View and manage travel expenses

How to view travel and manage expenses

This video demonstrates how to view travel expenses for parliamentarians and MoPs Act employees.

First, log into PEMS and select the Travel Expenses tile. This opens the Travel Claims screen.

The expenses you will be able to see are determined by your role.

As a parliamentarian, or a staff member with office manager authorisation, you can see all travel expenses incurred by your office. This includes claims waiting action by staff within the office.

As a staff member, you can see your own travel expenses, and claims you have created on behalf of your parliamentarian or another staff member.

The claims overview shows all travel allowance, travel expense, and charter and or hire car claims available to you. Including the status of the claim. Definitions of the various status's are detailed in the PDF document for this guide.

To see further details of the claim, including travel legs, attachments, and payment details or to take further action on a claim, click on the expense line to open.

The transactions overview shows all payments IPEA has made to providers on your behalf. Payments made to the travel services provider may include flights, hire car bookings, and ferry tickets. Payments to Cabcharge are for taxis where a Cabcharge card has been used to pay for this expense. And payments to the Department of Foreign Affairs and Trade are for international travel expenses arranged through the overseas post.

Expenses with a status of awaiting submission are with IPEA to process payment to the supplier.

>Expenses with a status of Verified have been paid, processed by IPEA and are awaiting release of payment to the provider. Expenses with a status of Paid have been paid to the provider.

To see further details of each expense, including a breakdown of charges, flight number, class of travel, and departure and arrival times, click on the expense line to open.

Where you need to work with this information outside of PEMS, you can export your overview to Microsoft Excel. Select the Export to Spreadsheet button which will generate a file of the data available in your overview. Locate and open the exported file from your internet browser. Ensure you save this file if required.

You can add additional columns, filter the expenses in your overview, and save these views for future use to suit your needs. Refer to the add filters dashboard guide available on our website at ipea.gov.au/pemsresources for further information.