On returning from your trip, your travel expenses and travel diary need to be finalised. 

The person responsible for completing each finalisation task is currently determined locally. 

UniFi Travel finalisation

There are a number of finalisations tasks which you may be required to complete in UniFi depending on your type of travel:

Domestic Travel

If you received a Domestic Travel Card Load you are required to reconcile your Travel Card via UniFi Domestic Travel Card reconciliation. Please refer to the Domestic Travel Card Reconciliation Section (click on View Outline to navigate to the full Topic) within UQ Travel training material for further information.

International Travel

All International Travel must be finalised via UniFi International Travel Finalisation. Please refer to the International Travel Finalisation Section  (click on View Outline to navigate to the full Topic) within UQ Travel training material for further information.

IMPORTANT NOTE: All UniFi Travel Requests created prior to 5 December 2016 can be located by using International Travel Queries. Please refer to the relevant International Search Topic within the Searches and Queries Section for further information.

If you have any queries please contact your local Finance Team or fbs.support@uq.edu.au.  

UQ Corporate Credit Card reconciliation

UQ Corporate Credit Cards must be reconciled in a timely manner. 

Any credit card transactions made up to, and including, 8 August 2017 are required to be processed in UniFi. Any transactions made on 9 August or after will be processed in EMS ProMaster.

Visit https://ppl.app.uq.edu.au/content/9.40.02-corporate-credit-cards

Card Reconciliation training is available online via Blackboard. 

Corporate Credit Cards and EMS Fact Sheet.

For more information contact FBS Support:

Email: fbs.support@uq.edu.au

Expense reimbursement

You can claim reasonable out-of-pocket expenses on your return from travel, with appropriate supporting documentation. 

All expense claims for staff need to be submitted in EMS ProMaster from 14 August 2017. 

Non-staff, including contractors, students and volunteers, will continue to use the existing expense processes using the forms available here.

For more information on the reimbursement process and the relevant claim forms, refer to the Reimbursements Procedure (PPL). 

Claiming Expenses in EMS Fact Sheet

For more information contact FBS Support:

Email: fbs.support@uq.edu.au

 

Travel diary

A Travel Diary is a daily record of each business activity undertaken during University travel and is a requirement of the Australian Taxation Office. The requirement to complete a Travel Diary is different for domestic and international travel. See below for further details.

If you have any queries please contact your local Finance Team or fbs.support@uq.edu.au.  

Domestic travel

If travel includes a private day(s) a Dual Purpose Calculator must be completed prior to booking any travel.  As of 5 December 2016, the Dual Purpose Travel Calculator - Domestic [XLS] includes an auto-populated embedded Travel Diary which must be completed if the travel exceeds five (5) consecutive nights AND includes a private day(s)

You are not required to complete the Calculator/Travel Diary if the University travel includes business days only.

If required, the Dual Purpose Travel Calculator - Domestic [XLS] must be stored locally for 5 years to meet audit and ATO requirements.

International travel

A Travel Diary is required to be completed if you undertake University travel that exceeds five (5) consecutive nights.

A Travel Diary can be completed in the UniFi International Travel Finalisation