Additional costs associated with travel for ABSTUDY 010-02100230

A student or non-student traveller may be eligible for assistance with some additional costs associated with their approved travel.

Ensure the student or non-student traveller is entitled to receive FAA for the journey.

Is the student or non-student traveller eligible for FAA for the journey?

• Yes, go to Step 2
• No, go to Step 10

Check the student or non-student traveller is required to use the service to transfer between an airport, bus or train terminal to the board or accommodation provider or their permanent home. This also applies for reverse travel.

One of the following requirements must be met:

• there is a fee levied for all student or non-student travellers or a reasonable fee if levied for ABSTUDY students only, where a boarding establishment or accommodation provider offers transport facilities
• public transport bus and/or rail fare, or
• taxi fare or similar ride-sharing, where:
• public transport is not available
• it is unsafe to use public transport considering the age of the student and/or the time of day the travel occurs
• the student is travelling to the place of study for the first time and is unfamiliar with the public transport routes
• there are other compelling and justifiable factors which make a taxi or ride-sharing suitable

Has the student or non-student traveller met one of the above requirements?

• Yes, payment for the cost of transfer fees as outlined above is approved. Go to Step 3
• No, transport terminal transfers additional cost is not approved. If the approved traveller is:
• claiming other additional costs, go to Step 3
• not claiming any other additional costs, go to Step 10

The cost of excess baggage can be approved where the baggage allowance:

• for a mode of public transport is given in linear measure (there is a size limit), one additional piece of baggage within the size limit
• is based on weight, excess baggage up to 18 kilograms

If a student or non-student traveller has additional living and/or study items requiring transport, and it exceeds the baggage allowance of their normal mode of transport, they may be eligible for alternative modes of transport. See Determining the appropriate mode of transport for ABSTUDY Fares Allowance (FAA).

If the excess baggage is essential for the student’s course requirements, the Department of Social Services (DSS) may approve excess baggage entitlements beyond the limits outlined above. Where DSS approval is required, seek LPS assistance to escalate the request to the ABSTUDY Travel and Away from Base SO5, who will escalate the enquiry to the Level 2 Policy Helpdesk.

Does the excess baggage cost relate to the journey approved for FAA?

• Yes, payment for the cost of excess baggage as outlined above are approved, go to Step 4
• No, the excess baggage additional cost is not approved. If the approved traveller is:
• claiming other additional costs, go to Step 4
• not claiming any other additional costs, go to Step 10

Costs associated with overnight accommodation may be met by the approved student or non-student traveller to stay one or more nights in the following circumstances:

• the approved traveller is required to stay one or more nights at an in-transit location, that is not the permanent home or the place of study, and which is not the responsibility of the carrier
• non-student travellers undertaking a journey under the provisions of family member or community member travellers, supervisor travellers or travelling companion travellers and either:
• as a result of transport schedules, the approved traveller is unable to avoid staying one or more nights at the destination to which they accompanied the student/s before returning to their usual place of residence, or
• for family member, community member travellers, or supervisor travellers (if they meet the criteria of a family member or community member traveller), the approved traveller is required to stay a reasonable amount of time at/near the student's term address to visit the student
• the approved traveller is an education representative, undertaking Orientation or Special Purpose Visit travel and either:
• because of transport schedules, is unable to avoid staying one or more nights at the location of the Orientation/Special Purpose Visit, or
• stays a reasonable amount of time at the location of the Orientation/Special Purpose Visit in order to undertake the visit

Note: travellers are responsible for covering any security deposits and incidental charges incurred during their stay.

See the Resources page for evidence requirements and examples.

Does the overnight accommodation cost relate to the journey approved for FAA?

• Yes, payment for the cost of the accommodation and meals as outlined above is approved. If:
• accommodation is arranged by the education institution, Services Australia or the community, go to Step 5
• accommodation is arranged by the student or non-student traveller, go to Step 6
• No, the overnight accommodation additional cost is not approved. If the approved traveller is:
• claiming other additional costs, go to Step 7
• not claiming any other additional costs, go to Step 10

Where accommodation is arranged by the education provider, Services Australia or community, student or non-student travellers eligible for assistance are entitled to the reasonable cost of meals and accommodation for the stopover

If the education institution or community is seeking reimbursement, advise them to provide receipts for accommodation and meals expenses to be assessed.

If the customer is claiming:

• other additional costs, go to Step 7
• none of the above, go to Step 9

Where accommodation is arranged by the approved student or non-student traveller eligible for assistance, they are entitled to travel allowance

If the approved traveller is seeking reimbursement, advise them to provide receipts for the accommodation as evidence that they have arranged this.

See Calculate the relevant daily rate of travel allowance. The Resources page has links to the Australian Taxation Office (ATO) travel allowance rates, calculations of the rates payable and a travel allowance calculator.

Note: where travel allowance has been approved for a high-cost location not listed by the ATO as a 'High cost country centre', payment may be made for a higher rate of travel allowance where:

• the standard travel allowance rate is acquitted, and
• excess expenses are proven by receipts, provided that the expense is representative of reasonable costs of the location, or
• a residential expense package is being approved in principle or reimbursed, and
• evidence of the higher accommodation costs at the high-cost location is provided and the expense is representative of reasonable costs of the location

If the customer is claiming:

• other additional costs, go to Step 7
• none of the above, go to Step 9

Credit/debit card costs or service fees may be approved where the charges are unavoidable and associated with booking travel. This does not include security deposits or pre-authorisation charges required by an accommodation provider.

Do the costs relate to the journey approved for FAA?

• Yes, payment for the costs are approved. If the customer is claiming:
• any other additional costs incurred during the travel, go to Step 8
• none of the above, go to Step 9
• No, the credit or debit card costs associated with booking travel additional cost is not approved. If the approved traveller is:
• claiming other additional costs, go to Step 8
• not claiming any other additional costs, go to Step 10

Additional costs, incurred by an approved student or non-student traveller during the journey, cannot be approved for FAA. The only exception is due to disrupted student travel. For information on additional costs payable due to disrupted travel, see ABSTUDY students experiencing disrupted travel.

Additional costs incurred by an approved traveller that are not payable include but are not limited to:

• additional accommodation charged by a provider when an unapproved traveller stays in the accommodation
• security deposits. For example, pre-authorisation or hold placed on a credit/debit card or a cash deposit
• consumption of non-approved food or drink at an accommodation provider (mini bar or additional meals)
• meals not associated with overnight accommodation
• costs charged by a transport provider for transporting pets
• use of a hire limousine for transport terminal transfers
• damage to accommodation
• additional room cleaning charges
• laundry charges
• lost keys for accommodation
• damage to aircraft, and
• Buy now pay later fees, such as Afterpay or Zip Pay fees

Are any of the additional costs approved?

• Yes, go to Step 9
• No, go to Step 10

Advise the approved traveller they are eligible for additional costs.

Additional costs can be authorised in advance of travel or reimbursed after the journey.

If claiming additional costs:

• in advance of travel, see Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• after travel has been undertaken, see Processing Fares Allowance and Away from Base entitlements in advance or reimbursements
• Applicants claiming reimbursement must complete an ABSTUDY Fares Allowance Claim (SY032) form. The Resources page has a link to the form

Procedure ends here.

Advise the education provider, community, student or non-student traveller they are not eligible for additional costs.

If the request for additional costs has been received by:

• ABSTUDY Smart Centre Telephony:
• Record details on a DOC
• Explain their review and appeal rights
• Procedure ends here
• ABSTUDY Smart Centre Travel Team:
• Finalise the travel Booking Status as Rejected in the Travel Management Application (TMA)
• Record details of the decision in the Notes field. See Authorising and coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES)
• Procedure ends here