Travel Authority. The Financial Management System (FMS) includes “encumbrance processing for payment creation” to ensure compliance with the Charter requirement for adequate evidence that appropriation for goods or services has been made prior to payment of demands upon the City Treasury. An encumbering document, the GAETL document, is required for all City travel. A completed travel authority document must be approved by the Department Head (or Authorized Approver) 10 business days prior to the commencement of travel. Also see Section 1.8.8.A on required approvals from the Office the Mayor. The following are acceptable documentation to support the necessity and importance of the travel: • Brief description of the purpose of the business meeting/trip; and, • Brochures, flyers, pamphlets or agenda for professional conferences and/or training programs; or • Correspondence between City employee/s and individual/s responsible for planning or scheduling business meeting/s (other than professional conferences or training programs).
Travel Authority. All travel must be approved in advance by the employee's Manager Employees will complete a Travel Authority form. All travel arrangements will be the responsibility of the employee. The employees may use any commercial travel agency or book direct with airlines. No travel arrangements will be finalized or booked until a Travel Authority has been prepared and approved. The Travel Authority and Advance Form should contain, at a minimum, the following information: name and address of traveller purpose and duration of trip the locations, dates and times of arrival and departure costs modes and classes of transportation vehicle rental size and authorization amount of advance requested name of accommodation, city and rate. an estimate number and cost of meals and miscellaneous expenses other expected costs Travel Advances: The guarantees that all travel claims will be processed, audited and cheques issued within working days of receipt of properly completed and approved travel claim by Accounting. The will if necessary, advance funds for travel. The would recommend that all travel costs be placed on the employee's credit card and a travel claim be submitted at the conclusion of trip. When travel advances are provided to the employee for travel, Travel Claims should be submitted on a timely basis.
Travel Authority. 49.1 Employee Travel Authority (EFTA) Full Time employees covered by this Agreement will be personally issued, on commencement, with an authority for free travel on public transport in the State of Victoria. Part-time or temporary employees are not entitled to be issued with an EFTA unless they will qualify to be issued with annual leave passes (i.e it is foreseen their tenure will be for a period of 12 months or more) and whose regular roster provides for three shifts or more to be worked each week. In other cases the employee will be issued with a first class pass for the period of employment. Agency or consultancy employees are not eligible to any free travel benefits. Misuse of the pass may result in the employee being forced to relinquish the privilege pass and being subject to disciplinary action.
