The work outlined in the Statement of Works (‘SoW’) will be performed online with all the services designed to be completed remotely.
This policy applies to all Ideagen employees (employees’) who, at the direct request of a customer (‘Customer’), are asked to travel for work-related activities.
Introduction
If an employee is required to travel, the standard Ideagen Travel Professional Services Policy will apply.
Policy Essentials
• Ideagen will obtain prior written approval from the Customer before incurring any travel or accommodation costs. These travel charges will be passed to the Customer.
• Only travel and subsistence costs incurred for necessary businessrelated reasons will be charged to the Customer. Under no circumstances will non-business reasons be charged.
• All expenses will be charged to the Customer for the rate they were incurred.
• Public transport is encouraged where possible as this is the most carbon-efficient mode of transport
Travel Guidelines
The following parameters will serve as the foundation for all customer-related travel bookings for employees performing feefor-service work. Any exceptions will require approval from the Customer
Flights
Air travel should follow
Length of flight Class
<6 hours Economy
6-12 hours Premium economy
12+ hours Business*
* Must be approved prior to booking
Accommodation
Employees are entitled to stay in standard rooms with a bath/shower, on a single occupancy basis. Employees can book accommodation up to the value of $300 per night.
Train
Employees are expected to use standard class for train journeys.
Car hire
In some circumstances, limitations in public transport or regional locations may be best accessed via car hire. Employees should book the most economical option
if hiring a vehicle. The employee is responsible for meeting any requirements for the type of vehicle being hired and any regional limitations.
It is Ideagen’s preference that all employees purchase insurance protection when hiring a vehicle. If the Customer chooses to opt out of this default, please specify your decision in writing to the Ideagen employee so this can be factored into the booking.
Please note that any costs incurred due to vehicle damage will be passed on to the Customer.
Employees must adhere to the return conditions (for example, refueling the hire car) to avoid punitive charges levied by the car company.
Taxi’s/ Rideshare
Employees will be reimbursed for any ground costs related to
• Getting to and from booked accommodation
• Getting to and from the Customer’s location of business
• It is necessary for reasons of personal safety such as travelling in the early morning or late at night
Personal vehicle
Mileage allowance payments are payments made to employees for using their own vehicle for business journeys. The reimbursement rate for ANZ employees is 0.85 cents per km.
Meals
Daily allowance of $130. Depending on the time of travel, this can be further broken down into
• Breakfast*: $30
• Lunch*: $40
• Dinner*: $60
*Unless already covered
Additional Considerations
To mitigate associated project risks, customers should consider the following.
Risk of Delay or Flight Cancellation
Customers should arrange for arrival the night prior to the scheduled event to reduce the risk of delays or the need to reschedule due to flight cancellations.
Risk of Fatigue
In some circumstances, it may be unsafe for an employee to travel and deliver services within the window of a normal workday. To mitigate this risk, customers should arrange for arrival the night prior to the scheduled event.
Health and Safety
It is important employees have adequate rest and are not overworked. In some
circumstances, a mandatory rest period may be mandated after long flights or travel.
Contingency Planning
Should an issue with travel arise, consider a backup plan in case of unexpected delays or cancellations. This could include alternative travel arrangements or remote delivery options.
Communication
The Customer and employee are encouraged to ensure they have a clear and open communication plan regarding travel plans and any potential changes. This includes all stakeholders having relevant location details and potential outof-hours contact information.
Timing Travel Requests
It is important travel is booked as far ahead as possible, regardless of how bookings are made. It is important that they are made at least 2 weeks before the trip takes place or 3 weeks if a flight booking is required. The team will not be able to make bookings for requests which fall outside of this timeframe.
Changes to bookings
If changes are made to any bookings made at the request of the Customer (for example a change of date), the Customer
is responsible for all associated fees that may be incurred.
Reimbursement
All costs incurred by the employee must be validated with a tax invoice and submitted to Ideagen for reimbursement. Once approved, an invoice will then be raised and issued to the Customer as a direct cost.
