Claiming staff travel
To claim travel allowance, staff need to submit a claim via PEMS. Alternatively, staff may complete a Staff Travel and/or Motor Vehicle Allowance Claim (PDF, 880KB) form. The form must be signed by the staff member and approved and dated by their parliamentarian or authorised officer.
The completed form and relevant supporting documentation, such as accommodation receipts, must be scanned and emailed to forms@ipea.gov.au.
IPEA periodically reviews travel claims. Offices must retain original travel claims and receipts until an audit is conducted or the employing parliamentarian leaves Parliament, whichever is sooner.
What do I need to do?
Acquittal claim (approved after completion of travel)
Travel allowance claims are certified by an authorised officer/parliamentarian after the completion of travel.
Travel allowance claims are processed by IPEA and a Certificate of Acquitted Travel is sent to the traveller. No further action is required.
Advance claim (approved before completion of travel)
Travel allowance claims are certified by an authorised officer/parliamentarian before the completion of travel.
Travel allowance claims are processed and paid by IPEA and a Certificate of Advance Travel is sent to the traveller. Where possible, travel allowance is paid 2 days prior to the commencement of travel.
Upon the completion of travel, the Certificate of Advance Travel is signed and dated by the traveller and certified by the authorised officer/parliamentarian and returned to IPEA. On the Certificate of Advance Travel the traveller indicates if there has been any changes to their travel.
IPEA processes the travel acquittal and any adjustments as required. A Certificate of Acquitted Travel is sent to the traveller to finalise the trip. If a change in travel arrangements leads to an overpayment, an invoice is raised. Prompt payment is expected.
If a Certificate of Advance Travel is not completed and returned to IPEA within 28 days of the completion of travel, it becomes outstanding.
As a result, new travel allowance claims are not processed until the outstanding Certificate of Advance Travel is returned.
