Publication:Sea Talk Spring 2007/The Defence Travel Card - when you can and can't use it

Story by LCDR Broughton Steele, Pic by ABPH Jo Dilorenzo

(l. to r.) AB Megan Knight, LCDR Kirk Hayden and MIDN Brad Turner, with their Defence Travel Cards. Pic by ABPH Jo Dilorenzo.

Introduced July 2005, the Defence Travel Card (DTC) covers business travel-related expenses such as airfares, short-term vehicle hire, taxis, accommodation, meals, and some incidentals.

Unfortunately a significant number of transactions are fraudulent, but a few cases suggest that there may be some people who are unclear as to when they can and can't use the DTC.

Firstly, the DTC is not to be used for travel:

• arising from LOP/LSP - i.e. promotion and PPP courses, postings etc.
• coordinated by the Personnel Movement Coordination Centre
• on operations, exercises, training and deployments
• leave or reunion travel
• group travel.

It is also not to be used for payment of:

• part day travel allowance - taxable, so paid through the salary system
• fuel for hire cars - use the provided fuel card
• speeding/traffic infringement fines - always a driver's responsibility
• tickets - book via QANTAS Business Travel on 13 11 57
• non-travel related expenses/services e.g. mini-bar, movies etc.

Before and when you travel

Travel-related expenses and maximum limits are determined prior to a trip by completing and printing-out the Excel-based Travel Budget Calculator, getting the travel-approver to sign it, then booking travel and accommodation keeping within approved limits. Note: There's no entitlement to 'cash in' any difference between room cost and the room charge limit, as the travel expenditure limit covers meals and incidentals regardless of accommodation expenses. Hint: Take a copy of your travel budget with you to keep DTC expenditure within approved limits.

If a travel budget requires adjusting (e.g. trip extended or shortened), amend your Travel Budget Calculator and get it re-signed. If changes occur during the trip, simply gain verbal approval, on trip completion document it in the 'After Travel Certification' section, and sign-off by your travel-approver. Note: Keep all DTC receipts, as after the trip you will need them to help verify all your transactions in the Card Management System (CMS) and print a CMS Expenses Summary Report. Hint: Some cab-drivers don't provide receipts, so always check before hiring a taxi.

After you travel

After the trip, forward the signed/approved copy of your Travel Budget Calculator, the CMS Expenses Summary Report and all receipts to your CMS Supervisor. This documentation will then be retained on file for 7 years, available for future audits. Note: Navy has always taken fraud very seriously, vigorously pursuing investigation and prosecution of all potentially fraudulent activities with the full force of the law, including full cost recovery, possibly imprisonment and/or dismissal. The introduction of the DTC, with the freedom and convenience that it offers individuals undertaking business travel, does not weaken this resolve.

For further information about the DTC or business travel, contact Defence Travel on 1800 333 362.