. Some exceptions in each Faculty/Division, for essential business expenditure where other payment methods are not possible or for spend against restricted funds (e.g. research grants), have been communicated to your relevant Management Board member/Dean.

Implementation of the aforementioned changes is effective immediately. All other financial restrictions will remain in place, as currently detailed in the COVID-19 Policy Addendum.