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Module: Purchasing Things

đź“– Purchase Please #2 - Flights / Accommodation

Created 10 years ago by Duncan Hunter|

Modified 19 hours ago by Seth Daily

There are generally 4 sets of circumstances under which you will require flights or accommodation:

  • SSW Retreats
  • Working from another SSW Office
  • For a client
  • For internal SSW work - such as user groups or running training

đź’ˇIf you are attending a conference or external event you need to first follow: Training and Conferences.

Note: When booking flights add the SSW ABN - 21 069 371 900 because it helps us track invoices and points.

Note: SSW won't cover business class, any flight options, e.g., premium seats for extra leg room are covered up to 50%.

DO NOT purchase domestic flights from overseas suppliers or WebJet.com! Booking directly with the Airline is cheaper and they have no tax issues.

For trips that are partially covered

Scenario #1: You have been invited to join another State's Retreat & require reimbursement for 50% travel

Scenario #2: You have asked to work in another office for a period & require reimbursement for 50% travel (self-initiated)

Scenario #3: You will work at the SSW booth in NDC Oslo / work in SSW Strasbourg and you are covered {{ XX }}%

  1. Get approval & send an 'as per our conversation' email * with a "checked by" from the approver, using Outlook | New Email | Content Chooser | All Staff Email Templates | Select purchase-please-flights-and-accommodation-for-retreats-and-working-from-another-office
  2. Book your flights

For international flights, get a checked by accountant before you book it.

  1. Reply done to your email

🗝️Condition: SSW Employee benefits provided within the last 12 months of employment are deducted from final pay upon termination. The exceptions to this are retreats, novated leases, and YOLO days.

For client work or internal work that are fully covered

Scenario #1: Adam has asked you to present a course e.g. Azure Superpowers, or the Angular Workshop

Scenario #2: Adam has asked you to work from another office to fix something

Scenario #3: A client has asked you to travel insterstate to meet with them (expenses are on-billed to Client)

  1. If traveling for your client - get approval from your client, and send an as per our conversation email using Outlook | New Email | Content Chooser | All Staff Email Templates | Select flights-and-accommodation-client-visit

  2. Either:

TODO have an automated AI email reply that sends them flight options

sending an email using Outlook | New Email | Content Chooser | All Staff Email Templates | Select flights-and-accommodation-no-reimbursement

French Office:

  1. Save a copy of "Notes de Frais" template on your computer
  2. Rename the file using the format: {{ FIRSTNAME }}-{{ LASTNAME }}-{{ DESCRIPTION }}-{{ YYYYMMDD }} (e.g.: Bob-Northwind-Paris-20221202)
  3. Gather your receipts and fill the necessary information
  4. Zip everything using the same filename format and send it to SSWFranceAccounts@ssw.com.au

Note:

  • It is standard to book 1 room with separate beds (or 1 apartment with two rooms). We will do our best to accommodate your preferences, however this is not always possible. If you want an upgrade, you can pay the difference.

  • Be aware, you still need to work full 8 hours a day, not including travel. Times are based on SSW working hours (usually departures early in the morning and return after 6pm unless your working hours are changed).

  • Times also vary based on flight availability and $ price The admin staff will typically have 2 options for you based on our regular booking history, so let them know if you have anything in mind. For example:

“I have previously stayed at ABC Hotel for work for this client and it was a convenient location at a good price"
"Client engagement starts on X date but I'd rather fly in the night before"

  • Changes – Any changes needed after the flight is approved & booked are the employee who is flying’s responsibility - any fees incurred will also be the employee’s responsibility.

Note: Receipts need to be in English where possible. If they are not, you must write on the receipt what it is and what it was for.