Guidelines for Work Travel Between University of the Sunshine Coast Sites

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Guidelines for Work Travel Between University of the Sunshine Coast Sites

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Designated Officer: Director, Human Resources
Date Reviewed: November 2016

1. Overview

All ongoing and fixed-term staff at USC may be required to work at any site operated by USC. The relevant paragraph contained in the contract of employment states:

‘You may be required to work on either a temporary or an indefinite basis, in accordance with University policies, procedures and guidelines, at any campus, which the University currently has or may subsequently acquire or at any premises at which it may from time to time provide services.’ 

2. Working hours

When an ongoing or fixed-term Academic or Professional staff is required to deliver services at a site other than the site that they are normally located at, consideration of travel times will be made in the workload allocation of the staff member for travel time above and beyond normal home/workplace commuting, including travelling between sites.

Travel time is included as part of the workload. When planning travel between USC sites, consideration must be given to planning work in conjunction with travel times to ensure costings are minimised and efficiencies achieved.

For example, staff should not normally travel to another site to conduct a two hour lecture, or a one hour tutorial. Where such travel is required, additional duties should be undertaken while at the site to ensure maximum benefit is obtained from the visit.

However, if work is such that it requires greater than four hours to deliver, then overnight accommodation could be considered, and work undertaken the next day should be planned to ensure maximum benefit is obtained from the visit.

For example, staff travelling to and working from either Fraser Coast or Sippy Downs could work about three hours and then return to their primary campus. In this example, accommodation would not be required, and the driving fatigue management principles (see below) would be adhered to.

Consideration must also be given to the relevant Hours of Work clause in the University of the Sunshine Coast Enterprise Agreement.

3. Fatigue Management

Where possible, technological facilities such as video-conferencing and teleconferencing should be considered as an option to reduce motor vehicle travel between USC sites.

Staff driving a motor vehicle between USC sites must adhere to safe driving principles as outlined below:

  • motor vehicle users should not drive for more than 10 hours in any 24 hour period, or drive and work for more than 10 hours in any 24 hour period
  • drivers should take regular breaks to reduce the risk of fatigue. As advised by Queensland Department of Transport and Main Roads, it is suggested that drivers stop every two hours for a 15 minute break
  • drivers must also comply with all road rules (including speed limitations) and applicable legislation while driving and not operate a motor vehicle if they are under the influence of alcohol or drugs
  • the journey should be planned and consideration given to the following:
    • length of journey
    • vehicle type
    • terrain and road conditions
    • weather
    • traffic conditions
    • location of rest areas
  • where driving times are likely to exceed ten hours, or a self-assessment indicates a need to rest, drivers should consider using overnight accommodation, which requires relevant senior staff approval
  • if an accident occurs, drivers should follow state legal requirements and lodge an Incident Notification on return to work.

4. Transportation

There are a number of options for travel to and from USC sites, depending on the location and distance to the site. Transport must be by the most cost effective means available and must be approved by the relevant Cost Centre Manager or Head of School, prior to undertaking the travel.

Travel options:
  • Public transport – for example, if travel is to Gympie campus, staff can use the University Express Shuttle service both to and from Gympie. Similarly, if travel is to USC SouthBank, a staff member can catch a train to and from Brisbane or Caboolture. Reasonable costs for public transport will be reimbursed
  • University supplied vehicle - with the prior approval of the Head of School or Director, a staff member may use a University supplied vehicle, with the cost to be borne by the School or Cost Centre
  • Car pooling - where mutually convenient with other staff who are travelling between sites, especially when utilising University vehicles
  • Private vehicle use – a staff member can seek approval to drive their own vehicle and a mileage allowance would be paid on completion of the appropriate documentation. The vehicle must be covered by either a comprehensive or third party property damage insurance policy

University staff are covered under the University’s Workers’ compensation insurance policy for work related direct travel (journey) to and from any University site.

Staff will not be reimbursed for the purchase of food and drink during the course of travel, except in the case where overnight accommodation is required. In this case, the evening meal and breakfast for the following day may be claimed.

Casual and sessional staff are not covered by the requirement to travel between USC sites.

All staff are, however, regardless of the purpose for travel required to adhere to the fatigue management principles when driving for more than two hours.

END.

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