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 the following day after the completion of travel.
Travel allowance claims are verified and paid by IPEA. No further action is required.
Advance claim (approved before completion of travel)
Travel allowance claims are certified by an authorised officer/parliamentarian on or before the last date of travel.
Travel allowance claims are processed and paid by IPEA. Where possible, travel allowance is paid 5 days prior to the commencement of travel.
Upon the completion of travel, the claimant receives an automatic email stating that the travel claim is ready to be acquitted. This requires the claimant to open the claim in PEMS and confirm if the travel was undertaken as originally claimed or modify the claim if travel plans changed. In both circumstances, the claim needs to be submitted to the authorised officer/parliamentarian for certification. Once certified, IPEA will verify the claim. If there has been changes made to the claim, IPEA will pay any owing allowances or notify the claimant if an overpayment has occurred and provide repayment options.
If an acquittal of an advance claim is not completed within 28 days of the completion of travel, it becomes outstanding.
As a result, new travel allowance claims cannot be submitted until the outstanding acquittal has been completed.
