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Travel Expenditure

The board ensures that any school travel expenditure is clearly linked to the business of the school and does not provide unreasonable personal benefit to a particular individual or group. Before approving travel expenditure, the board or their delegate considers if the cost of proposed travel is reasonable and justified by the expected benefits to the school. The principal is delegated by the board to manage and monitor processes for travel expenditure.

Approval

Staff should seek approval from the board or principal in writing, detailing the purpose of the trip, benefits to the school, and expected budget. Domestic travel, including transport and accommodation, is authorised on a one-up basis (e.g. the principal approves travel for staff, and the board approves travel for the principal). International travel is approved by the board.

If expected travel costs are outside of the school budget, the principal seeks authorisation from the board before giving approval.

Travel arrangements

Staff should make transport and accommodation arrangements that are practical, cost effective, and within budget. Benefits relating to school expenditure (e.g. loyalty scheme points) may only be used on behalf of the school and should not provide unreasonable personal benefit to individuals.

Transport

When organising transport for school-related travel, staff must:

• plan a route that is as direct as possible (within budget limitations), without unnecessary stops
• travel in economy class when flying, unless there are exceptional circumstances that have been approved by the board
• keep receipts for transport expenses where the amount is not known in advance (e.g. taxis)
• choose good but not superior rental cars that are appropriate to the nature of travel
• seek approval before using private vehicles for school-related transport.

If staff use of private vehicles for school business is required, this is approved on a one-up basis. Reimbursement is at the rate specified in the relevant employment agreement, or the current Inland Revenue rate if applicable. See Vehicle expenses (Inland Revenue).

If transport fines (e.g parking or traffic offences) are incurred while on school business, the driver is responsible for the cost of the fine and this will not be reimbursed by the school.

Accommodation

• Staff must seek approval before arranging private accommodation, particularly to confirm the cost of any reimbursement or koha for their hosts.
• Costs for accommodation and any intended reimbursement or koha must be confirmed before travel commences.

For information about koha, see Gifts.

Meals

We confirm any meal allowances with staff before school-related travel. If it is reasonable to reimburse staff for meals, the board is guided by employment agreement rates of reimbursement, or otherwise sets a reasonable and appropriate limit for meal-related reimbursement.

Reimbursement

The board or their delegate will reimburse actual and reasonable school-related travel expenses (for both domestic and international trips). These expenses should have been pre-approved as part of expected travel plans. The board or their delegate has discretion to reimburse unforeseen expenses if the staff member can justify that the expense was required to complete school-related business. Reimbursement claims must be supported by appropriate documentation (e.g. receipts, or GST receipts/tax invoices).

If St Joseph's School staff are required to travel on school-related business, the board aims to prevent personal financial burden to staff members. Personal expenditure (e.g. mini bar, personal phone calls) must be met by the staff member and will not be reimbursed by the school. The school does not cover travel expenses of travelling companions (e.g. spouses). If a staff member travels with a non-school companion, the school reviews expenses to ensure additional expenses are not reimbursed.

Overseas travel

The approval, arrangement, and reimbursement conditions above also apply to overseas travel. The board takes extra care when considering whether costs associated with overseas travel are reasonable and justified.

Staff should apply to the board for any overseas travel in writing. This application may first be presented to the principal for approval. Travel applications should include the purpose of the trip and an estimate of trip costs, including appropriate travel insurance. Before approving overseas travel, the board considers:

• whether there is reasonable justification for the expense
• how the expense would support the school and its students
• if there are more cost-effective approaches that would achieve a similar purpose to overseas travel.

The board minutes their consideration and whether they have approved the application. The board also decides if it is appropriate to approve fundraising for overseas trips. If funds are raised towards an overseas trip (or other specific purpose), and the funds are not needed, these must be returned to those that contributed to fundraising.

The school discloses overseas travel (including for professional development purposes) as required in our annual financial statements.

Overseas travel involving students

In deciding whether to approve overseas travel involving students, the board considers factors including:

• curriculum and student achievement
• school budget constraints
• competing priorities
• the potential financial burden to parents and whānau,

To ensure the board has received the necessary information to be able to make an informed decision about approving overseas travel, we may follow the Ministry of Education's Decision guide for funding student overseas travel. See Appendix C of the Financial Information for Schools Handbook (Ministry of Education).

Resources

• Inland Revenue | Te Tari Taake: Vehicle expenses

Release history: Term 3 2025, Term 4 2023, Term 2 2021

Topic Number: 5499	Last Modified Date: 02/10/2025 13:35:21
Topic Version: 1	Published Date: 30/01/2026