OUTSIDE STUDIES PROGRAM  APPLICATION FOR TRAVEL GRANT / SALARY IN ADVANCE 									           FORM 19.04b
*IMPORTANT: READ PAGE 2 BEFORE COMPLETING	 		Macquarie  University 9 February 2002

Division: _________________________________   Department:  __________________________________________

Family Name:  _______________________________   Other Names: ______________________________________ 

Title: ________ 	Employee Number:  ________________	Extension Number:  __________

	Commencing Date		Terminating Date			Number of Months

	 ____ / ____ / ____	 ____ / ____ / ____			________

TRAVEL GRANT (Please tick appropriate boxes)

	TRAVELLING		alone					q
				with partner   				q
			with dependent children, as on application	q 		Number	   _____
Notes:	The travel grant will be paid into a nominated Departmental account.  
Where travel is not extensive the Head of Division may approve the payment of a reduced travel grant in accompanying documentation.

SALARY IN ADVANCE (Please tick appropriate boxes)
	NOTE: *The maximum payment is the equivalent of 6 months net salary.

q	ADVANCE NOT REQUIRED or
	ADVANCE REQUIRED 						            TO BE PAID
		for
	q	all whole pays available* within the approved absence		Pay date              /          /          
	q	whole pays available* within the following period(s)
		From	              /          /          	to	              /          /          	Pay date              /          /          
		From	              /          /          	to	              /          /          	Pay date              /          /          

Signature _________________________________		____ / ____ / ____
		Staff Member						Date

Noted and Correct in Division office: _________ (inits)	____ / ____ / ____

Personnel Office Use Only:
Processed/entered: ______ (inits)      ____ / ____ / ____  Checked: ______ (inits)       ____ / ____ / ____
Confirmation sent:  ______ (inits)      ____ / ____ / ____
APPLICATION FOR TRAVEL GRANT AND/OR SALARY IN ADVANCE 		Form 19.04b
											  	Page 2 of 2
TRAVEL GRANT

The claim you make should set out the number and types of dependants travelling with you, together with the date on which you would like the grant paid.  The travel grant will be paid to a nominated departmental account to allow for pre-booking and access to fare discounts.  Travel allowances that are paid in advance must be acquitted against receipts or other acceptable documents within 4 weeks of your return.  NO further advance will be given until this has been done.  

Note: amounts provided towards the travel for your partner and/or dependent children will be net after deduction of Fringe Benefits Tax.  A dependent child means a child under the age of 18 years OR, if undergoing full-time education, up to the age of 21 years of age at the date of embarkation with the staff member.

If your program does not involve extensive travel or if travel is restricted to Australia or close countries, you may still be entitled to a reduced travel grant.  This should be determined by the Head of Division after consultation with you.  This approval should then be submitted with this form to the Personnel Office.
													 
SALARY IN ADVANCE

The whole of the net salary for all or some of the pays falling in the period of leave may be paid in advance, but only up to the limit of 6 months net salary (Note: PAYG taxation must be deducted).

Payment will be made in the pay period immediately prior to the commencement of your leave unless you nominate a later pay date.  When payment is deferred to some later date, salary in advance can be claimed for no more than the period of leave remaining.

Requests for later payment (i.e. in the next TAX year) often occur when normal payment of salary in advance would be made just prior to 30 June, as payments made will be included on group certificates for that year.  In such cases, some may be paid at the commencement of leave and another portion paid after 30 June.

Within the six month limit, you may ask for payment in advance for any or all of the pay periods falling in the period of approved absence.  These are paid as whole pay periods, with any broken periods within the program dates being paid in normal pays.  All deductions and superannuation payments will be met in the usual way.
												 
INSURANCE
Provisions for insurance when travelling on an OSP program are set out in Section 16.07 of the Personnel Management Handbook.
												
NOTE: It is recommended that you obtain documentary evidence of all of your expenses incurred in relation to this Program  for taxation purposes and maintain a travel diary.  The diary must show the date the entry was made; the place where the activity was undertaken; the date and approximate time when the activity commenced and the duration of the activity; and the nature of the activity.

Tax Ruling MT 2038 indicates that a "travel diary" may include a detailed conference itinerary, a detailed travel itinerary prepared in advance or a written report prepared on return.  The Commissioner considers that the entries in the travel diary should generally be completed on a daily basis but for a longer trip, such as OSP, the Commissioner apparently accepts weekly entries.