90.7 Payment of travel and accommodation costs when a person is required to travel

Prior to approval, a delegate should first confirm that the client is reasonably required to travel for the purpose of attending:

• medical treatment;
• a rehabilitation assessment; or an
• approved rehabilitation activity.

Prior to undertaking the travel the client should be fully briefed of these provisions and the requirements they will be expected to meet, with a file note confirming this activity.

DVA will pay reasonable costs for travel required to undertake the approved treatment and rehabilitation activities.  This may include:

• air/bus/train/taxi fares, or
• a kilometre allowance (if using private vehicle)

The delegate has the discretion to determine what "reasonable" costs of airfares may be, based on information and evidence available to them. The delegate may choose to utilise, for example, the DVA Official Travel Policies as a benchmark of "reasonableness". A client's individual needs should be considered, so that for example, if the delegate is provided with appropriate medical evidence that the client has specific needs impacting on their capacity to travel, then he/she may consider that it is reasonable for the person to travel business class, particularly if the client needs to travel a long distance.

DVA will pay reasonable costs for accommodation and meals required to undertake the approved treatment and rehabilitation activities.  This may include:

• accommodation costs (commercial or non commercial); and
• a meals and incidental allowance, where required.

Clients are required to lodge a claim for reimbursement of approved travel within 12 months of undertaking the travel. Delegates have the discretion to extend this timeframe on a case by case basis, based on individual circumstances.

On their return from the approved journey, the client is to  retain evidence of the travel and accommodation costs associated with treatment or attendance at the approved rehabilitation activity for a period of four months after their claim for reimbursement of travel expenses has been determined by a delegate.

Claimants must provide these receipts, if requested within this four month period.

Where the client incurs additional travel or accommodation costs beyond their control, which were not initially approved, they are to provide receipts for those additional costs before reimbursement is considered.

Where the client stays in commercial accommodation, DVA may, where possible, arrange the accommodation to gain benefit of corporate contracted rates.

The DVA Travel Allowance Calculator for non SES employees and/or the DVA Travel Management Systems may be used as an indicator of "reasonable" costs of accommodatin and meals if the delegate chooses to do so. The Calculator takes into account the times travelled and any accommodation requirement.