Travel and Transport Policy

Executive summary

This NSW Government Travel and Transport Policy, is intended to provide a framework for all NSW Government travelling employees and cover all official air and land travel by public officials using public money.

NSW Government is committed to ensuring that anyone who travels for business purposes can do so safely and professionally whilst delivering the social and commercial objectives for NSW Government.

In addition, following this policy will assist in cluster and agency compliance with the Code of Ethics and Conduct for NSW Government Sector Employees, and NSW Government regulatory, statutory, probity and ethical obligations.

This policy now replaces the previous Travel and Transport Policy issued November 2016 and the Travel Operational Guidelines issued March 2017.

This policy has been developed to:

• enable NSW Government to comply with employer safety and risk mitigation requirements
• ensure travel-related expenditure is transparent and cost-effective whilst delivering an acceptable level of service and quality to the end user
• provide guidance to clusters and agencies when developing their own internal policies and guidelines for travel and transport
• empower clusters and agencies to have visibility and control of approved travel and expense types
• outline NSW Government's expectations for travellers in relation to business-related travel and expense.

NSW Government’s intention is to provide a clear policy framework which balances consistency with the flexibility to meet individual and business requirements.

Scope and applicability

This policy covers all travel undertaken by public officials using public money.

It applies to all public service departments, other public sector organisations and services reporting to a minister.

It is applicable to all travellers where travel is funded by NSW Government (for example, students, patients, judicial-related travel, displaced families and volunteers, and others).

It can also be applicable to non-public officials (for example, contractors or consultants) when stipulated as part of the engagement contract.

This policy may also be adopted by state-owned corporations (SOCs), and eligible customers where appropriate.

Applicable legislation, Acts, awards, guidelines and circulars

Government Sector Employment Act 2013

Workplace Health and Safety Act 2011

Crown Employees (Public Service Conditions of Employment) Reviewed Award 2009

C2023-02-Meal, travelling and other allowances

Australian Taxation Office reasonable travel and overtime meal allowance expense amounts for the 2022-23 income year

Motor Vehicle Operational Guidelines

Responsibilities and governance

1. Responsibilities

All persons travelling for business purposes using public money are to ensure that their actions reflect the following:

• Accountability. Travellers, travel bookers and managers with decision-making authority over travel are responsible for their decisions and actions. If required, they should appropriately account for these decisions and actions.
• Transparency. Travel and travel decision-making processes are recorded, open and transparent so that decision making, and usage stands up to scrutiny.
• Integrity. Decisions made regarding travel are made honestly and objectively, in line with the strategic objectives and operational priorities of the government and consistent with codes of conduct.
• Leadership. Government sets an example for business and the general public through the operational, environmental, safety, innovation and financial aspects of the management of travel. Managers across government are to set an example for staff through their decisions and actions and be role models for achieving government objectives.

2. Governance

2.1 NSW Procurement Board

Responsible for developing, implementing and maintaining the policy. Overview of travel-related decisions, for example procurement.

2.2 Procurement Leadership Group

Oversee and approve travel-related decisions relating to procurement arrangements and improvements identified by clusters and agencies.

2.3 NSW Procurement

Operational responsibility of the policy.

2.4 Travel Category Management Working Group

Consultation, guidance, development and input into maintaining updates and changes to policy.

2.5 Cluster/agency head

Distributing, informing, guiding and ensuring that all staff, consultants, contractors, or any other persons travelling for official purposes utilising public money are aware of and abide by the policy.

Definitions

Contract 1008 means the whole-of-government contract pertaining to travel management services.

Credit on hold refers to a domestic or international ticket that was booked but either partially flown or not flown, with the balance held in credit.

Domestic means any destination within Australia. Please note that Norfolk Island and Lord Howe Island are to be treated as domestic travel.

Official travel means where a public sector organisation or service responsible to a minister uses public monies to pay for the travel of a public official or any other person.

Online booking tool (OBT) refers the online booking platform managed via the travel management company that is used to make air, accommodation and car hire bookings.

Overseas or international means any destination outside of Australia including but not limited to New Zealand and Papua New Guinea.  This excludes Lord Howe Island and Norfolk Island which for the purposes of this policy are to be treated as domestic travel.

Point-to-point travel means from one destination to the other directly and return, for example Sydney to London, then London to Sydney.

Public official means an officer or employee of the public sector organisation or service reporting to a minister, or any other person remunerated by and performing under the direction of such an organisation or service.

Ticketing time limit (TTL) refers to the time from booking an international trip to the time that it must be ticketed prior to departure.

Travel management company (TMC) means the NSW Government contracted travel management company under Contract 1008, Travel Management Services.

Policy statement

This policy consists of a framework which includes 7 key principles:

1. safety, risk and security
2. total travel cost reduction – international
3. total travel cost reduction – domestic
4. travel planning and fare guide
5. technological efficiencies
6. best practice mobility
7. seamless payment of travel and expenses

The key objectives of these principles are to provide guidance to clusters, agencies and travelling employees when undertaking travel on behalf of the NSW Government. This includes:

• Ensuring that agencies and clusters are equipped with the appropriate tools, support, education and training in order to book the most cost-effective trip that meets business requirements.
• Providing travellers and travel bookers with a guide to how, when and where to book travel in the most cost effective, safe and direct manner.

1. Safety, risk and security

As an employer, NSW Government has considerations around providing security and assistance to employee travellers, and minimising risk.

This is facilitated through the NSW Government contracted travel management company (TMC). All travel for NSW Government is to be booked through the contracted TMC.

1.1 International SOS – global emergency assistance

For international travel, the NSW Government global emergency assistance partner is International SOS. International SOS provides assistance to NSW Government travellers on official overseas travel with medical or security emergencies in unforeseen circumstance. International SOS will provide services in the areas of:

Medical services

• emergency evacuation
• medically supervised repatriation
• in-patient admission and identification of receiving physician
• emergency medical advice
• in-patient medical expense guarantee, cost review and payment
• and others

Security services

• urgent and non-urgent travel security assistance and advice by telephone
• daily online and email updates on the latest travel security developments
• special advisory emails with advice in response to significant travel security incidents
• security and travel information on 220 countries and more than 330 cities
• access to security evacuation
• coordination of post-evacuation debriefs and counselling

Travel services

• emergency message transmission
• translations and interpreters
• lost document advice
• ground transportation and accommodations for accompanying family members
• emergency personal cash advances

International SOS can provide travellers with pre-travel advice and 24-hour emergency medical assistance or evacuation due to compromised civil security.

Travellers can access the support and assistance of International SOS via the International SOS NSW Government icare portal. The NSW Government membership details are as per below:

• Membership name: icare Insurance for NSW, comprehensive membership
• Membership number: Z76CAM823478

International SOS has an app that can be downloaded for android or apple iPhone via the App Store or Google Play (note travellers will need to enter the NSW Government membership number Z76CAM823478 once the app is downloaded).

It is highly recommended that all travellers download the International SOS app on their phones and ensure it is correctly set up with the NSW Government membership number prior to travelling.

1.2 Travel insurance – Treasury Managed Fund

The Treasury Managed Fund (TMF) is the NSW Government insurance scheme which provides cover for loss, damage or compensation to NSW Government clusters and agencies.

Travellers should refer to the TMF Statement of Cover for details of this cover including the types of loss or damage that is covered. Download the Statement of Cover from the icare website.

1.3 Car hire insurance

NSW Government’s approved car hire suppliers under Contract QGP0038-17 are:

• Avis
• Budget
• Hertz.

NSW Government’s rates with these approved suppliers include insurance cover for accident damage to the rental vehicle and third-party property.

If agencies are hiring cars from unapproved suppliers, they will need to check if the rate quoted includes insurance cover. If the rate doesn’t include insurance cover then the traveller will be required to purchase third-party personal injury and comprehensive motor vehicle insurance.

1.4 Travellers' responsibility

1.4.1 Medical – immunisations and preventative options

All travellers are expected to understand the potential health risks with overseas travel and the preventative steps that can be taken.

Prior to travelling outside of Australia, travellers must contact their doctor for advice on immunisations and other preventative measures.

It is important to find out the required immunisations well in advance to travelling as some immunisations can take several weeks to become effective and not all can be taken on one occasion.

1.4.2 Visas, passports and information on destinations

It is the responsibility of the traveller to ensure that they have a current passport with at least 6 months validity remaining, as well as the requisite visas for the country they are travelling to.

For up-to-date information on visa requirements, health and security alerts, and to register travel plans prior to travel, please see Smarttraveller.

1.4.3 Protocol

Correct protocol should be observed in connection with official visits overseas and relations with foreign governments.

This information is available from the Department of Foreign Affairs and Trade (DFAT).

1.4.4 Travelling overseas with company laptop

Prior to travelling overseas, if the traveller intends to take a company laptop to perform work overseas, then the traveller must register this request with their manager.

If the destination of travel is in a high-risk zone (please see Smarttraveller to check if the destination is high risk) then the IT team may need to provide the traveller with a “clean” laptop with restricted access to company sites, strengthened passwords and more security.

2. Total travel cost reduction – international

2.1 Approvals

Written approval is to be obtained prior to any official international travel being undertaken.

Overseas travel is usually to be approved by the portfolio minister. However, subject to the Premier’s agreement, ministers may delegate this function to agency heads and the person in charge of any other public sector organisation or service reporting to a minister.

The travel request must demonstrate significant benefit to the minister’s administration and/or State, prior to issuing approval for any international travel.

Overseas travel as part of an approved Public Service Commission Leadership Academy activity can be approved by the Public Service Commissioner under delegation from the Premier.

For advice on internal approvals within clusters and agencies, travellers/travel bookers are to contact the traveller’s manager.

2.2 Documentation/records supporting official travel including travel diary

Travellers are responsible for maintaining all documentation regarding a travel request, travel approval and travel expenses in accordance with the requirements of the Australian Taxation Office (ATO).

The ATO requires officers to keep a travel diary for official international travel beyond 5 consecutive nights for Fringe Benefits Tax substantiation requirements. Please see keeping travel expense records on ATO's website.

Every agency or business unit within a minister's portfolio should retain a centralised record of official overseas travel ensuring the occasion, date, duration, travellers and companions, purpose, cost and funding source all need to be justified and recorded for audit purposes. Any associated private leave approved by the minister should also be recorded.

2.3 Booking international airfares

Booking of international travel must be managed through the appointed TMC via the online or offline service offered. Negotiated NSW Government airfares can only be accessed through the mandated TMC.

Fares must be the lowest logical/practical Economy (Premium Economy/Business Class may be booked where approval has been obtained) fare class within a 4-hour time window of desired departure and arrival times.

Wherever possible, the traveller must seek to use any available credit on hold, which is managed through the TMC.

In this instance, although the cheapest fare has not been selected, the selected fare is the most direct route, has the least amount of travel time, and has a favourable ticketing time limit prior to departure. Therefore, this falls within the policy of the lowest logical/practical fare.

For international point-to-point travel, the traveller must seek any pre-booking quotes via the online booking tool (OBT) or online quoting tool. No offline quoting is permitted through the TMC for point-to-point international travel.

2.4 Booking international accommodation

All international accommodation must be booked via the contracted TMC unless it is part of a conference package, whereby it can be booked via the conference organisers.

If accommodation is booked via the conference organisers, the traveller should contact the TMC in order to advise of this, so that the TMC can update ISOS ensuring that the traveller’s whereabouts is known.

The TMC will be able to source the cheapest and most appropriate accommodation rate via the OBT or the offline service. Should the traveller find cheaper accommodation outside of the TMC, the nominated TMC should be able to price match this accommodation rate.

When selecting the accommodation provider, attention should be given to the terms and conditions of the booking, for example, the cancellation policy, in addition to the inclusions, for example, breakfast, Wi-Fi and others.

In this instance, whilst the cheapest rate has not been selected, it is still within the policy of lowest logical/practical fare (rate) as it has significant inclusions in the room rate and a favourable cancellation policy.

3. Total travel cost reduction – domestic

3.1 Approvals

Travellers must obtain approval from the relevant agency head or manager within the traveller’s cluster/agency prior to booking domestic travel.

For advice on internal approvals within clusters and agencies, travellers/travel bookers are to contact the traveller’s manager.

3.2 Documentation/records supporting official travel

Travellers are responsible for maintaining all documentation regarding a travel request, travel approval and travel expenses in accordance with the requirements of the ATO (view keeping travel expense records on the ATO website).

3.3 Booking domestic airfares

Economy class air travel must be utilised for all travel within Australia.

The lowest logical/practical fare must be booked which is the lowest fare available to meet the logistical needs for the traveller. See Table 3 for guidance on what is considered the lowest logical fare.

The chosen fare cannot be based on the traveller’s airline preference and is to be determined based on a 30-minute window either side of the travellers desired departure/arrival time.

In this instance, whilst the cheapest fare has not been selected, it is still within the policy of lowest logical/practical fare as it includes checked baggage, which would have been at additional cost had the cheapest fare been selected.

Booking of domestic travel must be managed through the appointed TMC via the online booking tool (OBT) offered. There should be no requirement to book domestic trips via email or over the phone with the TMC (exceptions include emergency and after-hours bookings, for example, during bushfires or emergency patient travel or bookings for unaccompanied minors).

Negotiated NSW Government airfares, accommodation rates and car hire rates can only be accessed through the mandated TMC.

Wherever possible, the traveller must seek to use any available credit on hold for airfares, which is managed through the OBT and the TMC.

3.4 Booking charter flights

Charter flights must only be utilised in the following circumstances:

• emergency flights (such as for transferring patients, RFS, SES, volunteers)
• ministerial delegations (where appropriate and approval is obtained)
• essential travel where a commercial flight is unavailable (for example, during a pandemic where commercial flights have been grounded)
• where chartering a flight is more economical than a commercial flight (for example, some regional routes).

Charter flights can be booked via the contracted TMC’s online booking tool, phone or email.

3.5 Booking domestic accommodation

All domestic accommodation must be booked via the contracted TMC utilising the TMC’s online booking tool.

NSW Government has negotiated rates with multiple accommodation providers, and these are available to be booked via the TMC.

Where a NSW Government rate is not available, the TMC’s online booking tool will source the cheapest and most appropriate accommodation rate.

When selecting the accommodation provider, attention should be given to the terms and conditions of the booking, for example, the cancellation policy, in addition to the inclusions, for example, breakfast, Wi-Fi and others.

In this instance, whilst the cheapest rate has not been selected, it is still within the policy of lowest logical/practical fare (rate) as it:

• has significant inclusions in the room rate
• is a NSW Government negotiated rate
• and has a favourable cancellation policy.

Airbnb may be considered as an alternative provider where there are limited traditional accommodation offerings for example in Regional and Remote areas.

There are several identified risks associated with Airbnb including potential legal risks, building and personal safety issues, duty of care, conflict of interest.

Use of Airbnb is subject to each Cluster/Agency meeting the following requirements:

• NSWG agencies undertaking due diligence and a risk assessment prior to authorising the use of Airbnb
• NSWG agencies seeking the cluster/agency Secretary or Deputy Secretary or head of corporate services approval
• All bookings must be facilitated via the NSWG contracted TMC. However, Airbnb is not able to be booked by the TMC’s Online Booking Tool. It must be booked via email or telephone.
• A reason for booking Airbnb rather than traditional accommodation must be provided by the travel booker or traveller at the time of booking. The reason is captured for auditing and reporting purposes.

4. Travel planning and fare guide

4.1 Lowest logical/practical fare

All travel for NSW Government must be undertaken utilising the lowest logical/practical fare. This is the cheapest available fare type that meets the requirements of the travel being undertaken.

Example 1. Standard lowest logical/practical fare booking – no flexibility required (domestic)

The fares selected identify an example of the lowest logical/practical fare booking where the traveller’s departure and arrival time is certain and they do not require any flexibility.

In this case, the restricted fare category is selected, which is the cheapest fare that is non-refundable and non-changeable. This booking is therefore adhering to policy.

Example 2: Standard lowest logical/practical fare booking – flexibility required on the inbound journey (domestic)

The fares selected identify an example of the lowest logical/practical fare booking where the traveller requires flexibility on the inbound journey, as the traveller’s commitments may finish earlier or later than planned.

For these reasons, the traveller’s lowest logical/practical fare is to choose a semi-flexible fare for the return (inbound) journey. This will allow the traveller to amend their flight time at the airport (either earlier or later) with little or no additional cost (subject to the fare’s conditions). This booking is therefore adhering to policy.

4.2 Fare guide – domestic

When selecting the appropriate fare, consideration must be given to the type of fare and the typical conditions associated with each fare. Travellers are to utilise the most appropriate fare type to minimise ticket change fees. Table 6 is a guide to domestic fare types.

*Please refer to the ticket rules of the airline being considered.

Where possible, domestic bookings should be made within 14 days prior to departure.

4.3 Fare guide – international

NSW Government has negotiated rates with various airlines which are only accessible when booking via the TMC. The cheapest of these rates is to be booked where available and choice of airline is not permitted unless a cheaper alternative is found.

All air travel must be flown by approved airlines. To ascertain if an airline is approved, the traveller/travel booker is to contact the TMC.

For international fare types, travellers should consider the terms and conditions of the ticket, including ticketing time limits (TTL). TTLs refer to the time before travel that the airline will ticket the fare.

Up until this point, changes and cancellations can be made with no penalties, however after the TTL has passed and the booking confirmed, the ticket is processed, and penalties may apply for changes and cancellations.

If the booking is not confirmed prior to the TTL, the fare will cancel and the booking will have to be rebooked, likely at a higher fare cost. In assessing the best value fare type, travellers should consider the TTL of the fare and seek one that is closest to the departure date.

There should be no requirement for quotes for international trips, as the TMC will provide the most cost-effective and direct route for the purpose of the trip. Travellers and travel bookers are to utilise the online booking tool (OBT) for simple point-to-point international bookings.

Economy class travel is to be used for all international travel, with only travellers with appropriate approvals allowed to consider flying premium economy or business class.

The optimal time to purchase international airline tickets is a minimum of 21 days in advance of travel.

Example 1: simple point to point booking that can be made using the OBT

The fares selected identify a simple point-to-point booking in economy class, where the most direct route is selected.

It is usual to book the same carrier for the outbound and inbound journey as this is more cost efficient. This booking is therefore within policy.

Example 2: simple point to point booking that can be made using the OBT where premium economy is approved

The fares selected identify a simple point-to-point booking where premium economy class is approved, and the most direct route is selected.

It is usual to book the same carrier for the outbound and inbound journey as this is more cost efficient. This booking is therefore within policy.

4.4 Private travel

Contract 1008 Travel Management Services must not be used to book private travel, whether for public officials or any other person.

There may be exceptional circumstances where private travel occurs as an adjunct to official travel by a public official (for example, where a period of private leave is approved) or private travel by another person (such as a spouse) in conjunction with travel by public officials.

Private travel occurring as an addition to official travel requires approval from the portfolio minister or approved delegate to be obtained.

If it is appropriate and necessary to arrange private travel as an addition to official travel, public officials may choose to use the services of the contracted TMC in a private capacity subject to conditions.

In such cases, it is the responsibility of the public official to ensure that:

• NSW Government contracted discounted rates for air, car and accommodation are not applied to private travel.
• The private booking is made at the same time as the booking for official travel, although the TMC’s dedicated NSW Government team will not facilitate the private travel booking. Public officials will be transferred to a separate team within the TMC to facilitate the private travel portion of the booking.

An NSW Government-issued credit card or any other NSW Government payment facility must not be used to make a private travel booking in any circumstance even if it is intended that reimbursement will be made by the public official at a later date.

4.5 Private leave

Requests to take private leave during domestic or international trips or extending private trips for official purposes are not to be encouraged. Appropriate approval by the portfolio minister or approved delegate should be obtained.

4.6 Upgrades

Where a travel or accommodation provider seeks to upgrade the traveller for operational reasons, with no cost to the traveller or cluster/agency (for example, where an airline upgrades a traveller to business class because it has overbooked economy class) the traveller may accept the upgrade, but receipt of the upgrade must be registered on that cluster/agency’s gifts and benefits register.

Travellers should never seek or solicit an upgrade from a travel or accommodation provider in relation to official travel.

4.7 Airline lounges

Each cluster/agency should determine whether to meet the cost of travelling employees having membership of airline lounge facilities or similar services. Public officials may join and maintain membership of such lounges at their own expense irrespective of the nature and extent of their official travel.

NSW Procurement has negotiated discounts on Qantas and Virgin Australia lounge membership fees for NSW Government travellers. For information with regards to membership, travellers/travel bookers are to contact the nominated cluster/agency lead, or NSW Procurement at travel_procurement@treasury.nsw.gov.au

4.8 Airline, hotel and car loyalty schemes

With approval from the relevant Secretary, travellers may accept loyalty or frequent flyer points from any airline in respect of official travel.

In order to have the traveller’s frequent flyer number applied to their travel bookings, the traveller must provide the contracted TMC approval from the Secretary or delegated agency head/manager.  The TMC will then ensure that the frequent flyer number is captured for all travel bookings moving forward for that traveller.

Airline loyalty points accrued from official travel must be used to pay for official travel. They must not be used for personal travel or other personal benefits.

All flight bookings using loyalty points must be made through the NSW Government contracted TMC.

The Ministers’ Office Handbook states airline, car or hotel loyalty schemes or lounge memberships may be accepted by ministers or their staff but are not to influence travel decisions.

If a minister or their staff accrue any airline loyalty points for official business trips at NSW Government expense, these points may be used to pay for further official business trips.

Airline loyalty points must not be used to pay for private benefits, nor are they to influence selecting an airline when travelling for official purposes.

5. Technological efficiencies

5.1 Use of technology and flexible approaches to work in place of travelling

Clusters/agencies should seek to minimise travel. Before committing to travel, employees must first give consideration to available technologies, for example:

• Microsoft Teams
• Skype
• boardroom videoconferencing

5.2 TMC technology

The TMC provides technology to all travellers/travel bookers to plan, book and manage domestic and international travel through the online quoting tool (OBT). Utilising an online booking system for travel planning reduces the cost of travel through lower average trip costs and lower booking fees. The OBT should be used for any travel that can be planned, booked or managed online.

For more complex travel, including complex international travel, travellers/travel bookers may contact the TMC by phone or email to plan, book and manage such requirements. The booking fees for offline utilisations are higher than online, and so only those trips that require offline support should be managed through this work stream.

The contracted TMC also has various apps available to download in order to view and manage all travel itineraries. These can be accessed via the App Store and Google Play. The TMC can provide guidance on how to access these applications.

5.3 TMC reporting tool

All travel booked through the TMC can be reviewed and analysed online through the TMC reporting tool, which can provide insight and understanding of the cost of travel and the travel buying behaviour, including online and offline bookings.

Employees who manage travel for their clusters/agencies may seek to gain access to the online reporting tool. For more information with regards to obtaining authorisation to access the TMC reporting tool, please contact NSW Procurement at travel_procurement@treasury.nsw.gov.au

5.4 TMC online approval tool

Clusters/agencies are to streamline internal approval processes to minimise delays to bookings, reduce cost and increase time efficiencies. The contracted TMC has an online approval system, which will remove the requirement for paper-based internal approvals and should be implemented where possible.

This online approval process can incorporate delegated approval authorities, internal travel policies and policies on accommodation rates, car hire rates and airfares. Information with regards to this tool can be obtained via the contracted TMC, or contacting NSW Procurement at travel_procurement@treasury.nsw.gov.au.

6. Best practice mobility

6.1 Public transport

For short trips, particularly in metropolitan areas, employees are to walk or catch public transport (unless for health reasons or safety reasons).

In providing payment for public transport including but not limited to train, light rail, bus and ferry, clusters/agencies may wish to consider:

• purchasing general Opal cards for use by staff
• allowing staff to use private credit cards and submit receipts for reimbursement
• allowing staff to use their own Opal cards and submit for reimbursement
• allowing staff to use their corporate PCard.

For information on appropriate PCard usage, please contact the Banking and Financial Services Division, NSW Treasury, at PcardSupport@treasury.nsw.gov.au

6.2 Private vehicle use

Employees may use their own vehicles for work-related travel purposes if they obtain appropriate internal cluster/agency approvals.

For information and guidance on appropriate vehicle use, insurance levels and how to claim relevant expenses, please contact the appropriate internal cluster/agency manager.

For information on how to claim private vehicle use via the tax system, please see car expenses on the ATO website.

6.3 Fleet vehicles

Clusters/agencies are responsible for managing their fleet requirements through the relevant NSW Procurement prequalification scheme.

Employees should be provided with guidance on when the use of fleet vehicles is considered appropriate by the agency. In general, use of fleet vehicles is appropriate if:

• a specialised vehicle is required for work-related purposes (for example, to carry specific equipment, a government branded vehicle and others)
• public transport options are limited
• driving is more cost- and time-effective than flying.

View more information on the NSW Government scheme for passenger and commercial vehicles.

6.3.1 Telematics

Telematics is mandated for general-purpose fleet vehicles excluding 100% salary packaged, heavy commercial, plant and equipment and emergency operational vehicles.

Please refer to Appendix 2 for the Telematics Policy.

6.4 Car share vehicles

Car sharing vehicles, which include but are not limited to

• Uber
• Shebah
• GoGet
• Hertz24/7

are to be considered by clusters/agencies that are located in areas where car sharing is sufficiently serviced.

Use of these sharing services are recommended for shorter trips where a fleet vehicle is not available and public transport options are limited.

In order to utilise car sharing services such as Uber, travellers must set up an individual business account with that car sharing provider in order to ensure that it is not used for personal purposes.

For information on how to set up a business account for Uber, please contact travel_procurement@treasuy.nsw.gov.au

In providing payment for rideshare services, clusters/agencies should consider:

• allowing staff to use private credit cards and submit receipts for reimbursement
• allowing staff to use their corporate PCard.

For information on appropriate PCard usage, please contact the Banking and Financial Services Division, NSW Treasury, at pcardsupport@treasury.nsw.gov.au

6.5 Taxis

Taxis must only be utilised in exceptional circumstances where it is cost effective or no feasible alternative travel arrangements exist. For example, as a personal safety consideration, the carriage of heavy luggage or public transport does not provide a reasonable option.

6.6 Car hire vehicles

Bookings for car rentals must be made via the NSW Government contracted TMC’s online booking tool.

Standard vehicle types should be booked when hiring cars, with exception of special circumstances, for example, a larger car to transport multiple people. Note that it is the traveller’s responsibility to ensure that the car hire vehicle is returned to the supplier with a full tank of petrol.

NSW Government has negotiated car hire rates under a multijurisdictional agreement with the Queensland Government. View details on the short-term vehicle hire contract.

7. Seamless payment of travel and expenses

7.1 Payment for travel via the mandated TMC

Purchasing travel should be with the state’s current incumbent payment provider and may be a combination of single use real-time issued virtual cards, multi-use virtual cards and NSW Government purchasing cards (PCards).

The owner of the payment facility will issue the bill.

For information with regards to payment for travel, please contact the Banking and Financial Services Division, NSW Treasury, at PcardSupport@treasury.nsw.gov.au

7.2 Payment of actual travel expenses

Unless specified in an employee’s award or enterprise agreement, clusters/agencies must reimburse employees for actual expenses only, rather than pay per diems.

Various expense and work-related allowances can be found in the Crown Employee (Public Service Conditions of Employment) Reviewed Award 2009 which is updated annually.

In addition, these allowances can be viewed via the NSW Treasury Circular on meal, travelling and other allowances, which is also updated annually.

These meal and travelling allowances are adjusted annually to be in line with the ATO’s determinations for reasonable travel allowances each financial year.

To streamline the reimbursement of incidentals and meals whilst travelling, clusters/agencies are to furnish employees that are regularly required to travel with an appropriate PCard.

7.3 Accommodation standard and payment of meals and incidentals

7.3.1 Domestic accommodation

NSW Government has negotiated rates with multiple accommodation providers across Australia. These rates are only available to be booked via the TMC. Where possible, and available, these rates are to be booked for domestic accommodation. If these rates are unavailable, then the best rate of the day (subject to the provider’s terms and conditions) is to be booked.

Travellers must book standard accommodation room types, where possible within the ATO’s guidelines of reasonable amounts, for domestic accommodation. The ATO releases an annual reasonable meal, accommodation and incidental expenses guide using a tiered approach, based on an employee’s annual salary.

Table 7 – example of capital city allowances where an employee’s annual salary is $126,970 and below for taxation year 2020/2021

View ATO's reasonable travel and overtime meal allowance expense amounts for the 2020-21 income year.

7.3.2 International accommodation

All international accommodation must be booked via the contracted TMC, unless accommodation is being provided as part of a conference package.

Standard accommodation types must be booked, and the contracted TMC can provide a guide on standard accommodation types for international destinations.

View reasonable meal and incidental allowances for international travel on the ATO website.

Frequently asked questions

Appendix 2 - NSW  Government Fleet Telematics Policy

1. Application and scope

This policy applies to all public officials and to all other users of NSW Government vehicles who have been nominated temporary or provisional use of a NSW Government vehicle by the nominated driver or operator.

This policy does not apply to 100% salary packaged vehicles, heavy commercial vehicles, emergency operational vehicles, plant and equipment.

NSW Government agencies must be fair and reasonable in the application of this policy to ensure employees are fairly treated and are encouraged to maintain safe driving behaviours.

Where an agency-specific telematics policy already exists, the provisions of that policy will continue to apply. NSW Government is seeking to align on general overarching whole-of-government principles.

Agencies may then further refine these principles to meet their specific operational requirements.  Deviations from these principles will require approval from the secretary or relevant authorised delegate and consultation with the relevant union/s.

2. Telematics

In car telematics refers to technology that uses a device attached to a vehicle to gather data including vehicle location, driver behaviour, and vehicle activity.  Data is transmitted via mobile phone or satellite networks and is presented on a software platform.

Vehicle telematics should be used where it can be established that it supports strategic business outcomes which may include:

• improving Workplace Health and Safety (WHS)
• improving asset management by location
• improving driver behaviour and decreasing consumable costs
• automate capture of vehicle usage data to replace manual logbook data entry.

3. Solution requirements

Agencies should ensure that any telematics solution installed is in accordance with ATO requirements for Fringe Benefit Tax (FBT) and fuel excise tax purposes.

Telematics solutions must have no offshoring of data without approval from the relevant delegate, for example the Chief Information Officer.

The telematics solution must have the following functionality:

• electronic logbooks.
• allow the driver to classify a trip, for example private or official
• ability to monitor vehicle location by means of geo-fencing
• provide statistical data insights about the fleet safety performance including safety scoring at an individual and group level
• ability to provide the driver with access to their own safety performance via a mobile app or web browser
• ability to provide an auditable trail showing who accessed telematics data in any way, that is view, create, change or delete.

At a minimum, the solution must be able to capture and report on the following events:

• over speed alert
• harsh braking, harsh acceleration and harsh cornering
• impact and emergency events, for example roll over detection
• tamper alerts
• driver fatigue
• driver logged in.

As per Procurement Board Direction 2021-04, NSW Government agencies must use the ICT Services Scheme (SCM0020) to procure ICT-related goods and services.

4. Implementation

When implementing telematics, a comprehensive communications plan is required. This includes:

• providing employees with at least 14 days written notice of surveillance prior to commencing surveillance on the employee
• information on the intranet
• information in their agency motor vehicle policy
• inclusion in the new employee induction process
• provision of articles for employee newsletters.

5. Safety

Vehicle telematics provide important on-board safety features for drivers including alerts of driving related incidents, for example accident detection (impact and roll), extended idling, and reporting of at-risk driver behaviours such as speeding and driver fatigue.

It may also provide satellite navigation capability, live tracking where there is an operational requirement, duress alarms, automatic log sheeting, faster cost allocation, and streamline the process of claiming fuel tax credits depending on the type of device installed.

Although telematics emphasis is on managing at-risk driver behaviour, it is equally important to have conversations about safe driving practices and recognising employees who are routinely driving safely.

Safety concerns and all workplace policies and expectations of conduct will apply to vehicles.  Employees must not deliberately interfere with or attempt to circumvent the correct operation of the vehicle telematics.

Where there is more than one driver during the trip, the drivers’ details must be logged against their respective portions of the trip either prior to driver changeover or post trip, depending on the type of solution installed.  Any use of the vehicle identified through the vehicle telematics will be reported against the driver logged at the time.

Incidents will form part of an overall risk/safety score that will be monitored by fleet managers (or delegate) from an overall fleet perspective.  The risk/safety score is calculated based on an accumulation of points allocated to driving behaviour.

6. Privacy and access to data

Fleet managers will not provide any ad-hoc telematics reports on individuals for specific trips to staff or managers.

Any request for ad-hoc telematics reports outside of the reporting provided in the scenarios listed below must be directed to the respective Human Resources area.

Telematics solutions must have appropriate data protection controls.  This includes but is not limited to access control to user, managers and administrator along with audit trials, as appropriate, to meet the NSW Government Information Management Framework, agencies work health and safety (WHS) or equivalent guidelines.

The telematics solution must be able to provide an auditable trail showing who accessed telematics data in any way, that is view, create, change or delete.

Under no circumstances are those who have access to telematics data to use this information inappropriately, including the discussion of another employee’s identity or whereabouts.

7. Relevant legislation and standards

In storing data, public sector agencies must adhere to the relevant legislation and standards including but not limited to the following NSW privacy legislation and Codes of Practice:

• Workplace Surveillance Act 2005
• Privacy and Personal Information Protection Act 1998 (NSW)
• NSW Government Information Management Framework

Where the public sector holds personal information, individuals to whom the information relates are entitled to access that information and request that corrections be made to that information.

8. Workplace Surveillance Act

In accordance with the Workplace Surveillance Act NSW 2005:

Agencies must provide at least 14 days notice in writing of surveillance to the employee prior to commencing surveillance on the employee. The notice must set out:

• that telematics tracking surveillance will be carried out on the motor vehicle
• how the surveillance will be carried out
• when the surveillance will start
• whether the surveillance will be continuous or intermittent, and
• whether the surveillance will be for a specific limited period or ongoing.

All vehicles fitted with vehicle telematics must have a sticker located in the vehicle advising employees that the vehicle is fitted with a monitoring device.

Under section 16 of the Workplace Surveillance Act 2005, an employer must not carry out or cause to be carried out, surveillance of an employee using a work surveillance device when the employee is not at work for the employer.

To assist with compliance with this requirement, telematics solutions must have the functionality of permitting the driver to classify whether a trip is a work-related or private trip. Where a private trip is selected, geographic and other detailed data regarding the trip will be masked and only basic data for FBT purposes will be collected.

In accordance with section 18 of the Workplace Surveillance Act NSW 2005, agencies must ensure that any surveillance record made as a result of that surveillance is not used or disclosed unless that use or disclosure is:

• use or disclosure for a legitimate purpose related to the employment of employees of the employer or the legitimate business activities or functions of the employer
• disclosure to a member or officer of a law enforcement agency for use in connection with the detection, investigation or prosecution of an offence
• use or disclosure for a purpose that is directly or indirectly related to the taking of civil or criminal proceedings, or
• use or disclosure that is reasonably believed to be necessary to avert an imminent threat of serious violence to persons or of substantial damage to property.

9. Privacy and Personal Information Protection Act

Public Sector Agencies must also ensure they’re compliant with the Privacy and Personal Information Protection Act 1998 (PPIPA).

The PIPPA provides Information Protection Principles.  The Information Protection Principles provide legislated protection for personal information.  In brief, the Information Protection Principles state:

• A public service agency must not collect personal information unless the information is collected for a lawful purpose directly relating to the function or activity of the agency and the information is reasonably necessary for that purpose.
• In collecting personal information, a public service agency must collect the information directly from the individual to whom the personal information relates, unless the individual has authorised the information to be collected from someone else.
• If a public sector agency collects personal information from an individual, the agency must ensure that the individual to whom the information relates is made aware that the information is being collected, the purposes for which the information is being collected, the intended recipients of the information, whether the supply of the information by the individual is required by law or is voluntary, and any consequences for the individual if the information (or any part of it) is not provided, the existence of any right of access to, and correction of, the information, and the name and address of the agency that is collecting the information and the agency that is to hold the information.
• If a public sector agency collects personal information from an individual, the agency must ensure that the information collected is relevant to that purpose, is not excessive, and is accurate, up to date and complete, and, the collection of the information does not intrude to an unreasonable extent on the personal affairs of the individual to whom the information relates.
• A public sector agency that holds personal information must ensure that the information is kept for no longer than is necessary for the purposes for which the information may lawfully be used, that the information is disposed of securely and in accordance with any requirements for the retention and disposal of personal information, that the information is protected, by taking such security safeguards as are reasonable in the circumstances, against loss, unauthorised access, use, modification or disclosure, and against all other misuse, that, and, if it is necessary for the information to be given to a person in connection with the provision of a service to the agency, everything reasonably within the power of the agency is done to prevent unauthorised use or disclosure of the information.
• A public sector agency that holds personal information must take such steps as are reasonable to enable any person to ascertain whether the agency holds personal information, whether the agency holds personal information relating to that person, and, if the agency holds personal information relating to that person, the nature of that information, the main purposes for which the information is used, and, that person’s entitlement to gain access to the information.
• A public sector agency that holds personal information must, at the request of the individual to whom the information relates and without excessive delay or expense, provide the individual with access to the information.

The telematics service provider will be responsible for maintaining the security of the telematics data in accordance with the relevant legislation and standards.

Vehicle telematics devices must be removed from the vehicle prior to disposal.

10. Management response models

The whole-of-government telematics working group with volunteer representatives from several clusters agreed that they should at the minimum monitor the following 2 driver behaviour scenarios to improve driver safety.

These 2 driver behaviour scenarios are not an exhaustive list of scenarios that can be monitored using the telematics data. Individual clusters may decide to monitor more scenarios based on their specific circumstances/needs.Clusters should use their existing WHS system/processes to take appropriate actions in response to the scenarios being monitored.

It is recommended that the investigation of the scenarios being monitored confirms the following:

• the driver of the vehicle, as it is possible that there was a change in driver
• any circumstances that could have caused the reports to be incorrect
• any circumstances or expectations set by the business that could have influenced the driving behaviour
• consider any extenuating circumstances, for example overtaking, rough terrain, avoiding roadkill, traffic delays.

Legal advice received by NSW Procurement suggests that:

• without telematics,clusters are exposed to a greater risk of breaching their WHS obligations
• clusters are responsible for making use of telematics data to improve driver safety
• clusters should take 'reasonably practicable' approach towards using telematics data and monitoring driver behaviour scenarios
• clusters should perform an annual review of the driver behaviour scenarios being monitored.