TFA Travel & Expense Policy

Effective Date: 1 January 2025

1. Purpose and Scope

This policy establishes the guidelines for all domestic and international travel undertaken by ThinkFresh! Advisory personnel. It applies to all employees, contractors, and representatives traveling on behalf of the company and covers flights, accommodation, expenses, and reimbursement procedures.

 

2. Air Travel

 

2.1 Preferred Airlines

  • Qantas and its partner-affiliated airlines are the preferred providers for both domestic and international travel.

  • Where Qantas or its partners do not operate a viable route, an alternative carrier may be selected with prior approval.

 

2.2 Class of Travel

  • Domestic Travel: Economy class is the standard.

  • International Travel:

    • Business class is required for all client-related travel.

    • For non-client-related travel, business class is approved for journeys exceeding 5 hours; otherwise, economy class is the standard.

    • Exceptions may be approved based on business needs and budget considerations.

 

3. Accommodation

  • Hotels should be selected based on convenience to business meetings, client locations, or event venues.

  • The selected hotel must be within a reasonable market rate for the location.

  • Luxury hotels should be avoided unless justified by availability constraints or client requirements.

 

4. Daily Expenses and Incidentals

  • Incidental expenses should be reasonable and necessary for conducting business while traveling.

  • A reasonable test will be applied, and total incidental costs should not exceed AU$200 per day unless pre-approved.

  • Examples of reasonable incidental expenses include meals, local transportation, and minor business-related costs.

 

5. Reimbursement and Expense Submission

  • All expenses must be submitted for approval and reimbursement within 28 days of the date incurred.

  • Expenses submitted beyond this timeframe will not qualify for reimbursement unless exceptional circumstances exist and prior approval is obtained.

  • Original receipts and documentation must accompany all claims, except where an alternative arrangement has been approved in advance.

 

6. Client-Specific Travel Policies

  • Where a client’s travel policy has been agreed as a requirement of an engagement, ThinkFresh! Advisory personnel will abide by the client’s policy, provided that the terms do not materially differ from this policy.

  • Any material deviations must be approved before travel arrangements are made.

 

7. Compliance and Approvals

  • All travel and expenses must be pre-approved where required and comply with company guidelines.

  • Non-compliance with this policy may result in expenses not being reimbursed and could lead to further action if deemed necessary.

 

8. Exceptions and Special Circumstances

  • Any exceptions to this policy must be approved in writing by the designated approval authority before booking or incurring expenses.

This policy is effective immediately and will be reviewed periodically to ensure it aligns with business needs and best practices.