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Contractor Travel Policy (Australia)

 

Updated: 30 March 2016
Effective From:  1 July 2015
Covers: Australia (excludes New Zealand)
Version: 14

Purpose

This document outlines the policy for reimbursement of travel and associated costs incurred by contractors while delivering on-site training for Rockend. Please note the date of update and ensure that you are referring to the latest version. We welcome your feedback and comments and these may be directed to the Implementation Manager, in the first instance. The primary objective of this policy is to ensure consistency and fairness in our compensation arrangements, and we would expect that, where the policy does not cover an exceptional circumstance, we could come to a fair and mutually acceptable arrangement.

Background

In general, Rockend will pass on to the client all travel, accommodation and associated incidental costs incurred by contractors in the delivery of on-site training. In order for us to maintain a professional and transparent relationship with our clients, it is important that they understand what the quantum of charges will be and what they consist of. It is also important that they are charged fairly and it is not our objective to profit from these charges. Clients will be advised of the estimated travel cost per visit during discussions with sales staff and this is indicated on their initial agreement. In general, they are billed in arrears. When training at a client site is combined with another client, Rockend, in conjunction with the consultant, will apportion the charge to each client, ensuring that costs are fairly shared.

Policy

Receipts

Contractors must provide receipts for all expenses incurred, other than travel time and kilometres

GST

Rockend is registered for GST and will pass on all net (i.e. GST exclusive) travel costs to the client with the required 10% GST added to the cost.

Contractors registered for GST should add GST to their total charges for services and travel. For example if the cost is $200 for time and $50 for kilometres, we would expect to see an invoice for $250 + $25 GST.

Contractors not registered for GST should not include any GST on their invoices. Thus, for the same example, we would expect to see an invoice for $200 for time and $50 for kilometres. (The client will however be billed GST on these charges). For transactions where GST is included, for instance a hotel bill, these contractors will need to claim the GST inclusive amount from Rockend – eg. a hotel bill for $110 including GST can be claimed in full.

Metropolitan Areas

For the purposes of this policy, metropolitan areas are defined as:

New South Wales

  • Sydney
  • Newcastle*
  • Woolongong*

 

Queensland

  • Brisbane
  • Sunshine Coast*
  • Gold Coast*

 

Victoria

  • Melbourne
  • Geelong*

 

South Australia

  • Adelaide

 

Western Australia

  • Perth

 

Rockend does not charge clients any travel and associated costs for travel within metropolitan areas and, in general, it will not reimburse travel charges in these areas. In cases where a regional contractor is required to visit a metropolitan client, Rockend will reimburse the contractor in accordance with this policy, but this cost will not be passed on to the client. The contractor should ensure that this expense is entered as “non recoverable” in Sage

Generally, if travel by car to the site can be completed within one hour from the CBD (during normal business hours) of any of the above cities, this is considered to be “metropolitan”. (If the round trip distance is greater than 60 kilometres but the trip is likely to take less than one hour each way – this would generally be regarded as metropolitan and not charged to the client or reimbursed. Please check with your Rockend contact person if you are unsure.)

* Rockend will endeavour to use local contractors in these areas, in which case there would be no charge to the client for travel costs. In cases where it is necessary to use a contractor from the main metropolitan area (Sydney or Brisbane), the client will be charged accordingly.

Regional Areas

For the purposes of this policy, regional areas are defined as all non-metropolitan areas. Please contact Rockend staff if there is uncertainty regarding the classification of a particular location.

Travel Time

In general, it is expected that the contractor will assess the most economical and time-efficient mode of travel and discuss this with the sales operations staff at Rockend and/or with the client prior to the visit.

Driving:   When the return journey time from the contractor’s CBD base exceeds two hours, an hourly fee for travel time will be paid at a rate of $40 per hour (ex GST) after the first two hours of travel of a return journey. Clients will be advised of the estimated travel cost per visit during discussions with sales staff. (This does not apply to metropolitan clients unless a regional contractor is required to visit them in which case the contractor would be reimbursed, but the client would not be charged).
Air Travel:   Rockend will reimburse the contractor for the flight time plus two hours at a rate of $40 per hour (ex GST). Where there are exceptional circumstances, e.g. major delays, connecting flights etc., please advise your Rockend contact who will approve additional hours.

 

Reimbursement of costs

If the return trip by car is expected to be greater than 5 hours, air travel should be considered if this is a more cost/time-efficient option. The contractor should discuss the travel options with the client beforehand.

Kms – Regional Clients:   If the client is deemed to be “regional” (as defined by Rockend), the contractor may claim the full amount of kilometres travelled from their designated base to the client offices. Please refer to the trainer advice form. Rockend rate is as per ATO rates (as at the 01/07/2015): 0.66 km (excluding GST).
Kms – Metropolitan Clients:   If the client is deemed to be “metropolitan” (as defined by Rockend), there is no charge levied to the client and the contractor will not be reimbursed for travel to their offices. In the case of a regional contractor being utilised for a metropolitan client, Rockend will reimburse the kilometres calculated from the regional base to the client offices. (Rockend rate as above)
Air travel & Associated Costs:   Air travel and associated parking and taxi costs will be reimbursed at cost. Please ensure that the cheapest, most direct flight is obtained. You may request Rockend to directly book and pay for the flight to assist you in managing your cash flow, or we will reimburse you based on a copy of the receipt.
Taxis and reasonable parking costs associated with air travel will also be reimbursed on the basis of a receipt.
Car hire should be considered as an alternative to taxis where more economical. Where car hire is required, additional insurance must be purchased to reduce the excess payable in the event of an accident.
Train / Bus Travel:   Where travel to a client site requires a train or bus, the full cost will be reimbursed on condition that a receipt is provided.
Accommodation Expenses:   Where it is necessary to stay overnight in a hotel, Rockend will reimburse the contractor for the cost and recharge this to the client. As a general guideline, accommodation should not exceed $200 per night (incl. GST). It is expected that the contractor should try to obtain the most reasonable and convenient accommodation possible. Rockend acknowledges that there may be instances where the cost of accommodation exceeds these limits and in these cases, the contractor should advise their Rockend contact at the time of booking.
Receipts must be produced in order to be reimbursed.
Meal Expenses:    Rockend will reimburse you to a maximum value of $55 per day including GST and these costs will be on-charged to the client. All reimbursements will be made on condition that a receipt is provided.

Contractor Travel Policy (New Zealand)

Updated: 18 December 2014
Effective From:  1 January 2015
Covers: New Zealand
Version: 12

 

Purpose

This document outlines the policy for reimbursement of travel and associated costs incurred by contractors while delivering on-site training for Rockend. Please note the date of update and ensure that you are referring to the latest version. We welcome your feedback and comments and these may be directed to the Implementation Manager, Leesa Sinn, in the first instance. The primary objective of this policy is to ensure consistency and fairness in our compensation arrangements; however we would expect that, where the policy does not cover an exceptional circumstance, we could come to a fair and mutually acceptable arrangement.

Background

In general, Rockend will recharge the client for all travel, accommodation and associated incidental costs incurred by contractors in the delivery of on-site training. In order for us to maintain a professional and transparent relationship with our client, it is important that they understand what the quantum of charges will be and what they consist of. It is also important that they are charged fairly and it is not our objective to profit from these charges. Clients will be advised of the estimated travel cost per visit during discussions with sales staff and will be billed in arrears. When training at a client site is combined with another client, Rockend will apportion the charge to each client, ensuring that costs are fairly shared.

Policy

Metropolitan Areas – Auckland Only

Rockend does not charge clients any travel and associated costs for travel within metropolitan areas and, in general, it will not reimburse travel charges in these areas. In cases where a regional contractor is required to visit a metropolitan client, Rockend will reimburse the contractor in accordance with this policy, but this cost will not be passed on to the client.

Regional Areas

For the purposes of this policy, regional areas are defined as all non-metropolitan areas. Please contact Rockend staff if there is uncertainty regarding the classification of a particular location.

Travel Time

In general, it is expected that the contractor will assess the most economical and time-efficient mode of travel and discuss this with the sales operations staff at Rockend and/or with the client prior to the visit.

Driving:   When the return journey time from the contractor’s CBD base exceeds two hours, an hourly fee for travel time will be paid at a rate of NZD 40 per hour (ex GST) after the first two hours of travel of a return journey. Clients will be advised of the estimated travel cost per visit during discussions with sales staff. (This does not apply to metropolitan clients unless a regional contractor is required to visit them in which case the contractor would be reimbursed, but the client would not be charged).
Air Travel:   Rockend will reimburse the contractor for the flight time plus two hours at a rate of NZD 40 per hour (ex GST). Where there are exceptional circumstances, eg. major delays, connecting flights etc., please advise your Rockend contact who will approve additional hours.

 

Reimbursement of costs

If the return trip by car is expected to be greater than 5 hours, air travel should be considered if this is a more cost/time-efficient option. The contractor should discuss the travel options with the client beforehand.

Kms – Regional Clients:   If the client is deemed to be “regional” (as defined by Rockend), the contractor may claim the full amount of kilometres travelled from their designated base to the client offices. Please refer to the trainer advice form. (Rockend rate is NZD 76c per km)
Kms – Metropolitan Clients:   If the client is deemed to be “metropolitan” (as defined by Rockend), there is no charge levied to the client and the contractor will not be reimbursed for travel to their offices. In the case of a regional contractor being utilised for a metropolitan client, Rockend will reimburse the kilometres calculated from the regional base to the client offices. (Rockend rate is NZD 74c per km)
Air travel & Associated Costs:   Air travel and associated parking and taxi costs will be reimbursed at cost. Please ensure that the cheapest, most direct flight is obtained. You may request Rockend to directly book and pay for the flight to assist you in managing your cash flow, or we will reimburse you based on a copy of the receipt.
Taxis and reasonable parking costs associated with air travel will also be reimbursed on the basis of a receipt.
Car hire should be considered as an alternative to taxis where more economical. Where car hire is required, additional insurance must be purchased to reduce the excess payable in the event of an accident.
Train / Bus Travel:   Where travel to a client site requires a train or bus, the full cost will be reimbursed on condition that a receipt is provided.
Accommodation Expenses:   Where it is necessary to stay overnight in a hotel, Rockend will reimburse the contractor for the cost and recharge this to the client. As a general guideline, hotel accommodation should not exceed NZD200 per night (incl. GST). It is expected that the contractor should try to obtain the most reasonable and convenient accommodation possible. Rockend acknowledges that there may be instances where the cost of accommodation exceeds these limits and in these cases, the contractor should advise their Rockend contact prior to booking.
Receipts must be produced in order to be reimbursed.
Meal Expenses:    Rockend will reimburse you to a maximum value of NZD65 per day including GST and these costs will be on-charged to the client. All reimbursements will be made on condition that a receipt is provided.
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