Hui-ā-Motu will be held at WITT, New Plymouth, from Friday 23 March to Sunday 25 March.

TEU Travel Policy

This policy applies to all members of the Tertiary Education Union and may be changed from time to time. This policy is current from March 2011.

1)         Introduction

TEU travel policy is based on the following principles:

• Travel to and from meetings, Conference etc. of the union is part of the democratic processes of the TEU
• It is recognised that members give of their own time and commitment when travelling for TEU
• All travel, accommodation and meals are paid for by members’ subscriptions and therefore these costs need to be approached responsibly
• TEU has a commitment to using the most economical travel and accommodation arrangements as possible balanced with an understanding of members’ needs and a level of convenience to individual members.

2)         Air Travel

Standard travel bookings at the lowest economy class will be made to arrive on the day of the meeting in time for the start of the meeting and will depart after the finish of the meeting.

Fully flexible fares which are charged at a premium price will not normally be used and need prior approval from the National Secretary.

Where hardship or difficulties would be caused by unsuitable departure and/or arrival times e.g. hazardous early morning travel in winter; availability of childcare; alternative arrangements will be considered. These arrangements, which may include overnight stay before the meeting, need the prior approval of the National Secretary.

Where members wish to travel prior to a meeting or stay after a meeting for personal reasons, TEU will accommodate these requests as far as possible on the basis of the lowest economy fare. Members will be responsible for all additional costs associated with such stays, including travel to and from private accommodation to the meeting.

Travel for scheduled TEU national meetings set at the beginning of the year e.g. Council, Sector Groups, Te Toi Ahurangi, National Women’s Committee and Conference will be booked at least four weeks before the meeting. Standard bookings will be made unless members advise the administrator to the contrary. This is to ensure that the lowest possible economy fares can be purchased.

The administrator will send a reminder email to all those travelling at least five weeks prior to the meeting.

Flights other than for scheduled meetings and Conference must be approved by the National Secretary before any bookings are made.

Where Branches are sending observers to meetings, Conference etc National Office will book travel for these observers on request and charge the relevant branch.

If for exceptional reasons members make their own booking, the same principles of lowest economy fares purchased at least four weeks prior to the meeting must apply. Fully flexible bookings require the approval of the National Secretary. A copy of the receipt/itinerary must be sent to the administrator at National Office as soon as possible.

3)         Changes to bookings

Changes to bookings incur significant additional costs including a fee for the change (usually $50.00 minimum) as well as the cost of an upgraded fare in many cases.

As a rule, all changes made after the booking has been made will be a personal cost payable by the member.

Members will be required to provide a credit card number prior to any changes being made.

In an emergency or exceptional circumstance, members must seek approval for changes from the National Secretary who may approve the costs to be paid by TEU.

Where changes are necessitated by TEU (e.g. a changed meeting time or a cancellation) or imposed by circumstances beyond the individual traveller’s control (e.g., weather) TEU will meet any additional costs involved.

4)         Travel by train, car etc.

Where travel by air is not applicable, the same principles of lowest economy fares should apply.

Travel from Hamilton to Auckland, Palmerston North to Wellington and return will not normally be by air.

Travel may include train or private vehicle. Where a private vehicle is to be used, prior approval must be sought. Where two or more people are travelling by private vehicle to the same meeting, they should travel in the one vehicle.

All mileage must be recorded and claimed on the appropriate form. Reimbursement will be at the rate of 62 cents per kilometre.

5)         Taxis, Shuttles to and from home/airport

The use of shuttles and/or shuttle bus is the preferred means of travel to and from airports. This will keep costs to a minimum.

In most instances, the administrator will organise shuttles and/or taxis between the airport and the meeting. Travel should be shared wherever possible and may include waiting a short while for members on another flight. When a shuttle/taxi has been booked, particularly for a group, unless there is an emergency, members may not order separate taxis. Members will arrange taxis and/or shuttles between their home and their home airport.

Where shuttles/taxis are not pre-booked, taxi vouchers will be provided. Please note that you should use the recommended providers to avoid extra charges.

In some cases, it may be more convenient as well as economical to use a private vehicle to get to and from the airport. In this case, TEU will pay airport parking charges. The administrator should be advised before any shuttle bookings are made. GST receipts should be submitted on the appropriate form.

6)         Alternative travel

Members travelling on TEU business who wish to use an alternative method of travel for personal reasons will be asked to make their own arrangements. Costs will be expected to be no more than the equivalent net cost of return economy air travel.  If necessary an advance will be made for such travel. If the planned travel does not take place, then any advance will be required to be repaid to TEU.

7)         Accommodation

TEU National Office regularly seeks deals and specials for accommodation some of which include continental breakfast, to keep the budget to a minimum.

TEU National Office will therefore book accommodation for members coming to national meetings when an overnight stay is required, based on the deals and specials that are available.

Any special requests for accommodation should be made three weeks before the meeting and will be considered by the National Secretary. However, approval may depend on costs.

If members do not require accommodation they should notify the administrator when requesting travel. If for any reason, booked accommodation is no longer required, members should notify the administrator at least 24 hours before in order to avoid being charged for such accommodation.

TEU will pay for the room and continental breakfast. Where an evening meal is not otherwise provided, members are entitled to a reimbursement of up to $40.00 on production of GST receipts.

Morning, afternoon tea and lunches are almost always provided at meetings.

Members are responsible for all minibar, alcohol, phone, internet and other miscellaneous charges. One personal phone call may be made while away overnight on TEU business. All charges must be paid for when checking out of the accommodation. Any variation to this needs prior approval of the National Secretary.

Where Branches are sending observers to meetings, Conference etc National Office will book accommodation for observers also and charge the relevant branch.

8)         Staying Privately

Where accommodation is required for a meeting, members may choose to stay privately. In this case, a staying privately reimbursement of $50.00 may be claimed. This also covers travel to and from private accommodation.

Where an evening meal is not otherwise provided, members are entitled to a reimbursement of up to $40.00 on production of GST receipts.

9)         Travel Insurance

TEU has a travel insurance policy covering persons travelling on TEU business within New Zealand, which requires a detailed schedule to be forwarded to the insurance company on a regular basis.  This schedule is completed by National Office for bookings made by National Office.

Travel insurance covers only the period of the meeting and cannot be extended to additional stays for personal reasons.

In a case where members make their own arrangements, the administrator must be notified to add details to the schedule and ensure that travel cover will apply.

10)      Claims

Any delegate who incurs reasonable expenses while on TEU business can expect TEU to meet those expenses.

Claims can include any additional child care expenses necessitated by travel to meetings.

Claims must be made on the appropriate TEU Expense Claim Form and submitted to the Finance Officer as soon as possible after the meeting. Visa and other receipts with GST numbers must be provided before any reimbursements will be made.

11)      Traveller Profile

When members first make a travel request, they will be asked to complete a traveller profile with contact details, seating preferences etc. It is members’ responsibility to provide updates as needed.

12)      Special Note

Any special requests outside of the above provisions may be considered. However, members must seek prior approval from the National Secretary. (The administrator is unable to approve such requests).

The administrator is currently Sue Wang sue.wang@teu.ac.nz

The finance officer is currently Trina Coombes

Policy authorised by Council 04 March 2011

Sharn Riggs

NATIONAL SECRETARY