A New Policy

Understanding WHAT has changed and HOW it will affect you.

The NSW RFS has updated its Travel and Corporate Credit Card policies. These revised policies will be effective from 1 July 2019.

If you have any questions about the revised policies or the travel and expense management system, please email credit.card@rfs.nsw.gov.au. We also encourage you to regularly visit the FAQs on the portal for answers to common questions.

Revised Travel and Corporate Credit Card Policies

What Has Changed?

Updated Travel and Corporate Credit Cards policies commence 1 July 2019.

The revised Travel policy has undergone extensive consultation with staff and representative groups, and aligns with Government requirements.

The revised Corporate Credit Cards policy will give you greater flexibility in paying for most expenses while you’re travelling, and aligns with Government requirements.

What is the process for booking travel?

You will be able to apply for approval to travel, for most trips, using SAP Concur.

Travel approval is required for overnight travel, or same day travel where a meal allowance will be claimed. If you are travelling for the day, and not incurring a meal or private motor vehicle allowance, a travel approval is not required.

You will need approval before booking accommodation, whether you’re booking it yourself or through a Travel Coordinator.

Overseas travel still requires a Ministerial brief and advance approval from the Minister.

What is SAP Concur?

SAP Concur is the new online travel and expense management system, used by the NSW RFS.

It will allow you to:

›       Request – submit a travel request online from your desktop

›       Review – your request to travel is processed and approved online

›       Receipt – immediately submit your receipts from the smartphone app or desktop

›       Reconciliation – reconcile your travel expenses, including corporate credit card charges

If I’m travelling overnight, what do I need to do?

If you have a corporate credit card, and approval for travel, you can book accommodation directly or through a Travel Coordinator. When you are on authorised official travel, meal and accommodation costs must be paid for by your corporate credit card.There is no entitlement to withdraw additional cash, above what you have incurred. As a general rule, access to cash withdrawals will be removed.

What if I don’t have a corporate credit card?

All staff who travel, even infrequently, will be provided with a corporate credit card for use during authorised official travel to pay for meal and accommodation costs.

If you don’t hold a corporate credit card, but you need to travel, you must book accommodation through a Travel Coordinator. You may claim meal allowances on your return through SAP Concur. Approved allowances will be paid into your bank account in the next available payment run.

How do I apply for a corporate credit card?

Download and complete the Application for Corporate Credit Card form from the intranet or SAP Concur. You will require your manager’s approval.

You will need to pass a 100 Point Identification Check, accept the terms and conditions, and sign a Cardholder Statement of Responsibility.

What do I do with receipts?

Original receipts will no longer need to be retained. Scans or photographs are accepted.

You will be able to scan or photograph receipts and upload them into the SAP Concur smartphone app at the time, or when you return.

You will still need to obtain an itemised tax invoice for meals, and accommodation expenses while on authorised official travel.

Are there cost limits to the accommodation I can book?

Yes. Accommodation should be in the mid-range of options available e.g. three star. Rates are available in the Treasury Circular.

Are there cost limits for meals charged to my corporate credit card?

Yes. The cost of a meal should not exceed the relevant meal allowance shown in the Treasury Circular. Amounts above this limit will be subject to tax.

How do I book airline travel?

Airline travel must be booked by a Travel Coordinator through the NSW Government Travel Management Service. You will require approval to travel before a booking is made.

I’m on a single day journey, what do I do?

You can claim meal expenses for single day journeys as an allowance through SAP Concur using Expense Type One Day Journey.

Allowances are available based on the rules outlined in the Travel Policy. Do not use your corporate credit card in this case.

How do I claim an incidental allowance?

All staff, whether or not you have a corporate credit card, are entitled to claim an incidentals allowance for each completed 24 hours of travel. You can claim this through SAP Concur when you return.

Refer to Quick Reference Guide - Generating Incidentals on the NSW RFS intranet -> Travel and Expense Page for step by step instructions.

I’m travelling with volunteers, other staff or contractors. What do I do?

If you are travelling with a volunteer, you may meet the reasonable travel expenses of the volunteer using your corporate credit card. You will need to note the volunteer’s details when completing your reconciliation in SAP Concur.

If you are travelling with other staff or contractors, you may incur that cost on your corporate credit card – if they would otherwise be entitled to incur actual expenses, seek reimbursement or have their travel costs met. You will need to note these details when completing your reconciliation in SAP Concur.

If you are travelling in a group, and each person has their own corporate credit card, it is preferred that each person incurs and reconciles their costs individually.

How do I claim private motor vehicle expenses?

Private motor vehicle expenses need to be pre-approved through a travel approval. A travel diary should be maintained to record the kilometres travelled, and should be attached to the claim.

At the conclusion of the trip, an expense claim can be prepared through the travel and expense management system based on a per kilometre rate. Only the casual rate will be available for claiming through the system.

How do I receive reimbursement for work related expenses incurred personally?

An expense claim should be created in SAP Concur, with appropriate supporting documentation attached. Your manager will review and, if appropriate, approve your claim.

Once approved, the payment will be processed into the staff member’s bank account in the next available payment run.

Non-travel corporate credit card expenditure – what is changing?Relaxation of restrictions on the use of credit cards

›   Corporate credit cards may now be used for the purchase of goods and services up to $1,500 (including GST) where:

›   The item (or equivalent item) is not in the SAP catalogue or restricted based on a government contract or pre-qualification scheme (e.g. airline travel, computers, mobile phones); and

›   The staff member either holds a financial delegation, or seeks and receives a pre-approval to make the purchase from a delegated officer; and

›   The procurement is not in relation to a section 44.

Use of credit cards in section 44 declared events

›   Staff members cannot utilise corporate credit cards in section 44 events unless authorised to do so via the Major Incident Logistics or emergency procurement process, with approval provided in advance by the State Operations Controller.

›   You can request a pre-approval from your manager through SAP Concur. You may also request approval through email and attach this to your credit card reconciliation.

How do I reconcile non-travel charges on my personal credit card?

These can be reconciled in SAP Concur as part of your overall monthly Expense Claim Report. You will need to include an itemised tax invoice, and provide the cost centre, project code or internal order for the charges.

Online training is available for this process.

How do I reconcile my corporate credit card statement?

You will no longer receive monthly Visa Statement. Your credit card transactions will be available in SAP Concur throughout the month and the reconciliation of your feed is to be submitted once a month, and should not be any more frequently.  

It is recommended that you create an Expense Claim Report at the beginning of each month and regularly move and reconcile expenses throughout the month. You then have 10 working days after the end of the month to submit your Expense Claim Report to your manager through SAP Concur.

I use my credit card for petty cash. What do I do?

If you are a petty cash holder, you will retain the ability to withdraw cash but only for that purpose.

If I travel overseas, what should I do?

Opening a corporate credit card to cash withdrawals may be approved in certain circumstances, however this will be restricted again when you return.