The purpose of this policy is to ensure consistent and fair treatment of people required to travel on behalf of Wikimedia Australia, and to ensure that movement funds are used in a responsible way. It only applies to travellers whose expenses are being paid by WMAU; when expenses are paid by other organisations or the person travelling, the travel does not fall under this policy.
This policy is a modified version of the travel policy of the Wikimedia Foundation.
The guiding principles being:
- Those travelling on WMAU business will be reimbursed for legitimate, reasonable travel expenses based on established allowances in this policy.
- Travellers are expected to generally be conscientious in their use of movement funds, and to travel by economical and efficient means.
General Travel Arrangements
All travel arrangements (air, rail, vehicle rental and lodging), including all changes and cancellations of travel arrangements, should be made through the most economic means possible. On a case-by-case basis, Wikimedia Australia may opt to organise the travel directly rather than reimbursing travel expenses later. This will generally occur on some interstate and most international flights.
The lowest available airfares shall be sought when making bookings, and in most circumstances will be organised by Wikimedia Australia. All travellers are expected to use economy class. Business class may be used if a traveller prefers, however they would be required to pay the difference between the economy and business fare.
The standard for rail travel is economy class, however on long-distance overnight rail travel, sleeping provisions will be paid for.
Rental vehicles may be used where economical and practical. All vehicle rentals must be for economy-class vehicles, unless three or more people are traveling together and/or when travellers have to carry excess baggage and/or equipment for WMAU purposes. Rental vehicles must be returned on time and in accordance with the rental rules of the company.
Travellers shall be reimbursed the actual and reasonable expenses for accommodation while traveling on WMAU business. At the board's discretion, this may be organised directly by Wikimedia Australia. A single room with a bathroom is standard.
Although travellers generally stay in commercial accommodation, travellers may choose to make arrangements for private, non-commercial accommodation (e.g. lodging with friends or family). In these instances, the traveller may claim AUD$30 per night, receipts are not required.
Wikimedia Australia will recommend overnight accommodation when travel time to/from a destination exceeds a certain amount, or for day-long events such as editing training, conferences or other events.
Taxis and other travel expenses
Taxi fares are reimbursable, however more economical methods of transport are preferred.
Allowances for meals and incidental items
Travellers have a choice of submitting actual receipts for meals, or of receiving standard daily meal allowances, for meals not provided during the trip. If meals are provided, the per diem below will not be given. The standard meals & incidental expenses rate will be at 75% of the ATO per diem rates.
The breakdown of meals related to the global daily per diem will be as followed: Breakfast: 20% - Lunch: 30% - Dinner: 50%
Other expenses are reimbursable provided they are legitimate, necessary and reasonable travel expenses directly connected with or pertaining to WMAU business.
Miscellaneous expenses that are reimbursable include:
- Internet connectivity charges
- Charges for business-related telephone calls
- International Travel Costs: Actual costs of acquiring passports, visas, necessary photographs, required inoculations, immunisations, health cards and fees for the conversion of funds to foreign currencies are reimbursable.
- Excess baggage: Charges for excess baggage are reimbursable when the traveller is transporting required materials or when the extended period of travel necessitates excess personal baggage.
- Laundry: Travellers will be reimbursed for reasonable and actual expenses for laundry services that are necessary due to an absence from home for five or more days or when unusual and documented circumstances mandate these services.
- Tolls and parking fees
- Personal travel insurance, for the number of covered days at the standard rate.
Miscellaneous expenses that are not reimbursable include:
- Pet care expenses
- Additional travel insurance beyond the standard rate.
- Insurance coverage for privately owned vehicles
- Expenses for the repairs of privately owned vehicles
- Expenses related to damages to uninsured rental cars and privately owned vehicles
- Interest charges levied on overdue invoices or credit card statements
- Barbers, hairdressers, toiletry items, health club fees, prescriptions and non-prescription medications
- Hotel pay-per-view video and mini-bar expenses
- Expenses related to lost or stolen items
- ATM fees
- Meals included in another reimbursable item (e.g. conference fee, transportation charge, accommodation)
- Personal telephone calls, with the exception of one brief call to the traveller's home location, per day.
Combining personal and WMAU travel
Travellers may, on occasion, combine personal and Wikimedia Australia travel. When there is a difference of cost, the difference would be required to be paid by the traveller.
Travellers must submit travel expense reports, with all required information, to the Wikimedia Australia Treasurer through the Executive Officer within 2 months of completion of the trip. Every effort will be made to reimburse travellers within five working days of receipt.
Receipts are always the preferred form of documentation. Wikimedia Australia expects that in general, a good faith effort will be made by travellers to collect and retain all required receipts. If a receipt equal to or greater than $25.00 AUD is not issued or is lost, the traveller is expected to substantiate the amount of the lost receipt in whatever way seems practical and reasonable (e.g., credit card statement or the like).
Last updated: June 2021 [ATO links updated October 2022] [Committee changed to Board June 2023]