Leave to attend conferences and undertake field work

• Policy summary
• Eligibility
• Timing and duration of absences
• Applications, approvals and notification of leave
• Applications for financial assistance
• Qualification for financial assistance to attend conferences
• Qualification for financial assistance to undertake field work
• Level of financial assistance
• Financial assistance schedules and claims procedures
• Travelling and related expenditure (intrastate, interstate and overseas) - Academic & General staff only
• Records
• Overseas travel insurance

Policy summary

All members of staff may apply to attend conferences and undertake field work within Australia and overseas provided such pursuits are in line with objectives of the administrative unit and identifiable development needs.

Eligibility

All members of staff are eligible to apply for leave to attend conferences or undertake field work in Australia or overseas.

A conference should in all cases be relevant to the interests of the staff member and the administrative unit, and be shown to benefit the university.

Field work in the appropriate geographical areas may be relevant to the research needs of scholars in such disciplines as anthropology, botany, language studies etc. and may also encompass research in libraries with special resources or laboratories with specialised equipment or expertise not available locally.

Timing and duration of absences

Where possible, absences should be during the between teaching periods. Satisfactory arrangements to cover teaching and other commitments must be made if leave is requested during teaching times.

Absences to attend conferences will not normally exceed two weeks for any one conference.

Absences on field work will not normally exceed 10 weeks in any one calendar year.

Applications, approvals and notification of leave

For attendance at conferences and field work within Australia, occasional leave may be granted by the head of the administrative unit.

For overseas conferences and field work, application should be made to the head of the administrative unit who will consult with the dean or equivalent before granting approval.

For attendance at conferences and field work within Australia, a Professor should advise the head of the administrative unit of the intended absence. A head of an administrative unit should notify the dean of the faculty or equivalent.

For overseas conferences and field work, a Professor should obtain the agreement of the head of the administrative unit who will consult with the dean of the faculty or equivalent before granting approval. Heads of administrative units should consult with the dean or equivalent and obtain approval before proceeding overseas.

For attendance at conferences, field work or any other absences of more than a day or two within Australia, a dean should advise the deputy vice-chancellor responsible for staffing.

For absence overseas, a dean should obtain the agreement of the deputy vice-chancellor responsible for staffing.

Applications for leave to attend conferences and undertake fieldwork need to be accompanied by precise details of the proposed conference/fieldwork program.

Applications for financial assistance

Where financial support is sought, application should be made through the head of the department/administrative unit to the dean of the faculty or divisional director in the case of assistance for attendance at conferences; and to the head of the department/administrative unit in the case of field work. Assistance is dependent upon the availability of funds from the cost centre. 

Applications should be made through the head of the administrative unit to the dean of the faculty or equivalent. Assistance is limited by the availability of funds for overseas visits.

Qualification for financial assistance to attend conferences

In all cases, the relevance of the conference to the interests of the staff member and the administrative unit and the benefits likely to accrue to the university from the attendance will be taken into account.

To qualify for assistance, an applicant normally will be expected to have received an invitation from the organising body to present a paper to the conference or to take a leading part in the conduct of the conference.

Qualification for financial assistance to undertake field work

In all cases, the relevance of the proposed field work to the interest of the staff member and the administrative unit and the benefits likely to accrue to the university from the activity will be taken into account.

Consideration will be given to the special needs of particular areas of scholarship.

Level of financial assistance

In determining the level of financial assistance to be given, account will be taken of any previous financial assistance granted to the applicant towards attendance at conferences or for absences on field work.

The willingness of the inviting body or of some other outside organisation to make a financial contribution towards expenses will be taken into account. In cases where some support from an outside body is available, the dean or equivalent would not normally expect to meet more than 50% of the total cost of the visits. However, in those fields in which, in the opinion of the dean or equivalent, grants from outside bodies are less readily available, a proportionately larger grant may be made.

If the absences are to be contiguous with or an interruption during a period of participation in an outside studies program, the financial assistance granted or in prospect in respect of the outside studies program will be taken into account.

Financial assistance schedules and claims procedures

Details regarding specific financial allowances, documentation, booking arrangements etc. are accessible on the Corporate Finance Divisional web site

Travelling and related expenditure (intrastate, interstate and overseas) - Academic & General staff only

Staff members who travel on University business may be issued with a corporate credit card, to which any reasonable personal expenses incurred whilst travelling on approved University business may be charged.

The staff member, prior to travelling and incurring the expense, will advise and seek approval from his/her supervisor or Head of School/Department/Section as to travelling arrangements and where he/she intends to stay. Such accommodation will be of a reasonable standard. If there is any dispute regarding the travel arrangements, attempts will be made to resolve the issue between the management of the particular school/department/section and the relevant staff member, who may choose to be represented by a person of his/her choice (other than a practising barrister or solicitor).

Where possible, all reasonable University business related expenses will be incurred on the corporate credit card in accordance with University policies.

Where corporate credit card facilities are not available, the staff member will obtain a receipt or other satisfactory evidence of reasonable personal expenses incurred whilst travelling on approved University business and this amount, if approved, will be reimbursed. Alternatively a cash advance may be approved in advance by the supervisor or Head of Administrative Unit.

An approved advance may be drawn not earlier than six weeks prior to departure.

For details re travel allowances refer to allowances homepage.

Records

Heads of administrative units or groups, as appropriate, shall keep records of all approved absences.

Overseas travel insurance

The university provides comprehensive insurance cover. Refer to the Superannuation homepage.