Otago Polytechnic's old policy  

Accommodation bookings are to be at a moderate standard.

Te Pūkenga's new policy

Accommodation bookings are to be booked to the economy standard within New Zealand, on or under the rate of NZD$240 per night.

Key change(s)

Maximum accommodation rate is $240 inc GST per night.

Otago Polytechnic's old policy

Otago Polytechnic staff may be entitled to an Airline Lounge Membership as a business expense if they make at least 12 domestic/international return trips per annum. Staff who generally do not travel for business, can apply and pay for an Airline Lounge Membership (Koru Club) at the Otago Polytechnic discounted rate.

Te Pūkenga's new policy

Paid membership to lounges or clubs must be made from an employee’s personal account or from their personal Airpoints account.

Key change(s)

Airline Lounge Membership (e.g. Koru club) will be self-funded. 

Otago Polytechnic's old policy

As a general guideline, Otago Polytechnic Ltd. does not pay for alcohol.

Te Pūkenga's new policy

Expenditure on alcohol should be considered an infrequent event and any amount must be approved in advance by the Chief Executive or the Business Division Lead.

Key change(s)

No change.

All Fellowships, Scholarships, Bursaries, or Academic Prizes need to be approved by Regional Co-Leads.

Otago Polytechnic’s old policy

Formal Leaders who wish to give a gift, koha, benefit, or reward to recognise and acknowledge service above and beyond normal expectations may do so with approval from the DCE, Director, or HoC for the area. Otago Polytechnic Ltd. funds shall not be used to fund gifts for contractors, consultants, or other external parties unless agreed in advance by People, Culture and Safety.

Te Pūkenga’s new policy

Gifts and/or hospitality may not be offered or received except for a justified business purpose and are subject to the principles of moderate and conservative expenditure.

Key change(s)

Gifts must be of a conservative cost and need to be of a justified business purpose.

Otago Polytechnic’s old policy

N/A 

Te Pūkenga’s new policy

All gifts and hospitality received by employees should be recorded in the Koha, Gifts and Hospitality Register maintained by Te Pūkenga Council Secretary and records kept in accordance with the Public Records Act 2005.

Key change(s)

Gifts received are to be recorded on the Gift Register.

Otago Polytechnic’s old policy

International Travel for OP Executive Leadership Team must be approved by the OP Executive Director. International Travel for all other OP staff must be approved by OP Executive Leadership Team.

Te Pūkenga’s new policy

All overseas travel must be approved by the Chief Executive.

Key change(s)

• Only Peter Winder can approve International Travel. 
• Remember to attach the approval email to the requisition request in Finance One.
• Researchers who have the opportunity to attend conferences overseas, please apply to the research office early as the new delegations for international travel mean there are a couple more steps in the process for approval.

Other information about international travel 

• International travel is defined as anything outside of New Zealand.
• International travel must be booked at least 45 days in advance.
• No cash advances can be made for international travel, instead colleague is reimbursed.
• Consideration should be given for the need to travel prior to making a booking. Video or telephone conferencing may be an acceptable alternative.
• If it is possible, flights will be booked in and out of the required destination on the same day. There will not be additional accommodation booked unless flights are unavailable, if there is a business or safety need to stay overnight.
• Travel coordinator will book the most economical airfare as opposed to more expensive fully-flexi options unless specifically required, in which case the reason will be noted.
• Where more than one kaimahi is travelling to the same event, then all attempts should be made to travel together where possible.
• Personal leisure travel is permitted as an extension to approved business travel but must be approved by the Business Division lead. Any additional costs as a consequence of the extension is met from kaimahi personal funds.
• Stopovers: Kaimahi may arrange private travel on stopovers during official business. In those circumstances, kaimahi must meet all additional expenses, including the cost of insurance cover as required and pay the travel agency the difference between their cost and the most direct and economical route to the official destination at the time of receipt of tickets.

Otago Polytechnic’s old policy

As a guide, daily meal expenses should be no more than eighty dollars ($80) including GST per twenty-four (24) hour period.

Te Pūkenga’s new policy

Te Pūkenga considers reasonable meal expenses (GST exclusive) in New Zealand dollars (NZD): breakfast up to $25, lunch up to $30, and dinner up to $50.

Key change(s)

New suggested meal rates introduced.

Otago Polytechnic’s old policy

All travel bookings including flights, accommodation and rental cars and any alterations should be made through Otago Polytechnic's Travel Management Company (currently FCM Travel).

Te Pūkenga’s new policy

Orbit World Travel (Orbit) is Te Pūkenga's preferred supplier of all air travel, including accommodation and rental vehicles. Business Divisions may use existing suppliers in the interim.

Key change(s)

Continue using FCM Travel for the interim vis a Travel Coordinator. 

Other information about travel bookings 

• Domestic travel must be booked at least 14 days in advance.
• Consideration should be given for the need to travel prior to making a booking. Video or telephone conferencing may be an acceptable alternative.
• If it is possible, flights will be booked in and out of the required destination on the same day. There will not be additional accommodation booked unless flights are unavailable, if there is a business or safety need to stay overnight.
• Where more than one kaimahi is travelling to the same event then all attempts should be made to travel together where possible.
• The Travel Coordinator will book the most economical airfare as opposed to more expensive fully flexi options unless specifically required, in which case the reason will be noted.
• Personal leisure travel is permitted as an extension to approved business travel but must be approved by the Business Division lead. Any additional costs as a consequence of the extension is met from kaimahi personal funds.
• Stopovers: Kaimahi may arrange private travel on stopovers during official business. In those circumstances, kaimahi must meet all additional expenses, including the cost of insurance cover as required and pay the travel agency the difference between their cost and the most direct and economical route to the official destination at the time of receipt of tickets. 

Otago Polytechnic’s old policy

The Travel Coordinator or traveller must complete the travel insurance request form and notify the Contracts Office in advance of the dates of travel, so it can be officially documented with the Otago Polytechnic insurer.

Te Pūkenga’s new policy

For all international travel, travellers must complete a Travel Insurance and Information Form, which must be signed by the appropriate level of delegated travel approver and forwarded to the Travel Coordinator.

Key change(s)

No change.