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Defence Determination 2016/19, Conditions of service

Authoritative Version
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Determinations/Other as amended, taking into account amendments up to Defence Determination, Conditions of service Amendment (Summer schools and foreign language training) Determination 2019 (No. 16)
This determination sets out the provisions on ADF conditions of service. It provides a scheme of transitional and savings provisions that will preserve accrued rights and liabilities under the former Principal Determination. The provisions also allow for eligibility that started under the former Principal Determination to continue, where applicable, under the new Principal Determination. It removes provisions relating to Australian Defence Force Cadets inline with the amendment to the Defence Act 1903 made by the Defence Legislation Amendment (First Principles) Act 2015 to commence on 1 July 2016.
Administered by: Defence
Registered 13 Jun 2019
Start Date 13 Jun 2019
End Date 10 Jul 2019
Table of contents.

Commonwealth Coat of Arms

Defence Determination 2016/19, Conditions of service

made under section 58B of the Defence Act 1903

Compilation No. 57

Compilation date:                              13 June2019

Includes amendments up to:            Defence Determination 2019/16

 

This compilation is in 4 volumes

Volume 1                    Chapter 1 – Chapter 5

Volume 2                    Chapter 6 – Chapter 11

Volume 3                    Chapter 12 – Chapter 17

Volume 4                    Endnotes

About this compilation

This compilation

This is a compilation of Defence Determination 2016/19, Conditions of service, that shows the text of the law as amended and in force on 13/6/2019 (the compilation date).

The notes at the end of this compilation (the endnotes) include information about amending laws and the amendment history of provisions of the compiled law.

Uncommenced amendments

The effect of uncommenced amendments is not shown in the text of the compiled law. Any uncommenced amendments affecting the law are accessible on the Legislation Register (www.legislation.gov.au). The details of amendments made up to, but not commenced at, the compilation date are underlined in the endnotes. For more information on any uncommenced amendments, see the series page on the Legislation Register for the compiled law.

Application, saving and transitional provisions for provisions and amendments

If the operation of a provision or amendment of the compiled law is affected by an application, saving or transitional provision that is not included in this compilation, details are included in the endnotes.

Modifications

If the compiled law is modified by another law, the compiled law operates as modified but the modification does not amend the text of the law. Accordingly, this compilation does not show the text of the compiled law as modified. For more information on any modifications, see the series page on the Legislation Register for the compiled law.

Self‑repealing provisions

If a provision of the compiled law has been repealed in accordance with a provision of the law, details are included in the endnotes.

 


Chapter 12: Overseas conditions of service – overview

12.0.2   Contents

 

This Chapter includes these Parts.

 

Part 1

General information on Chapters 12 to 16

 

Part 2

Advice and administration for overseas conditions of service

 

Part 3

Definitions for Chapters 12 to 17

 

Part 4

Service with the United Nations – ADF only

 


Part 1: General information on Chapters 12 to 16

12.1.1    Member Chapters 12 to 16 apply to

 

Chapters 12 to 16 apply to all members who perform duty overseas. This includes members on Reserve service.

12.1.2    Member Chapters 12 to 16 do not apply to

 

Chapters 12 to 16 do not apply to these members.

 

a.

The CDF.

 

b.

The Vice Chief of the Defence Force.

 

c.

Service Chiefs.

12.1.3    Supplementary conditions

 

The overseas conditions of service in Chapters 12 to 16 are supplementary to other conditions of service that members are eligible for under other Chapters. They do not seek to reproduce the entire package of pay, leave and other conditions for members overseas.

 


Part 2: Advice and administration for overseas conditions of service

 

 

This Part is reserved for publication in the ADF Pay and Conditions Manual of an administrative description of sources of advice and information about overseas conditions of service.


Part 3: Definitions for Chapters 12 to 17

12.3.1    Purpose of these definitions

 

The definitions in this Part apply to Chapters 12 to 17.

12.3.2    Accompanied member

1.

An accompanied member means a member who has a spouse or partner who meets all the following conditions.

 

a.

The spouse or partner meets the requirements under subsection 12.3.5.3 to be paid benefits under Chapters 12, 14, 15 and 16.

Examples:
1. A spouse who lives with the member at the posting location for 12 months.
2. A partner who lives at the posting location for more than six months, and the CDF has approved the period under subsection 12.3.5.4.

See: Section 12.3.5, Dependant

 

b.

The spouse or partner lives with the member at the posting location.

 

c.

The spouse or partner is not away from the posting location for a continuous period of more than four weeks.

Exception: Paragraph c does not apply if accompanying the member on recreation leave that the member accrued at the posting location.

2.

A spouse or partner may accompany a member at private expense. In these cases, the member is regarded as unaccompanied.

12.3.3    Allowable travel cost

1.

Allowable travel cost means the minimum cost of air travel between two locations. These conditions apply.

 

a.

Travel is by an airline with seats available.

 

b.

The airline offers a standard of safety and security comparable to air travel within Australia.

 

c.

Stopovers are avoided where possible.

 

d.

Concessions and discounts are used where possible. This includes discounts for advance purchase.

2.

The CDF may approve travel at a class higher than economy class. The benefit is the cost of the higher standard of travel, considered reasonable in the circumstances.

Example: The CDF might authorise a higher class of travel for a young child travelling alone to certain locations, on the ground that economy class does not provide suitable security.


 

3.

For subsection 2, the CDF must consider all these criteria.

 

a.

The standards of safety, security, amenity and hygiene at both ground facilities and on board the aircraft.

 

b.

The time of year when the travel is undertaken.

 

c.

The duration of the travel.

 

d.

The extent to which the person may, in the course of travel, be subjected to discrimination within the meaning of the Human Rights and Equal Opportunity Commission Act 1986.

 

e.

Any other factor relevant to the person's travel.

4.

The allowable travel cost also includes these costs, if applicable.

 

a.

Compulsory insurance costs the member paid to secure a discounted fare.

 

b.

Rebooking or cancellation fees, because travel was not possible on the scheduled date, for Service reasons.

 

Related information: Department of Finance and Deregulation, Resource Management Guidance RMG-405, Official International Travel – Approval and use of the Best Fare of the Day.

12.3.4    Data service provider

 

Data service provider means the company contracted by the Department of Defence to provide data about living costs and conditions at overseas posting locations.

12.3.5    Dependant

1.

For overseas conditions of service, a dependant means any of these persons.

 

a.

A spouse or partner who normally lives with the member.

 

b.

A child of the member, or of the member’s spouse or partner. The child must meet all these conditions.

 

i.

The child must be less than 18 years old.

 

ii.

The child must be dependent on the member.

 

iii.

The child must normally live with the member.

 

c.

A person recognised as a dependant with special needs under this Determination, regardless of age.

See: Chapter 1 Part 3 Division 2 section 1.3.84, Dependant with special needs


 

2.

The CDF may approve another person as a member's dependant. The following conditions apply.

 

a.

The person must be a relative of the member or of the member's spouse or partner.

 

b.

The CDF must specify the period the person is the dependant of the member and for what conditions of service benefits.

 

c.

The CDF must consider all of the following criteria before giving approval.

 

i.

The extent of the person’s dependency on the member.

 

ii.

Whether the person’s normal place of residence is the member’s normal place of residence.

 

iii.

The length and timing of the member’s posting period.

 

iv.

The period during which the person intends to live with the member at the posting location.

 

v.

If the person intends to leave the posting location, their reason for that.

 

vi.

The expected effect on the person, if the member could make alternative arrangements for the person’s care and maintenance.

 

vii.

Any other special circumstance bearing on the member’s relationship to the person.

3.

Benefits under Chapters 12, 14, 15 and 16 are provided for dependants. These conditions apply.

 

a.

The member must be on a long-term posting.

 

b.

The dependant must meet one of these conditions.

 

i.

The dependant lives, or intends to live, with the member at the posting location for at least 12 months.

 

ii.

The dependant is eligible for education assistance under Chapter 15 Part 6.

See: Chapter 15 Part 6, Education costs for children

4.

For subparagraph 3.b.i, the CDF may approve a period of longer than six months but less than 12 months. The CDF must consider all these criteria.

 

a.

The nature of the posting.

 

b.

The length of the posting period.

 

c.

The likely cost and benefit to the Commonwealth of providing benefits for the dependant.

Example: Advice from the financial manager in the member's Group about the cost impact on the Group's budget of fares, removals, storage, health care.

 

d.

The family circumstances of the member.

 

e.

Any other factor relevant to the posting.


12.3.6    Deployment

 

Deployment means warlike or non-warlike service overseas by members assigned for duty with a UN mission or a similar force.

12.3.7   Head of Post

 

Head of Post means the Australian Ambassador or High Commissioner responsible for the member’s posting location.

12.3.8   Location in Australia where member normally lives

 

A location in Australia where a member normally lives is where the CDF considers reasonable in the circumstances. This is if the member does not normally live at a particular location in Australia.

Example: A member has had five postings in the last 10 years, in various locations around Australia. The CDF may decide that it is reasonable to regard the member as normally living in the location where the member was recruited, or where their next of kin live.

12.3.9   Long-term posting overseas

1.

A long-term posting overseas is one of these periods.

 

a.

A continuous period of duty in an overseas country, for longer than six months.

 

b.

A continuous period of duty in a series of overseas countries, for longer than six months in total. The CDF may approve these periods of duty as a long-term posting. The CDF must consider all these criteria.

 

i.

The accommodation and living arrangements likely to be adopted by the member during the period of duty.

 

ii.

The period the member is to spend in each country.

 

iii.

Any other factor relevant to the period of duty.

 

c.

A period of short-term duty that the CDF extends beyond six months. The long-term posting starts on the date of approval of the extension.

2.

This subsection applies to a member who has spent time at a location while assigned to a deployment, and then does further duty there after the end of their deployment. The further duty is a long-term posting if the total period is longer than six months. The long-term posting starts on the date of approval of the further duty.

 

12.3.9A   Member posted before 1 July 2017

1.

Means a member for whom any of the following conditions apply.

 

a.

The member commenced a long-term posting overseas before 1 July 2017 and continued that posting on or after 1 July 2017.

 

b.

There is evidence that the member's Service made a decision before 1 July 2017 to post the member on a long-term posting overseas.

Examples: A posting order, warning order, List of Officers Postings, List of Sailors Postings, demi-official letter, posting schedule.

 

c.

The member began a training course before 1 July 2017 to specifically meet the requirements of a long-term posting overseas.

 

d.

The member applied in writing for an expression of interest for a long-term posting overseas, issued before 1 July 2017.

2.

Despite subsection 1, Assistant Secretary People Policy and Employment Conditions may decide that a member is a member posted before 1 July 2017.

 

Note: This section does not apply to any members on a long-term posting overseas on or after 1 July 2020.

See: Section 12.3.9B, Member posted on or after 1 July 2017

12.3.9B   Member posted on or after 1 July 2017

 

Means one of the following.

 

a.

For the period of 1 July 2017 to 30 June 2020 — a member who is not a member posted before 1 July 2017.

See: Section 12.3.9A, Member posted before 1 July 2017

 

b.

For the period beginning on 1 July 2020 — all members on a long-term posting overseas.

12.3.10   Non-warlike service

 

Non-warlike service means both these kinds of service for the purposes of the Veterans’ Entitlements Act 1986.

 

a.

Service with a Peacekeeping Force for the purposes of Part IV.

 

b.

Hazardous service for the purposes of section 120.

12.3.11   Operational area

 

Operational area means the specified area for the deployment in the table in section 17.7.6.

See: Chapter 17 Part 7 Division 1 section 17.7.6, Rate of allowance

 

12.3.12   Ordinary period of posting

 

The ordinary posting period is three years.

Exception: A shorter period may be specified for the posting location in column 2 of Part 1 of Annex 16.A or column 2 of Annex 16.B.

12.3.13   Overseas post

 

An overseas post means any office or other establishment of the Commonwealth where a member is required by the Commonwealth to serve overseas, for any purpose. This includes a mission, appointment, station or place in a country overseas.

12.3.14   Parent

 

A parent includes a guardian or other person who is responsible for the day-to-day care of a child.

12.3.14A   Post index

1.

Subject to subsection 2, the post index for a post index location is the standard figure provided to Defence by a data service provider for a location specified in Annex 12.3.B column 2, that corresponds with the post index location specified in column 1. The figure is modified by exchange rate variance from time to time.

2.

If either of the following circumstances apply, the post index for the posting location is 100.

 

a.

If the figure provided by the data service provider for the post index location is less than 100.

 

b.

The post index location is not listed in Annex 12.3.B column 1.

3.

The post index location listed in Annex 12.3.B column 1 for a member's posting location is determined according to the following.

 

Note: For the purpose of this subsection:
City means the city and any part of the city (unless otherwise specified).
State means a state, county, region, province or territory.

 

a.

If the posting location is Manhattan — the post index location is Manhattan.

 

b.

If the posting location is a city listed in Annex 12.3.B column 1 — the post index location is the city.

 

c.

If the posting location is a city that is not listed in Annex 12.3.B column 1 or an establishment and the state where the city or establishment is located is listed — the post index location is the state.


 

 

d.

If the posting location is a city or establishment and the state where the city or establishment is located is not listed in Annex 12.3.B column 1 — the post index location is the country where it is located.

 

e.

If paragraphs a, b, c or d do not apply — the post index location is not listed.

See: Subsection 2

 

See: Annex 12.3.B, Post index locations

12.3.15   Posting location

 

For overseas service, a posting location means the location overseas where the member is on a long-term posting.

12.3.16   Posting period overseas

 

A posting period overseas means the period between the days described in these two paragraphs.

 

a.

The posting period begins on the day the member starts duty at the posting location after any rest period.

Exception: A member may arrive at the posting location on a day observed locally as a weekend or public holiday. If they start duty on the next working day, the posting period begins the day the member arrives at the posting location.

 

b.

The posting period ends on the day the member leaves their settling-out accommodation at the posting location.

Exception: A member may depart from the posting location on a day observed locally as a weekend or public holiday. If the member finished duty on the preceding working day, the posting period ends on the day the member departs from the posting location.

12.3.17   Senior ADF representative

 

Senior ADF representative means the most senior Defence Force member at a posting location. This member has administrative authority for members serving at that location.

12.3.18   Short-term duty overseas

 

Short-term duty overseas means a temporary absence to go to an overseas location, away from the normal place of duty. The absence is authorised by the Commonwealth for the purpose of performing duty overseas, either from Australia or from a posting location overseas. The period of absence is expected to be no longer than six months.

 

12.3.19   Time zone hour

 

A time zone hour is a change of one time zone during air travel. It is measured using Coordinated Universal Time (old Greenwich Mean Time). Summer time and daylight saving time are disregarded for the purposes of this definition.

See:
Chapter 13 Part 2 Division 2 section 13.2.10, Definitions – time zone hour
Chapter 14 Part 4 Division 3 section 14.4.14, Definitions – time zone hour
Annex 12.3.A, International time zones

12.3.20   Unaccompanied member

 

An unaccompanied member means a member who is not an accompanied member. This can happen for one of these reasons.

 

a.

The member does not have dependants.

 

b.

The member informs the Overseas Administration Team in writing that they will be unaccompanied at the post.

 

c.

The member is required to be unaccompanied at the post for one of these reasons.

 

 

i.

Hardship.

 

 

ii.

Safety.

 

 

iii.

The long-term posting is too short to justify a removal.

 

d.

The member ceases to be an accompanied member while at the post.

 

 


Annex 12.3.A: International time zones


Annex 12.3.B: Post index locations

Column 1

Post index location

Column 2

The data service provider location

BELGIUM

Brussels

BRUNEI

Bandar Seri Begawan

CAMBODIA

Phnom Penh

CANADA

Canada

-

British Columbia

Vancouver

-

Ontario

Toronto

-

Quebec

Montreal

CHINA

Beijing

CYPRUS

Cyprus

ETHIOPIA

Addis Ababa

FIJI

Suva

FRANCE

France

-

Paris

Paris

GERMANY

Berlin

INDIA

New Delhi

INDONESIA

Jakarta

ISRAEL

Tel Aviv

ITALY

Italy

-

Genoa

Genoa

-

Rome

Rome

JAPAN

Tokyo

JORDAN

Amman

KIRIBATI

Tarawa

KOREA

Seoul

KUWAIT

Kuwait City

MALAYSIA

Kuala Lumpur

MARSHALL ISLANDS

Majuro

MICRONESIA

Pohnpei

MYANMAR

Yangon

NETHERLANDS

Amsterdam

NEW ZEALAND

New Zealand

-

Auckland (Region)

Auckland

-

Christchurch

Christchurch

-

Wellington (Region)

Wellington

PAKISTAN

Islamabad

PALAU

Koror

PAPUA NEW GUINEA

Port Moresby

PHILIPPINES

Manila

SAMOA

Apia

SAUDI ARABIA

Riyadh

SINGAPORE

Singapore

SOLOMON ISLANDS

Honiara

SPAIN

Spain

-

Madrid

Madrid


 

Column 1

Post index location

Column 2

The data service provider location

SRI LANKA

Colombo

THAILAND

Bangkok

TIMOR-LESTE

Dili

TONGA

Nukualofa

TURKEY

Ankara

TUVALU

Funafuti Atoll

UNITED ARAB EMIRATES

Abu Dhabi

UK

United Kingdom

-

London

Central London

USA

USA

-

Alaska

Anchorage

-

California

Los Angeles

-

Colorado

Denver

-

Connecticut/Rhode Island

Hartford

-

Florida

Miami

-

Georgia

Atlanta

-

Guam

Guam

-

Hawaii

Honolulu

-

Illinois

Chicago

-

Maryland/Virginia, including Washington DC

Washington DC

-

Massachusetts

Boston

-

Missouri

St Louis

-

New York State

New York (excluding Manhattan)

 

-

Manhattan

Manhattan

-

Texas

Dallas

-

Washington State

Seattle

VANUATU

Port Vila

VIETNAM

Hanoi

 


Part 4: Service with the United Nations

12.4.1    Purpose

 

The purpose of this Part is to outline the conditions of service for members undertaking a period of service with the United Nations (UN).

12.4.2    Period of service with the UN counts as service

 

An approved period of service with the UN counts as service for the purpose of salary increments and accrual of service for long service leave.

See:
Chapter 3 Part 2, Administration of salaries
Chapter 5 Part 5, Long service leave

12.4.3    Contents

 

This Part includes the following Divisions.

 

Division 1

Member remunerated by the UN

 

Division 2

Member remunerated by the ADF

 


Division 1: Member remunerated by the UN

12.4.4    Purpose

 

The purpose of this Division is to outline the conditions of service for members who meet both of the following conditions.

 

a.

They are undertaking a period of service with the UN.

 

b.

They are receiving remuneration from the UN.

12.4.5    Member this Division applies to

 

This Division applies to a member who meets both of the following conditions.

 

a.

They are released from duty to undertake a period of service with the UN.

 

b.

They are receiving remuneration from the UN.

12.4.6    Allowances and benefits not payable

1.

A member and their dependants are not eligible for benefits under Chapters 1 to 17 for the following periods.

 

a.

The period of service with the UN.

 

b.

Any period immediately before or after the period of service with the UN, in relation to the following.

 

i.

Conditions of service for long-term posting overseas that would be payable in relation to the period of service.

 

ii.

Travel costs or any other costs incurred by the member or a dependant in connection with the service with the UN.

2.

Despite subsection 1, the CDF may approve the following benefits, as if the member were going on, or on a long-term posting.

 

a.

Storage of the member's and dependant's possessions within Australia at Commonwealth expense, while the member is on a period of service with the UN.

 

b.

Reimbursement for insurance of the possessions stored under paragraph a.

 

c.

Outlay advance.

 

d.

Assistance with health services provided overseas for a member and their dependants.

 

e.

Temporary accommodation allowance while in Australia.


 

3.

For subsection 2, the CDF must consider all the following factors.

 

a.

Whether there is a similar benefit provided by the UN.

 

b.

The costs incurred by the member and dependants.

 

c.

Any other factor relevant to the member's circumstances during the approved period of service with the UN.

 


Division 2: Member remunerated by the ADF

12.4.7    Purpose

 

The purpose of this Division is to outline the conditions of service for members undertaking a period of service with the UN and receiving remuneration from the ADF.

12.4.8    Member this Division applies to

 

This Division applies to a member who meets both of the following conditions.

 

a.

The member is released from duty to undertake a period of service with the UN.

 

b.

The member is receiving remuneration from the ADF.

12.4.9    Allowances and benefits payable

 

Chapters 1 to 12 and Chapters 14 to 16 apply to a member under this Division as if the member were on a long-term posting overseas.

 

Note: The member is subject to any eligibility conditions set out in the allowance or benefit.

12.4.10   Leave arrangements during the period of service with the UN

 

The member must use their ADF leave credits when taking any period of leave during their service with the UN.

 

Note: This includes periods of leave that the member has been directed to take by the UN.

 

 


Chapter 13: Short-term duty overseas

13.0.1   Overview

 

This Chapter contains information for members who undertake short-term duty overseas. It covers the range of travel benefits and allowances available.

13.0.2   Contents

 

This Chapter includes the following Parts.

 

Part 1

Overview

 

Part 2

Overseas travel benefits

 

Part 3

Travel costs for short-term duty overseas

 

Part 4

Special conditions and allowances – ADF only

 

Part 1: Overview

13.1.1    Purpose

1.

This Chapter describes the benefits and allowances that apply when members travel overseas on short-term duty.

2.

The Chapter covers standard benefits, such as class of air travel and rest periods. It also covers payment of travel costs for short-term duty overseas. It sets out the various ways a member may become eligible for more or less than the standard limits on payment of travel costs.

13.1.2    Member this Chapter applies to

 

This Chapter applies to a member who performs short-term duty overseas. This includes both the following.

 

a.

A member who performs short-term duty overseas while on a long-term posting.

See: Chapter 15 Part 3 Division 1, Travel for short-term duty while on long-term posting

 

b.

A member on Reserve service.

13.1.3    Member this Chapter does not apply to

1.

This Chapter does not apply to any of these members.

 

a.

The CDF.

 

b.

The Vice Chief of the Defence Force.

 

c.

Service Chiefs.

 

See also: Chapter 12 Part 1 section 12.1.2, Member Chapters 12 to 16 do not apply to

2.

Parts 1, 2 and 3 do not apply to a member on an officially approved activity overseas, as described in Part 4 Division 2.

See: Part 4 Division 2, Officially approved activities

 

Note: Members on short-term duty are eligible for some hardship location conditions if they meet the eligibility conditions.

See: Chapter 16, Overseas hardship locations

13.1.4    Member on short term duty ill or injured

 

A member on short-term duty overseas who is seriously or very seriously ill, may be eligible for support under the Australians dangerously ill scheme under Chapter 17 Part 4.

See: Chapter 17 Part 4, Australians dangerously ill scheme – overseas

 


Part 2: Overseas travel benefits

13.2.1    Overview

1.

When a member travels overseas on short-term duty, they are eligible for travel in particular classes. They may also be eligible for rest periods for the journey.

2.

This Part covers these and other travel-related benefits for members.

13.2.2    Definitions

 

This table defines terms used in this Part.

 

Term

Definition in this Chapter

Time zone hour

A change of one time zone during air travel, measured using Coordinated Universal Time (old Greenwich Mean Time).

Travel time

A period that:

§  begins with the latest allowed check-in time for the scheduled departure

§  ends with the actual arrival time at the destination airport

§  excludes all:

-   rest periods

-   leave
-   stopovers where members are not on duty.

13.2.3    Contents

 

This Part includes these Divisions.

 

Division 1

Class of air travel

 

Division 2

Rest periods

 

Division 3

Accompanied travel

 

Division 4

Miscellaneous costs of short-term duty overseas

 


Division 1: Class of air travel

13.2.4    Member this Division does not apply to

 

This Division does not apply to these members.

 

a.

Members who hold the rank of Colonel or lower, travelling to, on or from a deployment.

See: Chapter 17 Part 3 section 17.3.2, Class of air travel – warlike and non-warlike deployments

 

b.

Members who travel in an aircraft owned or chartered by the Commonwealth. The travel arrangements are as provided on board the aircraft.

 

c.

Groups of members who hold the rank of Colonel or lower, travelling together by commercial air service on operations, exercises, training or to perform ceremonial duties. These groups are eligible for travel economy class.

Example: A class of members on an overseas study tour, or members of a ceremonial party or military band.

Exception 1: A member with the rank of Brigadier may choose to travel in business class.

Exception 2: The CDF may approve a higher class of travel for a class of members on an overseas study tour. The CDF must consider the costs and benefits of travel at the higher class, the members' rank, and the nature of the study tour.

 

See also:
Chapter 12 Part 1 section 12.1.2, Member Chapters 12 to 16 do not apply to
Part 1 section 13.1.3, Member this Chapter does not apply to

13.2.5    Special travel requirements

 

A member has special travel requirements if both these conditions are met.

 

a.

A doctor certifies them as pregnant at the time of travel.

 

b.

Their actual travel time in an aircraft is longer than five hours.

13.2.6    Class of air travel for short-term duty

1.

If a member is required to travel by air on short-term duty overseas, then they are eligible for travel in these classes.

 

a.

Business class, if available.

 

b.

First class, if business class is not available and they hold the rank of Brigadier or higher.

 

c.

Economy class, if business class is not available and they hold the rank of Colonel or lower.


 

 

d.

First class, if business class is not available on a USA domestic carrier for travel between Hawaii and the USA mainland.

2.

This section applies to all these kinds of travel.

 

a.

Overseas from Australia.

 

b.

Domestically within a foreign country.

 

c.

Between foreign countries.

 

d.

Within Australia on flights that are directly associated with the member's overseas travel.

Example 1: A member is eligible to fly business class from Sydney to South Africa. The flight goes from Sydney to Perth to Johannesburg. An international aircraft operates the entire route. The member is eligible to fly business class the entire trip.

Example 2: A member posted in Melbourne is authorised to attend a conference in London. As part of the preparation, the member must attend a meeting in Perth immediately before travelling from Perth to London direct. The travel from Melbourne to Perth is treated as part of the overseas travel under this Division.

13.2.7    Downgrading the class of air travel

 

A member must not downgrade their class of air travel or depart from their approved itinerary for personal or financial gain.

13.2.8    CDF discretion for first class air travel

1.

The CDF may upgrade a member to first class for special reasons. This can happen where a member is not eligible for first class air travel under paragraph 13.2.6.1.b.

2.

When making this decision, the CDF must consider all these criteria.

 

a.

The standards of hygiene and amenities that the class of air travel would otherwise provide. This includes both at the airport in and the air.

 

b.

The member’s health.

 

c.

The time of year the travel is happening.

 

d.

The length of the journey.

 

e.

If any duties are being performed during travel.

 

f.

If part of a delegation, its size and structure, and any need to conduct business during travel.

 

g.

If the member is travelling with someone for duty, that person's status and class of air travel. This includes travel with senior government officials.

Examples:
Parliamentary delegations.
Ministers.
The CDF.
The Vice Chief of the Defence Force.
Service Chiefs.
Secretaries of Departments.

 

h.

If the member might be subjected to discrimination during travel, as defined by the Human Rights and Equal Opportunity Commission Act 1986.

 

i.

Any other factor relevant to the travel.


Division 2: Rest periods

13.2.9    Purpose

 

Rest periods provide a chance to recover from jet lag, during or after air travel undertaken for duty.

13.2.10   Definition – time zone hour

 

A time zone hour is a change of one time zone during air travel. It is measured using Coordinated Universal Time (old Greenwich Mean Time). Summer time and daylight saving time are disregarded for the purposes of this definition.

See:
Chapter 12 Part 3 section 12.3.19, Definition – time zone hour
Chapter 14 Part 4 Division 3 section 14.4.14, Definition – time zone hour
Annex 12.3.A, International time zones

13.2.11   Rest period benefits

1.

A rest period is between 12 and 24 hours. The member is considered on duty for conditions of service purposes.

2.

This table describes the eligibility for rest periods.

 

Item

If travel by the direct route is…

then the member is eligible for…

1.

for at least four time zone hours, or with a travelling time of at least 12 hours

one rest period.

2.

for at least six time zone hours

two rest periods.

 

3.

The same eligibility applies to the journey, whether it is by a direct or indirect route.


4.

The member may choose whether to take a rest period during the journey or at the final destination, or both.

Example 1: A member travels from Sydney to Los Angeles direct. The journey is six time zone hours. The member is eligible for two rest periods and takes them on arrival in Los Angeles.

Example 2: A member is approved to travel from Sydney to New York via London (indirect). The time zone difference between Sydney and New York by the direct route is nine time zone hours, so the member is eligible for two rest periods. The member chooses to take one rest period in London and one on arrival in New York.


5.

If a rest period taken at the journey’s destination falls outside normal working hours, it will not entitle the member to time off duty instead.

6.

A member may have an unavoidable stopover on the journey. If the stopover is at least 12 hours, it will be regarded as a rest period. This will satisfy the rest period benefit under this section.

7.

No journey can have more than two rest periods.


 

8.

For an overnight rest period, the member is eligible to be paid both these costs.

 

a.

Accommodation costs as if the member were on duty.

 

b.

The meal and incidental components of travel costs.

See: Part 3, Travel costs for short-term duty overseas

13.2.12   Recreation leave with rest periods

1.

This section applies to a member who has been approved to take recreation leave during or after a journey.

2.

A member may take a rest period at the same location as recreation leave. The duration of the rest period is the same as if the member was to continue the journey without taking leave.

3.

Time spent on a rest period is not to be deducted from recreation leave credits.


Division 3: Accompanied travel

13.2.13   Spouse accompanying member on short-term duty overseas

1.

A member is not eligible to have their spouse or partner accompany them at Commonwealth expense on short-term duty overseas.

 

Exception: The CDF may approve travel for a spouse or partner to accompany the member at Commonwealth expense for representational purposes. Approval may only be given if the CDF is satisfied that it is demonstrably in the interests of the Commonwealth, given the purpose of the travel, for the member to be accompanied by their spouse or partner.

2.

If the CDF approves accompanied travel on short-term duty overseas, the member is eligible for all the following, as applicable.

 

a.

The reasonable additional cost of accommodation (including for rest periods).

 

b.

The spouse’s or partner's transportation cost by the same mode and class of travel as the member. This is the only transportation cost payable for the member's spouse or partner.

 

c.

Costs incurred for meals, up to the same daily limit as the member’s meal costs benefit under Annex 13.3.A for short-term duty overseas.

See: Annex 13.3.A, Travel costs

 


Division 4: Miscellaneous costs of short-term duty overseas

13.2.14   Insuring personal effects

1.

The Commonwealth may provide or arrange insurance against loss or damage to members' personal effects carried on overseas visits.

2.

If the Commonwealth does not do this, members are eligible for the reimbursement of one of the following, whichever is less.

 

a.

The premium paid to insure personal effects.

 

b.

The cost of a premium that would insure personal effects for AUD 3,000.

13.2.15   Death of member or dependant

 

If a member or dependant dies while on short-term duty overseas, Chapter 15 Part 9 section 15.9.3 or section 15.9.3A applies.

 

See: Chapter 15 Part 9
Section 15.9.3, Assistance if member dies
Section 15.9.3A, Assistance if dependant dies

 

Part 3: Travel costs for short-term duty overseas

13.3.1    Purpose

 

This Part sets out how a member who travels on short-term duty overseas may use an official charge card (the Defence travel card) to pay their reasonable travel costs.

13.3.2    Basis

 

Use of the travel card is based on the principle that a member will neither gain nor lose financially when they travel on Defence business.

13.3.3    Contents

 

This Part includes these Divisions and Annex.

 

Division 1

Rates, limitations and specific situations

 

Division 2

Equipment costs

 

Annex 13.3.A

Travel costs:

 

 

    Part 1: Brigadier or higher

 

 

    Part 2: Colonel or lower

13.3.4    Member eligible to use the travel card

 

Subject to this Part, a member on short-term duty overseas is eligible to use the travel card to pay the cost of meals, accommodation, incidentals and equipment.

13.3.5    Member not eligible to use the travel card

 

A member on short-term duty overseas is not eligible to use the travel card while they are on either of the following types of leave.

 

a.

Recreation leave.

 

b.

Long service leave.


Division 1: Rates, limitations and specific situations

13.3.6    Travel costs while living out

1.

A member who lives out during short-term duty overseas may use the travel card to pay the travel costs set out in this table.

 

Item

If the member's rank is…

then they may use the travel card to pay for…

up to a daily
maximum amount of…

1.

Brigadier or higher

accommodation on each night in the period

the cost of accommodation of a reasonable standard for:

a.  their classification, and

b.  the nature of the duties performed.

meals for each day of the period

the rate in Part 1 of Annex 13.3.A for the location.

incidentals for each day of the period

the rate in Part 1 of Annex 13.3.A for the location.

2.

Colonel or lower

accommodation on each night in the period

the cost of accommodation of a reasonable standard for:

a.  their classification, and

b.  the nature of the duties performed.

meals for each day of the period

the rate in Part 2 of Annex 13.3.A for the location.

incidentals for each day of the period

the rate in Part 2 of Annex 13.3.A for the location.

 

 

Related Information:
1. See section 13.3.9 for maximum costs for incomplete days at the start and end of the period of duty at a location overseas.
2. For a member travelling to Australia on short-term duty see Chapter 9 Part 5, Payment of travel costs.

2.

The member may not be able to use the card to pay for a meal directly. In this case, they may use the card to withdraw cash from an automatic teller machine (ATM) to pay for the meal. They must not withdraw more than their maximum benefit.

3.

A member might get an allowance for accommodation, meals or incidentals from a
non-Commonwealth organisation for a period and location. The member has no eligibility under this Part for the costs for the same period and location.

See also: Section 13.3.12, Top-up of costs paid by another organisation

4.

For this Part, a member attending the Royal College of Defence Studies in the UK is taken to hold the rank of Brigadier.


13.3.7    Member eligible for allowance instead of using travel card

1.

A member may be eligible for an allowance to pay their travel costs if they meet both these conditions.

 

a.

They are on short-term duty overseas.

 

b.

They have not got a travel card to pay overseas travel costs.

 

The amount of the allowance is up to what they would normally pay for accommodation, meals and incidentals with the travel card.

Example: A member on long-term posting in an overseas location may not have access to a travel card when they go on short-term duty to another location.

2.

The member must keep receipts to show their accommodation costs.

3.

Receipts are not required for meal and incidental costs.

13.3.8    Limits on benefits

1.

A member is not eligible to use the travel card for accommodation or meals if any of these conditions are met.

 

a.

The Commonwealth, a carrier or anyone else provides meals at no cost to the member.

Example: The member is not eligible for breakfast if it was provided as part of an accommodation tariff.

 

b.

They are included in a fare paid for travel during the period of duty.

Example: An in-flight meal on an overseas flight is a meal provided in the fare payable for the travel.

 

c.

The member's travel continues overnight without a break for accommodation.

2.

A member is not eligible for an amount for accommodation provided on a non-commercial basis.

Example: The member stays privately at their aunt's home while on short-term duty overseas. They are not to use cash withdrawn from the travel card to pay their aunt for the accommodation.

3.

A member may need to travel within Australia as part of their journey to get to an overseas location for short-term duty. In this case, they are not eligible to use the travel card at the rates under this Part to pay the domestic travel costs.

Example: A member must fly from Perth to Sydney to get to New York for short-term duty. They must use their benefit under Chapter 9 Part 5 to pay costs for the Perth–Sydney flight. They must then use this Part for their journey from Sydney to New York. Their eligibility for business class travel is not affected by this Part.


 

4.

This subsection applies to a member who meets both these conditions.

 

a.

The member is living out at a location for five days or longer. The member’s days of arrival and departure do not count towards the five days.

See: Section 13.3.9, Reduced rates for meals on day of arrival or departure

 

b.

The member's accommodation provides cooking facilities and utensils. The facilities are of a standard that would allow the member to prepare their own meals.

5.

The maximum meal amount for the member is limited. It is two-thirds of the amount to which the member would normally be eligible under the table in section 13.3.6.

13.3.9    Reduced rates for meals on day of arrival or departure

1.

The rate for meals on the day a member arrives or departs depends on what time they arrive or depart.

2.

The rate for meals based on arrival time is worked out by multiplying the standard daily rate for meals by the appropriate percentage from this table.

 

Item

If the member arrives at the location…

then the rate they are eligible for on the day is…

1.

before 0700

100%

2.

between 0700 and 1300

75%

3.

between 1301 and 1900

50%

4.

after 1900

Nil

 

3.

The rate for meals based on departure time is worked out by multiplying the standard daily rate for meals by the appropriate percentage from this table.

 

Item

If the member departs from the location...

then the rate they are eligible for on the day is…

1.

before 0700

Nil

2.

between 0700 and 1300

25%

3.

between 1301 and 1900

50%

4.

after 1900

100%

13.3.10   Reduced eligibility for incidentals

1.

The rate for incidental costs on the day a member arrives or departs depends on what time they arrive or depart. They are only eligible for half the daily rate in either of these situations.

 

a.

They arrive after noon.

 

b.

They depart before noon.


 

2.

A member is eligible for half the normal rate for incidental costs if they meet any of these conditions.

 

a.

They stay on duty at a location after being on short-term duty there for a continuous period of 28 days. They get half the listed rate for the period beyond the 28 days.

 

b.

They are on a long-term posting overseas, and they go on short-term duty within the country of posting. The lower benefit applies to the short-term duty only.

Example: A member is on posting in Washington DC. They travel on business to Seattle. They get half the listed rate for incidental costs for the trip.

See: Chapter 15 Part 3 Division 1, Travel for short-term duty while on long-term posting

 

c.

They are in an overseas country on leave and the CDF recalls them to undertake short-term duty in that country. They get half the listed rate for the short-term duty only.

 

d.

They are accommodated on board a seagoing ship while it is visiting an overseas port. They get half the listed rate during the visit.

3.

A break of less than seven days from their short-term duty location may not break a member's continuity for the purposes of paragraph 2.a above. The break does not count if the member was advised that the period of absence was to be for less than seven days.

Example: A member has been on short-term duty in Washington DC for 21 days. They travel on duty to Chicago for two-day conference, which they attend as planned. When they return, they still have five days on the full incidental rate before the rate drops to half.

Non-example: A member has been on short-term duty in New Delhi for 15 days. They are advised to undertake short-term duty in Colombo for three days. For reasons beyond their control, the duty in Colombo takes eight days. This breaks continuity for paragraph 2.a. When they return to New Delhi, they have a further 28 days on the full incidental rate before the rate drops to half.

13.3.11   Additional travel costs

1.

A member's maximum benefit may be less than they actually spend on accommodation, meals or incidentals on their short-term duty. In this case, the CDF may approve their use of an additional amount on the travel card.

2.

The CDF must consider all these criteria.

 

a.

The length of the member’s short-term duty period.

 

b.

The nature of the duties the member undertakes.

 

c.

The nature and cost of meals, accommodation and relevant services at the location of the duty.

 

d.

Any other factor relevant to the costs.

 

Example 1: A member is required to accompany the Minister, Secretary, CDF, VCDF or a Service Chief. They may be allowed to use the travel card to buy accommodation at the same hotel as the person they are working with.

Example 2: A member is required to lead a delegation overseas. They may be allowed to use the travel card to pay for a hotel suite for extra office space.

13.3.12   Top-up of costs paid by another organisation

1.

A non-Commonwealth organisation might pay some of a member's travel costs, but less than the member would be eligible for under this Part. The member may apply for additional travel costs under section 13.3.11.

See also: Subsection 13.3.6.3, Travel costs while living out

2.

This section does not apply if the member is on exchange duty overseas.

13.3.13   Travel costs when in hospital

 

A member of any rank who is in hospital for a period during short-term duty overseas has these benefits.

 

a.

They may use the travel card to pay for these costs.

 

i.

Incidentals up to the maximum for a Colonel or lower in the table in section 13.3.6.

 

ii.

Continuing costs they cannot avoid for accommodation and other charges outside the hospital. The Commonwealth will not pay more than the limit of their benefit under this Part.

Example: Ongoing hotel costs for retaining accommodation or storing baggage.

 

b.

If they could not use the travel card to pay for costs in subparagraph a.ii, they may be reimbursed by other means.

13.3.14   Confirming actual travel costs

1.

A member must confirm their costs on the travel card using the Department of Defence’s card management system. They must do this within 28 days after they end their short-term duty overseas.

Example: The member might present receipts for the payments.

2.

If the member has spent more on the travel card than they were eligible for (including any extra amount approved by CDF), they must repay the difference to the Commonwealth.

3.

If the member has not used their maximum benefit for meals and incidentals when they confirm their costs, they are not eligible for the unused costs.

13.3.15   Part-day travel

1.

A member who meets all of the following conditions is eligible for part-day travelling allowance.

 

a.

The member is required to perform duty away from the location where the member normally performs duty.

 

b.

The member holds the rank of Colonel or lower.

 

c.

The member is absent from their normal duty location for more than 10 hours.

 

d.

The member is not absent from their normal duty location overnight.


 

 

Example: A Lieutenant Colonel leaves home at 0600 to travel to a meeting in another city. The member returns home at 2100. The member is away from home for 15 hours. The member is eligible for part-day travelling allowance.

2.

Part-day travelling allowance is an amount calculated at 60% of the meal amount listed for the location in Part 2 of Annex 13.3.A.

See: Annex 13.3.A, Travel costs

3.

A member must not use the Defence travel card to claim part-day travelling allowance.

Note: Part-day travelling allowance is paid through the pay system and is taxable. The member would still use their Defence travel card to purchase fares for their journey.

13.3.16   Travelling allowance while living in

1.

A member who lives in during short-term duty overseas is eligible for travelling allowance for each day in the period of duty. This table sets out how this allowance is worked out for members of any rank.

 

Item

The member is eligible for an amount for…

up to a daily maximum of…

1.

compulsory mess charges and accommodation

the amount of the charges.

2.

meals

an amount that the CDF considers reasonable, but not more than the applicable limit in Annex 13.3.A for the location.

3.

incidentals

the applicable amount in Annex 13.3.A for the location.

 

2.

For item 2 of the table, the CDF must consider all these criteria.

 

a.

The location where the member is accommodated.

 

b.

The cost of meals at the location.

 

c.

The nature of the member's accommodation and living arrangements.

 

d.

Any other factor relevant to the member's meals.

 


Division 2: Equipment costs

13.3.17   Purpose

 

The payment of basic equipment costs helps a member in two ways when they travel from Australia to short-term duty overseas.

 

a.

It helps them pay for travel equipment and other necessary items.

Examples: A suitcase, a foreign electricity adaptor, a world clock.

 

b.

It has an element to pay them for the extra wear and tear on their possessions.

13.3.18   Benefit

1.

A member is able to use the travel card to buy equipment up to a maximum of the relevant of the following.

 

a.

AUD 115 for travel to New Zealand.

 

b.

AUD 225 for any other travel.

2.

A member can use the travel card to buy equipment to the total of AUD 225 in any three-year period.

 

Example: A member travels to New Zealand and spends AUD 115 to buy a suitcase. Two years later, the member travels to the United States. The member may only use the travel card to buy equipment up to AUD 110.

3.

A member is not to use the travel card to pay for equipment for use in these situations.

 

a.

Participating in an approved ADF activity such as overseas adventure training, sports events or work experience.

 

b.

Serving in a seagoing ship or submarine and required to live ashore while the vessel is in an overseas port.

 

c.

Travelling on short-term duty to Australia from an overseas location where they are on a long-term posting.

 

d.

For use at a long-term posting.

4.

If a member uses the travel card to buy equipment and then does not go overseas, they must repay the total amount to the Commonwealth.

5.

The CDF may waive the repayment, if satisfied that they are unable to recover the cost of any items they bought.

 

13.3.19   Additional equipment costs

1.

A member may use the travel card to buy special clothing for overseas climates that are different from the usual climate at their normal place of duty.

2.

The CDF may authorise the member to use the travel card to buy additional equipment. Approval can only be given if the CDF is satisfied that the maximum benefit under section 13.3.18 is not enough to meet the member's needs.

3.

The CDF must consider all these criteria.

 

a.

The climate at the member’s destination compared to the climate at their normal place of duty.

 

b.

The length of the proposed travel.

 

c.

The means of travel.

 

d.

The climate likely to be met at locations during the travel.

 

e.

The duties the member will perform during the travel.

 

f.

How much clothing the Commonwealth supplies the member for the travel.

 

g.

How much more wear and tear the member’s clothing will face due to the travel, compared to ordinary wear and tear.

 

h.

Any Commonwealth money the member was eligible for to buy clothes for previous duty travel within Australia or overseas.

4.

An authorised member may use the travel card to spend up to AUD 205 on additional equipment. The member may spend up to this amount once in any three-year period for use in each of these three regions as they are identified in the CDF approval.

 

a.

A tropical region.

 

b.

A cold region.

 

c.

Another climatic region.

5.

The member may be approved to spend a further AUD 205 for additional equipment in any three-year period. Approval may only be given if the CDF is satisfied that they meet all these conditions.

 

a.

They are to travel on short-term duty to a location.

 

b.

They are likely to be exposed to an extremely cold winter climate at that location.

 

c.

The additional equipment they are eligible to buy under section 13.3.18 and subsection 4 above will not meet their clothing needs for travel to the location.


 

6.

This table gives examples of how this section is applied.

 

Item

Climate

Examples: additional equipment allowance applies

Non-examples: additional equipment allowance does not apply

1.

Tropical

Destination: Singapore

Normal place of duty: Melbourne Reason: The two places have different climates (tropical and temperate).

Destination: Papua New Guinea

Normal place of duty: Cairns

Reason: Both are tropical climates.

2.

Cold

Destination: UK in January

Normal place of duty: Brisbane in January

Reason: The two places have different climates at that time of year.

Destination: UK in April

Normal place of duty: Melbourne in April

Reason: The two places have similar climates at that time of year.

3.

Extreme cold
(subsection 5)

Destination: Moscow or northern Canada in winter

Normal place of duty: Sydney

Reason: Moscow and northern Canada have extremely cold winter climates.

Destination: Moscow in summer

Normal place of duty: Sydney

Reason: The two places have similar climates at that time of year.

 

7.

Additional equipment allowance may be paid to members on long-term overseas postings who must travel to other overseas locations for short-term duty.

13.3.20   Member not provided with travel card

1.

A member who is eligible under this Division may get an allowance for their equipment costs. This is only if they meet these two conditions.

 

a.

They are travelling on short-term duty overseas.

 

b.

They have not got a travel card.

2.

The limit of the allowance is the amount they would be eligible for if they used the travel card under this Division.

 


Annex 13.3.A: Travel costs

 

This Annex sets out maximum travel costs payable using the travel card on short-term duty overseas.

Part 1: Brigadier or higher

Item

Place

Currency

Limit for each day: meals

Limit for each day: incidentals

1A.

Algeria

USD

101

20

1.

Argentina

ARS

690

197

2.

Australia

See: Chapter 9 Part 5, Payment of travel costs

-

-

-

3.

Austria

EUR

144

35

4.

Bahrain

BHD

71

17

5.

Bangladesh

BDT

12099

3203

6.

Barbados

BBD

522

110

7.

Belgium

EUR

201

42

8.

Brazil

USD

261

55

9.

Brunei

BND

163

46

10.

Cambodia

USD

128

37

11.

Canada

CAD

275

58

12.

Chile

USD

156

41

13.

China – Hong Kong

HKD

2023

426

14.

China – Macau

MOP

2084

439

15.

China – elsewhere

CNY

1601

337

16.

Cook Islands

NZD

243

59

17.

Croatia

HRK

892

236

18.

Cyprus

EUR

144

35

19.

Czech Republic

CZK

3109

823

20.

Denmark

DKK

1628

315

21.

Egypt

EGP

1092

289

22.

Ethiopia

ETB

1629

514

22A.

Federated States of Micronesia

USD

89

13

23.

Fiji

FJD

242

69

24.

Finland

EUR

201

42

25.

France

EUR

201

42

26.

Germany

EUR

144

35

27.

Greece

EUR

144

35

27A.

Guam

USD

132

24

28.

Hungary

HUF

35259

9333

29.

Iceland

ISK

32333

6807

30.

India

INR

9247

2448

31.

Indonesia

IDR

1544384

408807

32.

Iran

IRR

1910607

505749

33.

Irish Republic

EUR

144

35

34.

Israel

USD

261

55


 

Item

Place

Currency

Limit for each day: meals

Limit for each day: incidentals

35.

Italy

EUR

201

42

36.

Japan

JPY

25913

5455

37.

Jordan

JOD

185

39

38.

Kazakhstan

USD

156

41

39.

Kenya

KES

13363

3537

40.

Korea Republic

KRW

297926

62721

41.

Korea Republic – US Bases

USD

188

46

42.

Kuwait

KWD

54

13

43.

Laos

USD

128

37

44.

Lebanon

USD

188

46

45.

Luxembourg

EUR

201

42

46.

Malaysia

MYR

492

130

47.

Malta

EUR

120

32

47A.

Marshall Islands

USD

92

23

48.

Mauritius

MUR

4839

1281

49.

Mexico

USD

156

41

50.

Monaco

EUR

201

42

50A.

Mongolia

USD

67

15

50B.

Morocco

MAD

943

200

51.

Myanmar

USD

156

41

52.

Nauru

AUD

95

30

53.

Nepal

NPR

12184

3481

54.

Netherlands

EUR

201

42

55.

New Caledonia

XPF

23680

4985

56.

New Zealand

NZD

243

59

57.

Nigeria

NGN

42399

8926

58.

Norway

NOK

1733

355

59.

Oman

OMR

100

21

60.

Pakistan

PKR

8652

2732

60A.

Palau

USD

120

24

61.

Papua New Guinea

PGK

588

124

62.

Philippines

PHP

6722

1779

63.

Poland

USD

156

41

64.

Portugal

EUR

120

32

65.

Qatar

USD

261

55

66.

Russia

USD

284

55

67.

Rwanda

RWF

98,419

26,052

68.

Samoa

WST

445

108

69.

Saudi Arabia

SAR

584

154

70.

Senegal

EUR

144

35

71.

Singapore

SGD

331

70

72.

Solomon Islands

SBD

1116

296

73.

South Africa

ZAR

1272

363

73A.

South Sudan

USD

72

17


 

Item

Place

Currency

Limit for each day: meals

Limit for each day: incidentals

74.

Spain

EUR

144

35

75.

Sri Lanka

LKR

16710

4774

76.

Sudan

USD

128

37

77.

Sweden

SEK

1761

371

78.

Switzerland

CHF

268

52

79.

Syria

SYP

15598

4129

79A.

Tanzania

TZS

188947

39568

80.

Thailand

THB

4826

1278

81.

Timor-Leste

USD

128

37

82.

Tonga

TOP

284

75

83.

Turkey

USD

188

46

83A.

Tuvalu

AUD

142

25

84.

Uganda

USD

128

37

85.

Ukraine

USD

156

41

86.

United Arab Emirates

AED

958

202

87.

United Kingdom

GBP

172

36

88.

USA

USD

188

46

89.

Vanuatu

VUV

18547

4524

90.

Venezuela

USD

261

55

91.

Vietnam

USD

128

37

92.

Other countries

AUD

95

30

Part 2: Colonel or lower

Item

Place

Currency

Limit for each day: meals

Limit for each day: incidentals

1A.

Algeria

USD

79

20

1.

Argentina

ARS

542

172

2.

Australia

See: Chapter 9 Part 5, Payment of travel costs

-

-

-

3.

Austria

EUR

120

32

4.

Bahrain

BHD

59

16

5.

Bangladesh

BDT

9608

2847

6.

Barbados

BBD

421

92

7.

Belgium

EUR

162

35

8.

Brazil

USD

211

46

9.

Brunei

BND

128

41

10.

Cambodia

USD

101

32

11.

Canada

CAD

222

48

12.

Chile

USD

124

37

13.

China – Hong Kong

HKD

1633

355

14.

China – Macau

MOP

1682

366

15.

China – elsewhere

CNY

1292

281

16.

Cook Islands

NZD

201

53


 

Item

Place

Currency

Limit for each day: meals

Limit for each day: incidentals

17.

Croatia

HRK

708

210

18.

Cyprus

EUR

120

32

19.

Czech Republic

CZK

2469

732

20.

Denmark

DKK

1418

263

21.

Egypt

EGP

867

257

22.

Ethiopia

ETB

1286

429

22A.

Federated States of Micronesia

USD

73

13

23.

Fiji

FJD

190

61

24.

Finland

EUR

162

35

25.

France

EUR

162

35

26.

Germany

EUR

120

32

27.

Greece

EUR

120

32

27A.

Guam

USD

101

24

28.

Hungary

HUF

28000

8296

29.

Iceland

ISK

26094

5673

30.

India

INR

7343

2176

31.

Indonesia

IDR

1226422

363384

32.

Iran

IRR

1517247

449555

33.

Irish Republic

EUR

120

32

34.

Israel

USD

211

46

35.

Italy

EUR

162

35

36.

Japan

JPY

20913

4546

37.

Jordan

JOD

149

32

38.

Kazakhstan

USD

124

37

39.

Kenya

KES

10612

3144

40.

Korea Republic

KRW

240431

52268

41.

Korea Republic – US Bases

USD

156

41

42.

Kuwait

KWD

44

12

43.

Laos

USD

101

32

44.

Lebanon

USD

156

41

45.

Luxembourg

EUR

162

35

46.

Malaysia

MYR

390

116

47.

Malta

EUR

95

28

47A.

Marshall Islands

USD

88

23

48.

Mauritius

MUR

3843

1139

49.

Mexico

USD

124

37

50.

Monaco

EUR

162

35

50A.

Mongolia

USD

56

15

50B.

Morocco

MAD

747

200

51.

Myanmar

USD

124

37

52.

Nauru

AUD

75

25

53.

Nepal

NPR

9573

3046

54.

Netherlands

EUR

162

35

55.

New Caledonia

XPF

19110

4154


 

Item

Place

Currency

Limit for each day: meals

Limit for each day: incidentals

56.

New Zealand

NZD

201

53

57.

Nigeria

NGN

34217

7438

58.

Norway

NOK

1509

279

59.

Oman

OMR

81

18

60.

Pakistan

PKR

6831

2277

60A.

Palau

USD

98

24

61.

Papua New Guinea

PGK

474

103

62.

Philippines

PHP

5338

1582

63.

Poland

USD

124

37

64.

Portugal

EUR

95

28

65.

Qatar

USD

211

46

66.

Russia

USD

247

46

67.

Rwanda

RWF

78,156

23,157

68.

Samoa

WST

369

98

69.

Saudi Arabia

SAR

463

137

70.

Senegal

EUR

120

32

71.

Singapore

SGD

267

58

72.

Solomon Islands

SBD

887

263

73.

South Africa

ZAR

1000

318

73A.

South Sudan

USD

63

17

74.

Spain

EUR

120

32

75.

Sri Lanka

LKR

13129

4178

76.

Sudan

USD

101

32

77.

Sweden

SEK

1421

309

78.

Switzerland

CHF

234

43

79.

Syria

SYP

12387

3670

79A.

Tanzania

TZS

167363

39568

80.

Thailand

THB

3833

1136

81.

Timor-Leste

USD

101

32

82.

Tonga

TOP

225

67

83.

Turkey

USD

156

41

83A.

Tuvalu

AUD

137

25

84.

Uganda

USD

101

32

85.

Ukraine

USD

124

37

86.

United Arab Emirates

AED

773

168

87.

United Kingdom

GBP

139

30

88.

USA

USD

156

41

89.

Vanuatu

VUV

15380

4071

90.

Venezuela

USD

211

46

91.

Vietnam

USD

101

32

92.

Other countries

AUD

75

25


Part 4: Special conditions and allowances – ADF only

13.4.1    Overview

 

This Part outlines travel costs that apply to members for specific conditions overseas.

13.4.2    Contents

 

This Part includes the following Divisions.

 

Division 1

Member on Defence co-operation program or project

 

Division 2

Officially approved activities

 


Division 1: Member on Defence co-operation program or project

13.4.3    Member this Division applies to

1.

This Division applies to a member serving for a period overseas on one of these projects.

 

a.

A Defence co-operation program or project.

 

b.

A similar program or project approved by the CDF.

2.

The CDF must consider all these criteria.

 

a.

The duties performed by the member.

 

b.

The circumstances in which the program or project is conducted.

 

c.

The duration of the program or project.

 

d.

Any other relevant factor.

13.4.4    Member this Division does not apply to

 

A member is not eligible under this Division if they are eligible for maritime disability allowance.

13.4.5    Allowance if meals not provided

1.

This section applies to the member during part or all of their stay at a location overseas. Both these conditions must be met.

 

a.

The member does not stay in a hotel or other commercial lodging, or living-in accommodation.

 

b.

The member is not provided with food.

2.

The member is eligible for these benefits for the period.

 

a.

An allowance for the costs that the CDF considers reasonable for food and drinks, excluding alcohol.

 

b.

Half the normal rate for incidentals under Part 3, Travel costs for short-term duty overseas.

See: Part 3, Travel costs for short-term duty overseas

3.

For paragraph 2.a, the CDF must consider all these criteria.

 

a.

The cost the member incurred for food and drinks.

 

b.

The member’s welfare and dietary needs.

 

c.

The cost and availability of supplies at the place where the member is on duty, and alternative sources of supply.

 

d.

The cost of transporting goods to the member.

 

e.

Any other factor relevant to the member's situation.

13.4.6    Allowance for supplementary dietary needs

1.

The CDF may decide that the food provided to a member does not satisfy ordinary dietary needs. If so, the member may be reimbursed food costs incurred in meeting those needs.

2.

When making a decision, the CDF must consider all these criteria.

 

a.

The quantity and quality of the food provided.

 

b.

The ordinary dietary requirements of someone serving in the member's circumstances.

 

c.

Any other factor relevant to the food provided.

 


Division 2: Officially approved activities

13.4.7    Member this Division applies to

 

This Division applies to a member participating in officially approved activities overseas.

Examples: Adventure training, sports, work experience.

13.4.8    Help with travel costs

1.

The CDF can decide an amount to help with travel costs associated with participation in officially approved activities. The CDF must consider all these criteria.

 

a.

The activity's nature, duration and location.

 

b.

The approved itinerary and transport arrangements.

 

c

The nature and extent of travel costs incurred by the member.

 

d.

The benefit to the ADF of the member’s participation.

 

e.

The nature and level of interest in the activity among ADF members.

 

f.

The value of any other subsidy of the member’s participation.

 

g.

Any other factor relevant to the activity.

2.

The amount must not be more than the lesser of these costs.

 

a.

The total travel costs the member would be eligible for if the travel were for short‑term duty.

 

b.

The costs the member incurs for participating in the activity.

3.

The member is not eligible for either of these amounts.

 

a.

Other travel costs.

 

b.

The cost of transportation.

 


Chapter 14: Relocating to or from a long-term posting overseas

14.0.1   Overview

1.

This Chapter contains legislation for a member and their dependants relocating to or from a long-term posting overseas.

2.

It covers benefits from when an official written notice of a posting is issued, until the member starts the period of posting. It also covers the return journey to Australia or the next posting.

14.0.2   Contents

 

This Chapter includes these Parts.

 

Part 1

Overview

 

Part 2

Before leaving Australia

 

Part 3

Removals

 

Part 4

Travel to and from the posting location

 

Part 5

Settling in and out

 

Part 6

Evacuations and withdrawals from posting

 


Part 1: Overview

14.1.1    About relocations to and from overseas postings

1.

When a member receives official written notice of an overseas posting, the Commonwealth provides a number of benefits. These benefits help the member and dependants to travel to the overseas posting, so the member is ready for duty on the required date. The benefits also provide travel back to Australia, or the next posting location, when the posting period ends.

2.

This table provides an overview of the benefits covered by this Chapter.

 

Item

Benefit

For details, see:

1.

Fitness checks for dependants.

Part 2, Before leaving Australia

2.

Financial advances.

3.

Financial advice.

4.

Removal, storage or sale of items.

Part 3, Removals

5.

Loss on sale of private vehicle.

5A.

Storage of private vehicle.

6.

Transfer allowance.

7.

Compensation for any loss or damage.

8.

Travel cost allowance.

Part 4, Travel to and from the posting location

9.

Air travel to the posting location, to begin duty.

10.

Air travel from the posting, at end of the posting period.

11.

Excess baggage costs.

12.

Rest periods.

13.

Settling in and out allowances.

Part 5, Settling in and out

14.

Benefits during evacuations

Part 6, Evacuations and withdrawals from posting

15.

Benefits if the Commonwealth suddenly withdraws from posting.

16.

Compensation for loss or damage to possessions in certain events.

Examples: War, civil disorder, natural disaster.

 

3.

Once the member has moved in to permanent accommodation at the posting, benefits are covered by Chapter 15, until the end of the posting period.

See: Chapter 15, Living and working on long-term posting overseas

4.

When relocating back to Australia, or the next posting location, similar removal, travel and settling out benefits apply. Check each Part in this Chapter for details.

14.1.2    ...

14.1.3    Member this Chapter does not apply to

1.

This chapter does not apply to a member if any of the following conditions apply.

 

a.

They are not entitled to salary.

 

b.

They are on a scholarship, bursary or endowment for studying overseas from an organisation other than the Commonwealth.

Example: Rhodes Scholarship.

 

b.

They are on short term duty overseas.

 


Part 2: Before leaving Australia

14.2.1    Overview

 

This Part provides information on benefits and advancements available to members, before leaving Australia for an overseas post.

Note: For additional requirements before departure, contact Defence Travel. They can assist with information relating to passports and visas.

14.2.2    Contents

 

This Part includes these Divisions.

 

Division 1

Pre-departure certificate of fitness

 

Division 2

Financial advances and advice

 

Division 3

Expenses if overseas posting is cancelled

 


Division 1: Pre-departure certificate of fitness

14.2.3    Member this Division applies to

1.

This Division does not apply to members. It applies to their dependants approved by the Commonwealth to live at the member's posting location.

 

See: Chapter 15 Part 5 Division 1, Eligible persons

2.

Health benefits for eligible persons at the posting location are outlined in Chapter 15 Part 5, Excess health costs.

14.2.4    Pre-departure certificate of fitness

1.

Before a person departs Australia for the posting location, they must obtain certificates of both medical and dental fitness. Certificates must state that the person is fit to travel to and live at the posting location.

Note: This section also applies to dependants embarking on reunion visits to the posting location.

2.

Certificates must be provided by doctors and dentists authorised by Defence. They must be informed that the examinations are required for travelling to and living at the posting location. They must provide a results report to the Joint Health Services Agency (JHSA) for approval.

3.

The JHSA will then advise the Overseas Administration Team of approval or further action required. Files are kept by the JHSA as Medical-in-Confidence information.

4.

The examinations must allow sufficient time for any necessary medical or dental treatment to be undertaken before departure from Australia.

5.

If the examinations reveal a medical, dental, physical, mental or intellectual condition, the JHSA must consider if the posting location has suitable facilities for ongoing treatment of that condition.

6.

If a person has been recognised as a dependant with special needs under this Determination, the decision-maker in the JHSA must consider if the posting location has suitable facilities for ongoing treatment and care of the condition.

Example: A dependant with special needs has a medical condition that requires monthly hospital treatments. JHSA will consider if a hospital in the posting location has the facilities to be able to perform the monthly treatment.

See: Chapter 1 Part 3 Division 2 section 1.3.84, Dependants with special needs

7.

This subsection applies if a medical examination shows that a person has a special need. The member may apply for recognition under section 1.3.84, if the person is not already recognised under that section. 

See: Chapter 1 Part 3 Division 2 section 1.3.84, Dependant with special needs


 

8.

If a person is not certified as fit, the CDF may approve that the person is eligible for health care costs outlined in this Part. The CDF must consider all these criteria.

 

a.

The state of health of the person.

 

b.

The nature, availability and cost of health, therapeutic or special needs facilities at the posting location.

 

c.

The interests of the Commonwealth that would be furthered by the person living at the posting location.

 

d.

Any climatic or other environmental factor at the posting location that may be especially adverse to the health or the person.

Example: A recognised dependant with special needs requires a constant temperature between 20 and 25 degrees celsius. The proposed posting location has an average temperature of 35 degrees celsius for most of the year. This location may not be seen as suitable for the dependant's well being.

 

e.

Any other factor relevant to the person's fitness to live at the posting location.

Example: Any recognised special needs that the person has.

9.

The member is eligible for the reimbursement for any costs to obtain the certificate of fitness.  

10.

Eligible persons are also eligible to be provided with all necessary inoculations, vaccinations and anti-malarial drugs, at Commonwealth cost.

Note: This includes dependants embarking on reunion visits.


Division 2: Financial advances and advice

14.2.5    Member this Division applies to

 

This Division applies to a member who has received an official written notice of posting. 

14.2.6    Outlay advance purpose

 

Outlay advance is a loan to help with the member’s establishment costs at a new posting location.

14.2.7    Outlay advance payment

1.

A member may apply for an outlay advance for use at the start of a long-term posting. 

2.

The member may select an advance amount up to a maximum of AUD 15,000.

3.

The member must request the amount required on the form FD071, Payment of Outlay Advance Deed.

4.

When a member and their spouse or partner (who is also a member) are posted to the same location overseas, only the member receiving overseas living allowances is eligible for an outlay advance.

See: Chapter 15
Part 2, Overseas living allowances – member posted before 1 July 2017
Part 2A, Overseas living allowances – member posted on or after 1 July 2017

5.

A member may claim an outlay advance for each long-term posting. The maximum amount that a member can have outstanding at any time is AUD 15,000.

14.2.8    Outlay advance statement

 

The member must provide a statement that meets all of the following requirements.

 

a.

The statement must be provided within the six months after the member receives the outlay advance.

 

b.

The statement must be in writing.

 

c.

The statement must list all costs paid from the outlay advance.

 

d.

The statement must be provided to the Overseas Administration Team.

 

Note: If these requirements are not met there are fringe benefits tax implications for the member.

 

14.2.9    Outlay advance recovery

1.

There are two types of outlay advance recovery.

 

a.

Recovery of unspent monies.

See: Subsection 2.

 

b.

Recovery of the advance.

See: Subsection 3.

2.

The following arrangements apply where the amount shown on a member's outlay advance statement is less than the amount of the advance.

 

a.

The member must repay the whole of the difference.

 

b.

Repayments under paragraph a must be made by the date six months after the member received the outlay advance.

3.

The following arrangements apply to recovery of the advance. 

 

a.

The member must pay back the outlay advance by the day one year after the payment was made.

 

b.

Payments must start on the payday after the member receives the outlay advance.

 

c.

The member must repay the advance by fortnightly instalments.

 

d.

The following table shows how to calculate fortnightly repayments.

Exception: After a member has made a repayment under subsection 2, repayments are calculated under paragraph e.

 

Step

Action

1.

Divide the amount of the outlay advance by 26.

2.

The member must repay the outcome of Step 1 each payday.

 

 

e.

The following table shows how to calculate fortnightly repayments, if a member has made a repayment under subsection 2.

Note: This represents the principle that the outstanding advance is recovered over the rest of the 26 weeks.

 

Step

Action

1.

Multiply the amount of the repayment under Step 2 of the table in paragraph d by the number of payments already made.

2.

Perform the following calculation:

Amount of outlay advance minus outcome of Step 1 minus amount of the repayment under subsection 2.

3.

Subtract the number of payments already made under paragraph d from 26.

4.

Divide the outcome of Step 2 by the outcome of Step 3.

5.

The member must repay the outcome of Step 4.

 


 

 

 

Example: A member applies for an AUD 15,000 outlay advance. The member spends AUD 12,000. After paying 13 repayments calculated under paragraph d, the member repays AUD 3,000. The member's new repayments are calculated as follows.

 

Step

Action

1.

The member's former repayments were AUD 576.92 a fortnight. (AUD 15,000 divided by 26).

AUD 576.92 x 13 = AUD 7,499.96

2.

AUD 15,000 - 7,499.96 - 3,000 = AUD 4,500.04

3.

26 – 13 = 13

4.

AUD 4,500.04 ÷ 13 = AUD 346.16

5.

The member must repay AUD 346.16 each fortnight.

 

4.

If a member has been paid an outlay advance, and the member’s posting is cancelled or ends, the member must repay any outstanding amount of the outlay advance.

5.

The amount assessed under subsection 4 is a debt to the Commonwealth.

Authority: Public Governance, Performance and Accountability Act 2013

14.2.10   Financial advice before leaving Australia – member posted before 1 July 2017

1A.

This section only applies to a member posted before 1 July 2017.

See: Chapter 12 Part 3 section 12.3.9A for the definition of Member posted before 1 July 2017

1.

If a member consults an accredited financial adviser before departing Australia, the member is eligible for reimbursement of up to AUD 300 for the consultation.

2.

The consultation must occur between the day the official written notice of posting is issued, and the day the member departs from Australia.

 


Division 3: Expenses if overseas posting is cancelled

14.2.11    Reimbursement of costs if long-term posting cancelled

1.

If a long-term posting is cancelled before the member begins the posting, they may not be able to be refunded by the supplier for goods and services they bought for the posting. They are eligible for an amount for what they would have been reimbursed for the goods and services, if the posting had not been cancelled. All these conditions must be met.

 

a.

The member received written notification of posting.

 

b.

The cancellation did not result from the member’s personal circumstances.

 

c.

The member paid for goods or services as a direct result of the notification.

 

d.

The member cannot make use of the goods or services.

 

e.

The member is not able to be refunded by the supplier of the goods or services.

2.

If no existing condition of service in subsection 3 covers unavoidable costs incurred in subsection 1, the member may be paid an amount the CDF considers reasonable in the circumstances. The CDF must consider all these criteria.

 

a.

The nature of the costs.

 

b.

The circumstances under which the costs were paid.

 

c.

The residual benefit of the goods and services bought.

 

d.

Any other factor relevant to the costs.

3.

For subsection 2, these are the conditions of service.

 

a.

Transfer allowance.

 

b.

Housing assistance.

 

c.

Reimbursement of education costs for a child.

 

d.

Reimbursement for loss on sale of a vehicle for a member posted before 1 July 2017.


Part 3: Removals

14.3.1    Overview

 

This Part outlines the removal benefits for a member, going to or from a long-term overseas posting.

14.3.2    Member this Part applies to

 

This Part applies to a member who has received an official written notice of posting. It also applies to their eligible dependants.

14.3.3    Dual entitlements

 

In certain situations, a member and their spouse may be eligible for two removal benefits under this Part. Only a member receiving overseas living allowances is eligible for a removal.

14.3.4    Contents

 

This Part includes these Divisions.

 

Division 1

Removal, storage or sale of items

 

Division 2

Sale or storage of private vehicles

 

Division 3

Transfer allowance

 

Division 4

Loss or damage

 

Division 5

Dependant removals in special cases

 

Division 6

Removals if dependant status changes

 


Division 1: Removal, storage or sale of items

14.3.5    Removal at beginning of posting

1.

At the beginning of a posting, a member is eligible for a removal of items to the posting location at Commonwealth cost.

2.

When the member has made an inventory of items to be removed, the CDF will approve what items may be removed, and how they are to be removed. The CDF must consider all these criteria.

 

Criteria about the posting

 

a.

The location from which the member departs.

 

b.

The location to which the member is posted and the circumstances at the posting location.

 

c.

The intended duration of the posting.

 

d.

Any prospective postings and the member's expected career path.

 

Criteria about the dependants

 

e.

The number, age and health of any dependants of the member.

 

f.

Any other factor relevant to the residential arrangements of the member and dependants at the posting location.

 

Criteria about the removal

 

g.

The quantity and nature of the goods to be removed.

 

h.

The most efficient and effective means of transport available to remove the goods.

 

i.

The cost of removal by available means of transport.

 

j.

The need for the goods to arrive as close as possible to the date of the member’s arrival at the posting location.

 

k.

Any other factor relevant to the removal.

3.

For a member privately arranging removals, the conditions in sections 6.5.15 and 6.5.16 apply.

14.3.6    Pet relocation

1.

The member may be reimbursed up to AUD 652 for pet transportation, both to and from the overseas posting location.

Example: Two pets are removed to the posting location and the member is reimbursed AUD 652. At the end of the posting, three pets are returned to Australia and the member is again reimbursed AUD 652. The total reimbursement is a maximum of AUD 1,304 for all pets.


 

2.

The benefit includes reimbursement for these costs.

 

a.

Commercial transportation and associated boarding.

 

b.

Any veterinary fees for the sedation of a pet during transport.

 

c.

Any fees and charges in relation to quarantine, if imposed by the Commonwealth or not.

3.

The benefit does not include reimbursement for these costs.

 

a.

Items bought for the transportation or boarding of pets.

 

b.

The transportation and boarding of any animal that the member or dependant owns primarily for economic or business purposes.

4.

To be reimbursed, the member must apply in writing to the Overseas Administration Team, attaching receipts.

5.

This section does not apply to pets relocated within Australia, in connection with the
long-term posting. These cases are dealt with under Chapter 6 Part 1 Division 3 for pet relocation within Australia.

See: Chapter 6 Part 1 Division 3, Pet relocation

14.3.7    Storage of items not removed

1.

Subject to subsection 2, a member who is eligible for a removal under this Part may choose to store in Australia some of their portable household items at Commonwealth expense for the duration of the posting.

See: Chapter 6 Part 5 Division 2, Removal of furniture and effects

2.

An unaccompanied member whose dependants remain in Australia is not eligible for a benefit under this section.

3.

At the end of a member's overseas posting, the stored items may be removed from storage to a member's permanent accommodation in Australia at Commonwealth expense.

14.3.7A   Items placed into temporary storage

1.

If a member arrives at the posting location and the member has no accommodation for which they receive a benefit for under Chapter 15, Division 4, the property that was removed to the posting location under section 14.3.5 may be stored at Commonwealth expense.

2.

When permanent accommodation becomes available to the member, property stored under subsection 1 may be removed from storage to a member's permanent accommodation at the posting location at Commonwealth expense.

 

14.3.8    Loss on sale or disposal of items

1.

A member may choose to dispose of items, instead of removing them to the posting location or storing them in Australia. The member may be reimbursed an amount equal to any loss as a result of the disposal.

Exception: If a member sells an item that was obtained through a grant the member is not eligible for a reimbursement under this Part.

2.

For subsection 1, the maximum amount payable is what the Commonwealth would have paid to remove and store the possessions.

3.

To claim this benefit, the member must apply in writing to the Overseas Administration Team.

14.3.9    Storage of excess items

1.

In certain situations, a member may discover removed items cannot be accommodated at the new overseas posting location. This excludes necessary items bought while overseas.

Example: A member finds permanent accommodation. Certain items are too large for the new residence.

2.

In these situations, a member may do any of these things.

 

a.

Have the item removed back to Australia and stored at Commonwealth cost for the remainder of the overseas posting.

 

b.

Sell the item and claim any loss on the disposal of the item as in section 14.3.8, Loss on sale or disposal of items.

 

c.

Store the item overseas, before removal back to Australia.

14.3.10   Removal during posting

 

For removals during a posting, see Chapter 15 Part 4 Division 1 section 15.4.10, Changing housing during posting.

14.3.11   Removal at end of posting

1.

A member is eligible for a removal of items at Commonwealth cost, either to the next posting location or Australia, in these situations.

 

a.

At the end of the posting period.

 

b.

On termination of the posting by the CDF.

 

c.

On leaving the ADF.

2.

If the member is eligible for a removal from the USA or Canada to Australia, a volume-based removal applies. The CDF may approve a member to fill the available space without consideration of the factors in subsection 3. Additional space is not provided under subsection 4.


 

3.

When the member has made an inventory of desired items to be removed, the CDF will approve what items may be removed and how they are to be removed. The CDF must consider all these criteria.

 

Criteria about the return from overseas posting

 

a.

The location from which the member is returning.

 

b.

The period since the member last lived in Australia.

 

c.

The next location to which the member is posted and the circumstances at the posting location.

 

d.

The intended duration of the next posting.

 

e.

Any prospective postings and the member's expected career path.

 

Criteria about the dependants

 

f.

The number, age and health of any dependants of the member. 

 

g.

Any other factor relevant to the residential arrangements of the member and dependants at the next posting location.

 

Criteria about the removal

 

h.

The quantity and nature of the goods to be removed.

 

i.

The most efficient and effective means of transport available to remove the goods.

 

j.

The cost of removal by available means of transport.

 

k.

The need for the goods to arrive as close as possible to the date of the member’s next posting.

 

l.

Any other factor relevant to the removal.

4.

The member is also eligible for an additional 2.25 cubic metres of space to place certain items for removal from the posting location. This is for furniture and whitegoods only. The additional space is provided over and above the volume of goods removed to the post.

5.

The CDF will approve the most efficient and effective transport for the removal.

14.3.12   Unacceptable items for removal

1.

These items are not acceptable for any overseas removal at Commonwealth cost.

2.

The Commonwealth will not knowingly remove any of the items covered by this subsection. The member must take personal responsibility for any charges or penalties arising from including any of these items in a removal.

 

a.

Dangerous goods.

Examples: Explosive, flammable, combustible or corrosive items.

 

b.

Items that contravene Customs or quarantine regulations, in Australia or the host country.

Examples: Plants, wooden items not allowed through Customs.  


 

3.

The Commonwealth will not remove any of these items, except under any special conditions that are stated.

 

a.

Furniture, except in special circumstances subject to CDF approval under section 14.3.5 or 14.3.11.

Examples: Beds, whitegoods, wardrobes, lounge suites, bookcases.

 

b.

Non-portable items that cannot be carried by one person.

Examples: Televisions, stereos, piano.

 

c.

Private vehicles or towable items of any kind.

Examples: Caravans, hobby vehicles, cars, trucks, motorcycles, scooters, go‑carts.

 

d.

Water recreational equipment.

Examples: Boats, yachts, jet skis, outboard motors.

 

e.

Aircraft of any sort.

Examples: Hang gliders, gyrocopters.

 

f.

Household furnishings and appliances.

Examples: Carpets, mats, rugs, blinds, awnings, bean bags, mops, brooms or linen baskets.

 

g.

Air conditioners.

Exception: In Papua New Guinea outside Port Moresby, approval may be granted for personal air conditioners to be moved at Commonwealth cost.

 

h.

Large or heavy gardening equipment.

Examples: Ride-on lawn mowers, garbage bins, wheelbarrows, stepladders, garden furniture, sheds, greenhouses, cubby houses, large or heavy barbecue equipment including gas bottles.

 

i.

Perishable foods of any kind, including packaged or frozen food.

14.3.13   Benefits if enlisted overseas

1.

A member might be appointed or enlisted outside Australia for service in Australia. In this case, the member is eligible for help with travel and removal to Australia, as follows.

 

a.

Air travel (including rest periods) at Commonwealth expense for the member and any dependants.

 

b.

Rest periods for the member and dependants.

 

c.

Removal of a reasonable amount of personal effects and household items (including furniture) to the location where the member will serve in Australia.

 

 

Exception: This exception applies a limit to the benefit for a member with dependants (unaccompanied), whose dependants elect to make their first Australian home in a personal location. A reasonable amount of the dependants' personal effects may be removed to the personal location at Commonwealth expense.


 

 

d.

Travel costs, including accommodation costs for authorised rest periods, for the period of travel en route to Australia.

 

e.

Accommodation costs if it is necessary to spend a night in temporary accommodation. This can be before departure and on arrival in Australia.

 

f.

Temporary accommodation allowance and rent allowance at the initial posting location in Australia.

 

 

Exception: This exception applies a limit to the benefit for a member with dependants (unaccompanied) whose dependants elect to make their first Australian home in a personal location. The member may also be eligible for the following conditions.

 

a.

Temporary accommodation allowance for the dependants in the personal location.

 

b.

Rent allowance or a service residence for the dependants in the personal location.

 

 

See: Chapter 7, ADF housing and meals

 

g.

Reimbursement of any medical or migration processing fees.

2.

The baggage benefits and method of transport are as specified in Part 4.

See: Part 4, Travel to and from the posting location

 

Division 2: Sale or storage of private vehicles

14.3.14   Loss on sale of private vehicle – member posted before 1 July 2017

1.

A member posted before 1 July 2017 to a posting location overseas may be reimbursed the amount of a loss incurred on the sale of a private vehicle. All these conditions must be met.

 

a.

The vehicle must be owned by the member.

 

b.

The member bought the vehicle before the official written notice of the posting was issued.

 

c.

The member must sell the vehicle in Australia because of the long-term posting.

 

d.

The price the member obtained the vehicle for is less than the market price for a vehicle of the same model, age and similar condition.

 

e.

The CDF is satisfied that the member made reasonable efforts to dispose of the vehicle without incurring a loss. The CDF must consider all these criteria.

 

i.

How the member sought to dispose of the vehicle.

 

ii.

When and how widely the member advertised the vehicle for sale.

 

iii.

The nature and extent of offers made for the vehicle.

 

iv.

Particulars of the sale made by the member.

 

v.

Any other relevant aspect of the sale.

2.

The maximum reimbursement under this section is AUD 1,400.

Exception: If a member buys a vehicle after date of issue of the posting order, the maximum reimbursement is AUD 700.

3.

The member must apply in writing to the Overseas Administration Team for reimbursement.

4.

This benefit applies to one private vehicle for each posting.

5.

A member may choose to transfer their loss on sale benefit from a private vehicle to a towable item. This includes a caravan or trailer.

14.3.15   Storage of vehicle

1.

A member posted overseas may choose to store a vehicle. All these conditions must be met.

 

a.

The vehicle is owned by the member, on the date the official written notice of the posting was issued.

 

b.

The vehicle is stored in a commercial storage area.

Note: Any private storage with relatives or friends is not a commercial storage area.

2.

The member may be reimbursed for storage costs up to AUD 1,400. This amount includes maintenance costs included in the storage costs.


 

3.

The member must meet these costs.

 

a.

Transporting the vehicle from the posting location in Australia to or from the commercial storage facility.

 

b.

Preparing the vehicle for storage.

 

c.

Insurance for the vehicle, if it becomes unregistered.

 

d.

Any damage caused by or to the vehicle, if it becomes unregistered and is unsafe to drive.

4.

To be reimbursed under subsection 2, the member must apply in writing to the Overseas Administration Team, attaching receipts.

5.

A member may choose to transfer their storage benefit from a private vehicle to a towable item. This includes a caravan or trailer.

14.3.16   Removal of vehicle on return to Australia

1.

If a member retains ownership of a vehicle in Australia during the period of posting overseas, they are eligible for a removal of the vehicle on return to Australia.

2.

The maximum amount that may be reimbursed is the cost of removal from the member’s last posting in Australia, to the new posting location in Australia.

3.

The member must meet any costs in excess of subsection 2. This includes any of these amounts.

 

a.

Travel costs from any other storage location.

 

b.

Insurance for the vehicle if it becomes unregistered.

 

c.

Any damage caused by or to the vehicle while it is being removed, if it becomes unregistered and is unsafe to drive.

 

d.

Any damage the vehicle causes while it is being removed if it becomes unregistered and is unsafe to drive.

4.

A member is eligible for a removal of up to two vehicles on return to Australia. The removal is to be carried out under the normal within-Australia provisions.

See: Chapter 6 Part 5, Removals and storage

Exception: Chapter 6 Part 5 Division 5 section 6.5.40, provides that vehicles to be removed must be registered and roadworthy. That section does not apply for removal on return to Australia if the member makes a written statement that the vehicle is safe to drive.

 


Division 3: Transfer allowance

14.3.17   Purpose

 

The purpose of transfer allowance is to pay towards miscellaneous costs associated with overseas removals.

14.3.18   Benefit

 

Members are paid transfer allowance within two months of the scheduled date of departure. This table outlines transfer allowances for members.

 

Item

For a member...

the allowance per person eligible for a removal to the location is AUD...

Moving from Australia to a location overseas

1.

who lived in before departure from Australia

§  635 for the member

§  294 for each dependant

2.

with a spouse or partner

§  749 each for the member and spouse or partner

§  294 for each dependant (excluding spouse or partner)

3.

in any other situation

§  775 for the member

§  294 for each dependant

Moving from overseas location to Australia

4.

who lived in before departure from the location

§  79 for the member

§  133 for each dependant

5.

with a spouse or partner

§  161 each for the member and spouse or partner

§  133 for each dependant (excluding spouse or partner)

6.

in any other situation

§  179 for the member

§  133 for each dependant

Moving from an overseas location to another overseas location

7.

who lived in before departure from the location

§  301 for the member

§  229 for each dependant

8.

with a spouse or partner

§  365 each for the member and the spouse or partner

§  229 for each dependant (excluding spouse or partner)

9.

removing from the member’s residence to another residence at the overseas location

§  152, and

§  the costs incurred by the member for telephone disconnection and reconnection

10.

in any other situation

§  407 for the member

§  229 for each dependant


Division 4: Loss or damage

14.3.19   Insurance for removal

 

A member may be reimbursed for insurance costs, when items are removed overseas at Commonwealth cost. The member is reimbursed the lesser of these two amounts.

 

a.

The cost of world-wide multiple risks insurance to cover the value of the items up to AUD 53,000. This is for a period which:

 

i.

begins on the day the items are removed from the member’s residence in Australia, and

 

ii.

ends on the day the items are returned to the member’s residence in Australia.

 

b.

The cost of the insurance worked out at the rate of AUD 2 per AUD 100 insured.


Division 5: Dependant removals in special cases

14.3.20   Purpose

 

The purpose of this Division is to outline cases where removals may be granted to dependants in special circumstances.

Note: It is generally expected that dependants move with members.

14.3.21   Separate removal of member and dependant

1.

In certain situations, a member and dependant may have items removed from the posting location at different times.

2.

If the total amount for these separate removals is greater than the amount for a single removal, the member must pay the extra amount to the Commonwealth.

3.

The CDF may meet the total cost of all removals and storage charges for special circumstances.

Example: The spouse and children need to remain in Australia or the overseas posting location to complete the school year.

14.3.22   Moving dependants within Australia

1.

In certain situations, a member on long-term posting is eligible for a removal to move dependants remaining in Australia to another Australian location. All these conditions must be met.

 

a.

The member is unaccompanied.

 

b.

The CDF decides that one or more of these conditions applies.

 

i.

The dependants must vacate a Service residence as a result of the member’s posting.

 

ii.

There are no family members available to provide support for dependent children, in the member’s absence from the location.

 

iii.

The location of the current home is too remote to provide social and educational facilities for dependant children.

 

iv.

The dependant has a medical condition that requires them to move to another location.

 

v.

The safety or welfare of the dependants would be at high risk if they remained in the accommodation.

 

vi.

A change in family circumstances requires urgent action.

 

vii.

The removal is necessary to prevent an emergency.


 

2.

The CDF may approve a removal at Commonwealth cost to any suitable destination in Australia. The CDF must consider both these criteria.

 

a.

The location of the member’s next posting.

 

b.

If it is expected that the member will complete their service within 12 months of returning to Australia.

3.

If granted a removal under this section, the member is eligible for the normal conditions of service for a removal within Australia.

Examples: Storage, pet relocation costs, temporary accommodation allowance, loss on sale of a private vehicle.

See:
Chapter 6, ADF relocation on posting in Australia
Chapter 7 Part 5, Temporary accommodation allowance

4.

A member may be reimbursed the cost of private removal arrangements. The CDF must approve this arrangement before the removal takes place. The limit is not more than the cost of the Commonwealth removal benefit.

 


Division 6: Removals if dependant status changes

14.3.23   Purpose

 

This Division describes the removal benefits for a member whose domestic or marital status changes, while serving overseas on long-term posting.

14.3.24   Member marries or has partnership recognised at posting location

 

When a member marries or has a partnership recognised at the posting location, there is no removal benefit to have the spouse’s or partner's possessions moved to the member’s permanent accommodation overseas.

14.3.25   Member marries or has partnership recognised away from posting location

1.

If a member marries elsewhere than the posting location, the CDF may grant a removal of personal effects to the posting location. These conditions apply.

 

a.

The member must have at least 12 months’ service remaining at the posting location. This time is effective from the approved date the member's spouse travels to accompany the member at the overseas location.

 

b.

Only the spouse’s personal possessions and wedding presents are removed from the place of marriage, to the member’s permanent accommodation at the posting location.

Note: The spouse’s furniture cannot be removed or placed in storage at Commonwealth cost.

2.

If a member has a partnership recognised by the ADF elsewhere than the posting location, the CDF may grant a removal of personal effects to the posting location. These conditions apply.

 

a.

The member must have at least 12 months’ service remaining at the posting location. This time is effective from the approved date the member's partner travels to accompany the member at the overseas location.

 

b.

Only the partner's personal possessions are removed from the place where the couple's common household was established, to the member’s permanent accommodation at the posting location.

Note: The partner's furniture cannot be removed or placed in storage at Commonwealth cost.

3.

If the new spouse or partner has a child, the member is eligible for the removal of the child’s personal effects. These conditions must be met.

 

a.

The child is eligible as a member’s dependant for removal purposes.

 

b.

The child normally lives with the spouse or partner.

 

c.

The child is to live with the member at the overseas posting location.

4.

The Commonwealth is not responsible for costs associated with the full removal, storage or indemnity of the new dependants' goods.


14.3.26   Removal on next posting

1.

Division 1 section 14.3.11 applies to the member's and any dependants' removal on the next posting after the member's marriage or ADF recognition of partnership, whichever is applicable.

2.

On the member's and dependants' arrival in Australia after the long-term posting, the normal provisions for removal within Australia apply.

See: Chapter 6 Part 5, Removals and storage

14.3.27   Ceasing to be a member with dependants overseas

 

A member on long-term posting overseas may cease to be a member with dependants. This means they no longer have a requirement to maintain a home for dependants at the overseas posting location. The member is eligible for one of these removals for their dependants.

 

a.

Removal of items to the intended location of residence in Australia.

 

b.

Temporary removal of items to storage in Australia, until completion of the overseas posting. In addition, a subsequent removal from storage to the intended location of residence in Australia.

 

c.

Removal of items to any other location. This is provided the cost is no more than the cost if all items been removed at the same time.


Part 4: Travel to and from the posting location

14.4.1    Overview

 

This Part outlines travel benefits for journeys taken at the beginning and end of a posting period. This means the journey to the posting location before the settling-in period starts, and the journey from the posting location after the settling-out period ends.

14.4.2    Member this Part applies to

1.

This Part applies to a member, when the member has an official written notice of a posting.

2.

Dependants can receive the same benefits as the member under this Part. All these conditions must be met.

 

a.

The dependants are being removed to the posting location with the member, at Commonwealth cost.

 

b.

The dependants are able to spend the minimum period under Chapter 12 Part 3 section 12.3.5 as part of the member's household at the posting location.

See: Chapter 12 Part 3 section 12.3.5, Dependant

 

c.

The dependants are not travelling to a posting designated as unaccompanied.

3.

For this Part, the Commonwealth will not pay for any escorts accompanying a dependant in any circumstances.

14.4.3    Contents

 

This Part includes these Divisions.

 

Division 1

Travel benefits

 

Division 2

Baggage benefits

 

Division 3

Rest periods

 

Division 4

Dependants not travelling with the member

 


Division 1: Travel benefits

14.4.4  International best fare

 

In this Division, international best fare has the meaning given in the Department of Finance Resource Management Guide No. 405 as published on 6 April 2017.

Related Information: Resource Management Guide No. 405, Official International Travel - Use of the Best Fare of the Day.

 

Note: International best fare takes into account matters such as cost, practicality and value for money.

14.4.5    Travel benefit

1.

The Commonwealth will pay the cost of members' and dependants' travel to and from the posting location in these situations.

 

a.

To begin the posting.

 

b.

At the end of the posting period, to travel back to Australia, or to the next posting location.

 

c.

On evacuation of the member.

See: Chapter 14 Part 6, Evacuations and withdrawals from posting

 

d.

On termination of the posting by the CDF.

 

e.

On termination of the posting by the member.

2.

The Director Defence Travel must approve the routes that may attract travel assistance. Before making the decision they must consider the whole-of-Australian-Government international best fare policy.

3.

Travel assistance may only be paid for a route that the CDF is satisfied meets both of the following conditions.

 

a.

It is a route approved under subsection 2.

Note: Package holidays are not approved under subsection 2, and are not available.

 

b.

It is the international best fare.

 

 

See: Section 14.4.4, International best fare

 

Exception: Section 14.4.8, Alternative travel modes and routes.

4.

This subsection applies if a new dependant joins a member's household. At the end of the posting period, the Commonwealth will provide the fare to Australia for any dependants of the member.

 

See also: Division 4, Dependants not travelling with the member

 

14.4.6    Travel costs

1.

For travel at the beginning and end of a posting period, a member and dependants may be paid travel costs for accommodation, meals and incidentals.

2.

The travel cost limits payable for meals, accommodation and incidentals for the journey are as follows.

 

a.

For the portion of the journey that is overseas, the cost limits are calculated as if travelling to or from the posting location on short-term duty.

See: Chapter 13 Part 3, Travel costs for short-term duty overseas

 

 

Exception: If a dependant is less than 12 years old, costs are payable at the reduced rate of two-thirds of those limits.

 

b.

For the portion of the journey within Australia, the cost limits are calculated as for travelling within Australia on posting.

See: Chapter 9 Part 5, Payment of travel costs

14.4.7    Class of air travel for long-term posting

1.

The member is eligible for travel at business class, if available. This includes connecting flights for the journey to or from the overseas posting location.

2.

If business class is not available, members with the rank of Colonel or lower must travel economy class.

3.

A member is eligible for travel at first class, if business class is not available and the member meets either of these conditions.

 

a.

They hold the rank of Brigadier or higher.

 

b.

They have special travel requirements.

4.

A member with special travel requirements is a member travelling to or from the posting location for more than five hours on the aircraft. They must also satisfy one of these conditions.

 

a.

The member is certified by a doctor as being pregnant at the time or travel.

 

b.

The member is accompanying a dependent who is certified by a doctor as being pregnant at the time of travel.

 

c.

The member is accompanying a child under seven years of age at the time of travel.

5.

If a member is unable to accompany their pregnant dependent, the dependent may travel first class, if business class is not available.

6.

If a member is unable to accompany a child under seven years of age, but the child is travelling with the member's spouse or partner, the spouse or partner and the child may travel first class if business class is not available.


 

7.

The CDF may approve a member to travel first class in other special circumstances. The CDF must consider all these criteria.

 

a.

Standards of amenities and hygiene if not travelling first class, both on the ground and on board the aircraft.

 

b.

The member's health.

 

c.

The time of year when travelling.

 

d.

The duration of travel.

 

e.

The nature of duties (if any) being undertaken while travelling.

 

f.

The extent to which the member may be subject to discrimination, within the meaning of the Human Rights and Equal Opportunity Commission Act 1986, while travelling.

 

g.

Any other factor relevant to the member's travel.

14.4.8    Alternative travel modes and routes

1.

The Director Defence Travel may approve travel by a route that was not approved under section 14.4.5. Approval may only be given before the member or dependant has made a booking.

Exception: Approval will not be given for holiday packages.

2.

Only the following costs can be paid for travel approved under subsection 1.

 

a.

Airfares at the class provided for under section 14.4.7.

See: Section 14.4.7, Class of air travel for long-term posting

 

b.

Any surface travel.

See: Chapter 9 Part 6, Vehicle allowance

 

c.

Costs for any rest period.

See: Division 3, Rest periods

3.

The value of airfares and surface travel costs paid under subsection 2 must not be more than the airfare component of the travel that would otherwise be provided under section 14.4.5 and section 14.4.6.  

Example: A member's business-class airfare costs under section 14.4.5 would have been $10,000. The member is given approval to travel by an alternative route. The alternative airfare cost is $15,000. The member must pay the extra $5,000, and must travel by the business-class equivalent.

4.

If the route approved under this section is cheaper than the route approved under section 14.4.5 the member is not entitled to the difference.

 

14.4.9    Travel by private vehicle

1.

A member may be authorised to travel to or from their posting location by private vehicle.

2.

In this case, the member is eligible for vehicle allowance and travel costs. Incidental costs are payable at half the normal rate.

See: Chapter 13 Part 3 Annex 13.3.A, Travel costs

3.

The benefit must not be more than what would have been paid for the member's transport if the member had not used the vehicle.


Division 2: Baggage benefits

14.4.10    Baggage benefits

1.

Each member and dependant authorised to travel overseas at Commonwealth cost may transport 30 kg of baggage at Commonwealth cost.

Exception: If the carrier charges a price for each bag rather than for the combined weight of baggage, the benefit is two suitcases.

2.

This benefit includes the amount of baggage the carrier allows the passenger to carry for no extra charge.

14.4.11   Excess baggage

1.

The CDF may authorise payment for excess baggage which exceeds the limits provided under subsection 14.4.10.1.

2.

Payment of excess baggage is limited by the following conditions.

 

a.

If the carrier charges for the combined weight of baggage, payment may only be made for up to 45 kg of total baggage weight.

Example: A member has 50 kg of baggage and is approved for payment of excess baggage. The carrier charges for baggage weighing more than 25 kg. The Commonwealth will pay for 20 kg of the cost of excess baggage. The member must pay the cost of the additional 5 kg.

 

b.

If the carrier charges per suitcase, payment may only be made for up to three suitcases in total.

Example: A member has four suitcases and is approved for payment of excess baggage. The carrier charges for baggage exceeding two suitcases. The Commonwealth will pay excess baggage for one of the additional suitcases. The member must pay for the other.

 

c.

Costs are limited to those that would apply to travel by the most direct route.

3.

The CDF must consider all the following criteria before making the decision under subsection 1.

 

a.

The nature and content of the baggage, including any special equipment being carried.

Example: Wheelchairs.

 

b.

Removal arrangements made by the Commonwealth.

Example: The Commonwealth may remove a member's household items using sea-freight because it is a lot more cost effective than air-freight. Items can often take four to six weeks to arrive. It is therefore reasonable for the member to carry additional baggage to allow for the extended period of arrival of their household items.

 

c.

The duration and timing of the position.

 

14.4.12   Unaccompanied baggage or air freight

1.

The benefit in section 14.4.11 may be converted to unaccompanied baggage or air freight.

2.

If the member chooses to send baggage unaccompanied, the cost limit is as if the member had moved the full benefit of air baggage at the accompanied rate.

3.

This means that the cost of accompanied baggage plus the cost of unaccompanied baggage, must not be more than the cost of 45 kg of accompanied baggage.

4.

If there is no unaccompanied baggage rate available, air freight may be used on the same principle.


Division 3: Rest periods

14.4.13   Purpose

 

Rest periods provide a chance to recover from jet lag, during or after air travel undertaken for duty.

14.4.14   Definition – time zone hour