Responsible Gambling Fund Non-Employee Travel Policy

Each year, the Responsible Gambling Fund (RGF) requests that our contracted services engage in various events that require individuals to undertake travel outside of their normal day-to-day activities. As a result, the RGF has developed a Non-Employee Travel Policy to ensure that services and individuals are aware of the reimbursements they are entitled to. This policy applies to the RGF funded manager or other designated individual requested to attend an RGF event such as Gambling Help Service Managers’ training or other designated training.

The table below outlines the various items that can be reimbursed by the RGF:

DESCRIPTION / AMOUNT / NOTES
Use of private motor vehicle
Engine Capacity:-
2601cc and over / 0.75c per kilometre / Up to the value of $400
1601cc-2600cc / 0.74c per kilometre / Up to the value of $400
1600cc or less / 0.63c per kilometre / Up to the value of $350
Meals
Dinner / Up to $40.00 / Receipt required – Strictly no alcohol.
Meals in Transit[1] / Up to $15.00per day. / Receipt required – Strictly no alcohol
Parking
Outside of Sydney CBD / Up to $20.00 per day / Receipt required
Sydney CBD / - / Prior written approval (see approval form) required from RGF.
Receipt required.
Transport
Cabs / - / Prior written approval (see approval form)required from RGF.
Receipt required.
Public Transport (Bus, Train, Ferry) / Full reimbursement / Include copy of paper tickets/receipts. If using OPAL e-card, include statement of costs.

Airfares and Accommodation

The RGF will make airfare and accommodation bookings on behalf of individuals required to attend events. The RGF will ensure that accommodation is booked with breakfast included however where this is not possible, the allowance allocated should be calculated at the Meals in Transit rate. Prior approval (see approval form) should be sought from RGF for allocation or airfares, accommodation and meals in transit. All receipts will be required for reimbursement.

Allowance for the night prior to an event (accommodation & meals).

The RGF understands that it is not always possible for individuals to travel on the actual day of an event. If an additional nights accommodation is required prior to, or after an event please contact the RGF. Written approval (see approval form) will be provided confirming approval for additional accommodation, and details relating to meal allocations.

Cancellation

A five day advance notice period is required should an individual have to cancel their attendance at an event. Extenuating circumstances, such as misadventure or illness, will be considered on a case-by-case basis. The RGF event coordinator should be the first point of call for cancellations or unplanned changes. Calls made directly to the venue or air/train service provider, will be appreciated. However this may not result in automatic cancellation of costs of accommodation or travel. A contact mobile phone number and forwarding email address will be provided to all participants by the event coordinator, before the event.

Claiming expenses

The RGF is only able to reimburse RGF funded Gambling Help Services. RGF cannot reimburse individuals. A registered ABN is also necessary. Servicesshould first reimburse their employees and then invoice RGF to be compensated for expenses paid. An additional GST charge should not be applied on top of the total expenses claimed.

All applications for reimbursement should be endorsed by the Services’ manager and directed to RGF through the funded Gambling Help Service, with full supporting documents such as the approval form and receipts.

Applications for reimbursement will be assessed by the RGF Business Manager. Services will be advised within five working days of receipt of their request for reimbursement, if any issues arise.

All payments will be made by direct deposit to the funded Gambling Help service account, with clear notification of payment details. No payments will be made directly to individuals. Once all paperwork is completed and supporting documents are received, a minimum of thirty (30) days is required for processing payments.

Contacts

Your first point of call should be the RGF event coordinator, who will help with any clarifications on travel and related costs.

Once your travel needs have been supported, please complete, endorse and forward your approval form to . Include theevent name.

After the event, email RGFthe signed approval form with supporting documents. The event coordinator will check it and get in touch with your service for any clarification, if necessary. However, if the documents are complete, it will be forwarded to the RGF accounts team, for processing and payment.

Services can contact accounts directly at , if payment is not received within thirty (30) days from submission of the approval form and receipts.

Travel Approval Form - RGF Gambling Help Services

Use this form to obtain approval to travel for events organised by the Responsible Gambling Fund. This form must be completed and approved prior to making travel arrangements. Please contact the RGF event coordinator for information on how to use this form. Once the event is completed, please forward the approval form , marked Travel/{Event Name}/{Service Name}.

EVENT NAME/DATE/LOCATION:

Name of attending individual
Position
Service and location
Telephone / Work / Mobile
Endorsed by
(Name and Position of service manager) / Signature / Date

TRAVEL (MAIN)

Mode of travel / Air Train
Onward / From / To / Start/end date
Return / From / To / Start/end date
Mode of travel / Car
Onward / From / To / Start/end date
Type/CC of car / Mileage
Return / From / To / Start/end date
Type/CC of car / Mileage

Note: If by air, RGF will organise. Please indicate if you have a preference for travel time, taking event start/end times into consideration).

RATIONALE AND OTHER RELATED COSTS

Rationale: Include here your rationale for choosing the specific travel mode.
Other travel costs: Include here any potential travel related costs. Examples are Taxi to/from airport; Meals in Transit etc.
Parking: Please indicate your suggested parking, rate per hour and duration.

RGF Non employee Travel Policy – Version 1 - October 20141/4

[1] The RGF recognises that when travelling by motor vehicle over long distances, individuals may require refreshments. Meals in Transit is only claimable by individuals that drive more than 200kms (one way) to an event.