Attendance at AUC events and meetings is often subsidised. These guidelines outline what expenses we will cover, what we won’t, and how to make a claim.
Time Limit
Claims will only be accepted for expenses received within 3 months of an authorised event taking place. After the 3 month deadline no claims will be accepted. For example claims for an event taking place on February 1st will only be accepted up until May 1st.
Expense Types
We will generally cover the following expenses:
Airfares
- Return economy air travel will be covered, using the least expensive fare practicable within your university’s travel policies. Where possible we encourage the use of budget carriers such as VirginBlue or JetStar.
- Flight upgrades, excess baggage charges, credit cards fees, meals, etc., are not covered.
Regional Connections
- Connecting bus and/or train fares from regional cities to/from the airport of departure (eg Geelong-Melbourne, Wollongong/Newcastle-Sydney, etc).
Accommodation
- Where possible this is to be on a ‘twin-share’ basis. A maximum of AUD $150 per room per night is allowed (room + taxes only).
- For a single day event, accommodation will only be paid where it is impractical to attend for the single day (eg. traveling to Sydney from Perth).
- Where the event is multi-day, accommodation will only be paid for the nights during the event. (eg. for a 3 day event on a Monday to Wednesday, only accommodation on the Monday and Tuesday nights will be authorised).
Please note that many programs and events have set limits for airfares and accommodation and you are required to keep your claims under these limits otherwise they will be returned for rectification.
We will not cover the following expenses:
- Accommodation and travel outside the authorised days of the event.
- Incidentals and living expenses including meals, drinks, etc.
- Hotel phone calls, in-house movies, dry-cleaning, mini-bar, etc.
- Taxi cab fares to/from the point of departure or venue.
- Any component of travel and accommodation that is of a private nature.
- Per-diems of any kind (we only pay actual documented expenses).
- Car mileage allowances.
- Travel insurance.
- All other expenses not wholly related to an AUC Event.
Tax Invoices
We will only reimburse individuals or universities upon presentation of Tax Invoices showing a GST component. (Visit the ATO web site (PDF) or the NZ Inland Revenue site for more information on what constitutes a valid Tax Invoice). It is your responsability to make sure you receive a proper Tax Invoice. Individual amounts under $50.00 do not require an official Tax Invoice but do require a receipt of some sort.
Making A Claim
Gather all your original Tax Invoices received for payments made. Make sure they relate only to expenses incurred while attending an AUC event. The Claim form must be completed in full by either the person attending the event or someone authorised by their University.
All claims are paid in AUD, conversion from NZD to AUD is done based on the offical exchange rate at the date the amount claimed was paid.
Send the Claim Form and attached documents to the following address:
AUC – Claims
PO Box U194
Wollongong University NSW 2500
AUSTRALIA
or Fax to +61 2 4204 1616 (make sure your fax is set to High or Fine resolution)
or Email to <ajeffrey@auc.edu.au> as a single PDF file (including attachments) with the subject ‘AUC Claim’. Other file formats are not accepted via email.
Claims will be processed on a regular basis and you will receive payment in approx 2-3 weeks from date of submission. Incomplete or unsubstantiated claims will be delayed and/or returned until rectified.
