Policy 01:
Administrative Arrangements for Honorary Auditors
1. Purpose
The following relates to the administrative arrangements for honorary auditors appointed to audit panels (Policy Number 001).
2. Policy
For the purpose of participating in AUQA audits, members of audit panels are provided, as appropriate, with air fares, hotel accommodation and an honorarium. In addition, claims may be made in respect of expenses directly incurred in connection with the Portfolio Meeting, Preparatory Visit and the Audit Visit. AUQA has an Expenses Form for use in reclaiming costs incurred in carrying out work on behalf of AUQA (available from the website at http://www.auqa.edu.au/qualityaudit/formsforauditors/ ).
3. Guidelines
These guidelines refer to arrangements for the Portfolio Meeting, Preparatory Visit and Audit Visit(s). All panel members are involved in the Portfolio Meeting and the Audit Visit, but only the Panel Chair and the AUQA staff member in the Preparatory Visit.
Travel arrangements
Auditors are entitled to an economy class return air fare, travelling by the most direct route between their home base and the venues for the Portfolio Meeting and Visits. Exceptions apply in certain circumstances. Refer to Policy 027 for full travel guidelines.
If surface travel is more convenient, the arrangements should be discussed with AUQA. If private car or taxi travel is to be taken in preference to air travel, the total amount of reimbursement should be agreed with AUQA in advance. Refer to Policy 004 Car Rates for full guidelines.
An auditor may:
- Make his/her own bookings, payments etc. and obtain reimbursement from AUQA with prior approval of cost from the Events & Travel Manager; or
- Advise AUQA of the desired dates and itinerary, and AUQA will arrange and pay for the flights.
Most auditors prefer the convenience of option (i). Auditors are requested to take advantage of special rate fares where possible.
Alternative travel arrangements
If an auditor wishes to make any other travel arrangements, such arrangements must be discussed with AUQA beforehand. In general, AUQA is willing to be flexible provided AUQA incurs no extra cost.
Accommodation and expenses
All members of a panel are normally expected to stay in the same hotel for the duration of the Audit Visit and this is organised by AUQA. Members are provided with hotel accommodation, with AUQA paying the cost of the room and breakfast(s). The hotel will charge members for other costs including meals, mini-bar, laundry, phone calls, faxes, internet use and additional accommodation for any accompanying person(s). During Audit Visits, lunches and dinners are provided by the auditee and AUQA (respectively).
A similar provision (accommodation and full board but not ancillary expenses) is made for the international auditor for the Portfolio Meeting. Australian-based auditors would not normally be expected to require hotel accommodation for the Portfolio Meeting (unless travelling from Western Australia, Northern Territory or north Queensland).
Other Expenses
Auditors may claim reimbursement of the following expenses incurred directly as a result of participating in the audit:
- Travel between home and airport (see Policy 004 in regard to private car use);
- Travel between hotel/meeting venue and airport;
- Airport parking;
- Airport departure taxes; and
- Cost incurred obtaining a visa.
AUQA has an Expenses Form for use in reclaiming such costs. Receipts must be submitted http://www.auqa.edu.au/qualityaudit/formsforauditors/
Where appropriate, cabcharge vouchers are forwarded to panel members prior to meetings to cover taxi costs.
Travel and medical insurance and travel safety
Honorary auditors are covered by AUQA’s travel and medical insurance policy when on authorised AUQA business involving overseas or interstate travel.
To ensure that travel outside Australia on audit business is undertaken after consideration of any risks to health and safety, AUQA has a Travel Policy (Policy Number 027) that requires the status of the Australian Department of Foreign Affairs and Trade’s (DFAT’s) www.dfat.gov.au travel advice for the relevant country to be consulted before overseas travel can be confirmed. This Policy applies to AUQA staff, and, in the case of audit-related travel, to honorary auditors, except that AUQA cannot override the instructions or requirements of an auditor’s employer in relation to whether they are permitted to travel.
Honoraria
Panel members are paid an honorarium that relates to the number of full days spent in panel meetings (this will vary between audits). As a typical example, for an audit involving a one-day Portfolio Meeting and a three-day Audit Visit, the honorarium is $3,000 for the Panel Chair and $2,400 for other honorary auditors ($600 per day). Panel members may choose to have the honorarium paid to them individually (when income tax must be deducted); or may have a corporate body invoice AUQA for the honorarium (plus GST). The AUQA staff member on the panel can advise auditors on the appropriate procedure.
References
This policy should be read in conjunction with the Car Rates Policy (Policy Number 004) and the Travel Policy (Policy Number 027).
Approvals
This policy was originally approved on 28 May 2001
Revisions were approved on 26 February 2004
This version was approved on 05 June 2006
This version was approved on 03 June 2008.
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