Page 24 - GNOC Policies and Procedures Handbook

7.9 Use of Private Motor Vehicle for Official Business

In cases where a member of staff needs to use their private motor vehicle for official travel, approval to
do so must be obtained through including this information on the Travel Plan.

Rates for Use of Private Motor Vehicles for Official Business

For trips of 15 miles or more a rate per mile applies based upon the engine capacity of the vehicle:

o Engine capacity of 1600cc or less: 30 cents per mile
o Engine capacity greater than 1600cc: 40 cents per mile

Mileage can be determined by using Google Maps.

7.10 Per Diems

Per diems comprise of meal allowance, incidental expenditure and where appropriate accommodation.
The GNOC per diems will be based on benchmark USA government approved federal per diem rates
and updated on an as use basis.

Per diems are to cover expenditure for point of destination and transit costs of an employee.

Should an employee require an overnight stay at the point of origin, then arrangements for
accommodation and meals will be made directly with a suitable preferred supplier or through on-line
hotel website, whichever is less costly.

• All approved official travel where there is a requirement for per diems, will have those per diems
paid by the Office.
• Where official travel is funded by another Organization, the Office will not be required to pay
for those per diems, unless it is a hardship by employee or member and is approved in advance
of travel.
• Where the accommodation component is insufficient, the Office will reimburse the traveller
with the difference.
• If accommodated privately, per diem rates for meal allowance, incidental expenditure and
accommodation apply and will be provided to the traveller for which no receipts are required.
• When appropriate the Office will:
o pay for accommodation via its corporate credit card
o request that a 3 party arrange and pay for accommodation which the Office will
rd
reimburse upon receipt of an invoice for the same.

7.11 Travel Reports

• All travel undertaken requires a Travel Report at conclusion of the trip. (Please refer Appendix
H – a soft copy of this form is available from the GNOC Drop Box)
• The report will be submitted to the Executive Director and/or Secretary General.

GNOC Office Policies & Procedures 26