Create a travel allowance claim - staff

If you are a MOP(S) Act Employee, this video demonstrates how to create a Travel Allowance claim for yourself or another staff member.

First log into PEMS and select the Travel Expenses tile.

This opens the travel claims window.

The travel allowance claim type is used to claim an allowance for each overnight stay in a location you were directed to conduct official business. 

The button to create a new travel allowance claim is located at the bottom right of the Travel Claims screen.

Select Create Travel Allowance Claim.

From the Claimant and Travel Information screen, open the drop-down list and select who is the Claimant. 

Enter the Travel Start Date by using the drop-down.

Followed by the Travel End Date 

Enter the Travel Start location, select this icon and choose the Location from the drop-down menu. 

When you have finished select Create Claim.

Your claim has now been created, select OK.

The Claimant and Travel Information screen displays the trip itinerary details.

Start by selecting the pen icon to Edit the first trip leg detail.

Select the Mode of Transport from the drop-down menu. 

Depending on your selection, additional fields may also be required. For example, selecting Motor Vehicle Allowance will include a field for kilometres travelled. 

Refer to the Create a Motor Vehicle Allowance Claim guide for further information.

Enter the Flight Number

The Arrival City, select this icon and choose the Location from the drop-down menu. 

The Arrival Time, you can enter this manually using 24-hour time or use the drop-down to confirm your selection.

For this example the claimant is selecting Yes for Travel Allowance.

Select the Travel Allowance Details button to enter the information.

Start by selecting Add Purpose. 

In this example, the purpose for travel is Official, but other duties may be selected as required.

Complete the number of nights being claimed by selecting this icon and selecting each individual date you are claiming.

Location of the stay, select this icon, and choose the Suburb by searching from the drop-down menu.

The type of accommodation. 

When staying in Canberra the type of accommodation will default to Canberra and no attachment is required.

Select this box if a tax invoice or receipt is being attached.

Select Available on Request (AOR) if there are no supporting documents at the time of making the claim. 

Use the Plus icon to locate and attach the supporting documentation.

Once you have finished, select Save to return to the Claimant and Travel Information screen.

Now select the Pen icon on the other travel legs to input their details using the same process.

If your trip included additional travel legs, you can add these to the claim by selecting the Add Travel Leg button. 

When you have finished, select Save.

The other claim options are:

• Copy the claim if it is a repetitive claim or for a similar trip for someone else
• Delete the claim before submitting it if it is no longer needed
• Estimate the expected amount of travel allowance you will receive, or
• Review the claim before sending for approval.

Select Review.

Scroll to the end of the page and read and accept the Terms and Conditions.

If you are claiming on behalf of someone else, then you must assign the claim to that person for them to submit it for certification.

If you assign the claim to another person, you must choose who that is from the drop down list.

Complete the mandatory comments field and then select Ok.

You can use the manually certify option to use physical signatures for your claim and you can edit the claim to make changes to it.

Select submit.

Choose who certifies your claim from the drop-down menu.

And select Ok to complete the process.

This returns you to the travel claims screen.

To update an existing draft claim which has yet to be certified use the filter feature, or sort using the claim type window, then select go.

Following certification of your claim by your parliamentarian or authorised officer IPEA will review and verify your claim in line with our published service level standards.

Payment will be received within two to three working days from verification.

If you are claiming Travel Allowance in advance of the travel end date, you will be required to acquit your claim upon completion of your travel. Please refer to the ‘Acquit a travel allowance claim’ guide that is available on our website at ipea.gov.au/pemsresources for further information.