Official International Travel Policy – Frequently
Asked Questions
February 2015
Audience
These Frequently Asked Questions (FAQs) are intended to provide additional guidance to officials in
Non-Corporate and Corporate Commonwealth entities when obtaining approval for and booking
Official International Travel.
At a glance
These FAQs supplement the information contained in: Resource Management Guide No. 405 –
Official International Travel –Use of the Best Fare of the Day.
Policy:
1.
What are the new arrangements for official international travel?
The approval requirements of the Official International Travel Policy have changed as
follows:
2.

Entities are no longer required to seek approval of the need for travel from the
Prime Minister for international travel costing $50,000 or more.

Entities are expected to agree their approval requirements for international travel
with the relevant Cabinet Minister and reflect these approval requirements in their
Accountable Authority Instructions. At a minimum, proposals for significant
delegation travel should be submitted to the relevant Cabinet Minister for
consideration.
When were the new arrangements for official international travel implemented?
The new arrangements became effective from 9 February 2015, when the Prime Minister
advised Ministers.
3.
Why have the approval requirements for international travel changed?
The Government reviewed outcomes of the approval requirements that came in to effect
from 16 December 2013. Proposals for international travel are now more thoroughly
considered and many delegations have been smaller in size and cost.
As a result of these improvements, the approval requirements for international travel
changed from 9 February 2015.
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4.
What is happening to proposals for international travel that have been submitted to
the Prime Minister for approval but not returned?
Entities should discuss the status of these proposals with their internal parliamentary
liaison and coordination area.
Applying the Policy:
5.
How is official international travel to be approved from 9 February 2015?
Each entity will need to establish the appropriate approval requirements for international
travel by individuals and delegations, and seek agreement on these approval requirements
from the relevant Cabinet Minister.
At a minimum, the approval requirements should specify that proposals for significant
delegation travel are to be submitted to the relevant Cabinet Minister for consideration.
The Accountable Authority Instructions of each entity should be updated to reflect the
approval requirements agreed with the relevant Cabinet Minister.
6.
What is significant delegation travel?
Each entity will need to define what constitutes significant delegation travel in
consultation with the relevant Cabinet Minister. Criteria that may be considered, for
example, includes the total cost, number of officials attending, or status of the delegation.
7.
Does a lead entity need to be established for significant delegation travel that
involves more than one entity?
No. Each entity is responsible for seeking approval for their officials to participate in
significant delegation travel.
8.
If a certain number of officials have previously been approved to attend an event or
participate in a delegation, does this mean the same number of officials should be
proposed for similar events or delegations in the future?
No. The number of officials previously approved to travel is not persuasive in relation to
future travel proposals. However, it is expected that entities will continue to make
decisions on a value for money basis that keeps the number of officials travelling and cost
at an efficient minimum.
9.
Does international travel costing $20,000 or less still need to be approved by the
relevant Secretary or Accountable Authority?
The approval requirements for international travel for your entity will be agreed with the
relevant Cabinet Minister, and reflected in your entity's Accountable Authority
Instructions.
10.
The Minister for my entity is not a Cabinet Minister – can we consult with the entity
Minister on the approval requirements for international travel?
No. Each entity must consult with their Cabinet Minister on the approval requirements for
their international travel. The only exception is the Minister for Veterans’ Affairs who may
be consulted on the approval requirements for international travel by officials in the
Veterans' Affairs portfolio.
11.
My entity does not report to a Government Minister – do we need to seek agreement
on approval requirements for international travel?
Entities that do not report to a Government Minister, such as the Parliamentary
Departments and the Office of the Official Secretary to the Governor-General, are not
expected to seek agreement on their approval requirements for international travel.
However, such entities are expected to comply with the Official International Travel
Policy.
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Participation by Corporate Commonwealth Entities:
12.
My entity is a Corporate Commonwealth Entity (CCE) – does the updated official
international travel policy apply?
The requirements of the Official International Travel Policy are not mandatory for CCEs.
However, it is recommended that CCEs act within the spirit and intent of the policy.
Finance suggests that CCEs consult with their Chief Financial Officer or Portfolio Entity if
they are uncertain or unsure of their obligations.
Expenditure Approval:
13.
Do I need to obtain expenditure approval if the relevant Cabinet Minister has
approved my international travel?
Yes. Entities are still required to obtain financial approval for the travel costs consistent
with their entity's Accountable Authority Instructions and financial delegations.
Class of travel
14.
What is the highest class of international air travel that should be booked by
Australian Government officials?
Business Class. Consistent with paragraph 6 of the Official International Travel Policy, a
business class or equivalent class or lower class airfare should be booked. Officials should
not accept offers of complementary upgrades to first class from airlines.
15.
A Remuneration Tribunal determination exists with respect to a senior executive of
my entity. Do the requirements of the Official International Travel Policy on class of
travel apply?
Office holders subject to a Determination of the Remuneration Tribunal are encouraged to
comply with the spirit and intent of the Official International Travel Policy.
Domestic Travel:
16.
Is the domestic leg of my international travel considered part of the international
travel?
Yes. Any domestic sectors flown within Australia (e.g. from Canberra to Sydney) to
connect with an international departure are considered part of the international travel.
17.
Do I need to obtain travel approval for travel to Christmas Island, Cocos/Keeling
Islands or Norfolk Island?
No. Travel to all Australian offshore territories is considered domestic travel for the
purposes of the Official International Travel Policy.
IBF Booking Codes and Purpose of Travel Codes
18.
What are the IBF Booking Codes and Purpose of Travel Codes?
The International Best Fare (IBF) Booking Codes identify the reason a fare is selected.
When booking official international air travel, officials must identify the reason a fare is
selected using the IBF Booking Codes at Table 1, and the purpose of travel using the
Purpose of Travel (PoT) Codes listed at Table 2, in the Policy. Reporting on the use of IBF
and PoT codes (available to entities through their travel management company), assists
with monitoring travel booking behaviour and categories of travel.
19.
Do I have to identify an IBF Booking Code and Purpose of Travel Code when booking
international travel?
Yes. When booking international travel, officials must choose the appropriate IBF
Booking Code and PoT Code.
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