International and Domestic Travel Guidelines

Nomenclature

Term	Definition
AMEX GBT	American Express Global Business Travel
ATO	Australian Taxation Office
BHSI	Berkshire Hathaway Specialty Insurance
CEO	Chief Executive Officer
DFAT	Department of Foreign Affairs and Trade
DISP	Defence Industry Security Program
ISM	Information Security Manual (Australian Government)
PCBU	Person Conducting a Business or Undertaking
PDS	Product Disclosure Statement
QHSE	Quality, Health, Safety, and Environment
VPN	Virtual Private Network
WHS	Work Health and Safety
WMS	Westlink Management System

Purpose

This guideline establishes the requirements for planning, booking, managing, and acquitting business travel for all Westlink Logistics workers. It provides a framework that ensures travel is conducted safely, cost-effectively, and in compliance with Westlink’s duty of care obligations under the Work Health and Safety Act 2020 (WA).

Westlink’s operations involve frequent domestic and international travel to client sites, project locations, and partner offices. This guideline recognises the operational demands of a logistics and defence services business and balances cost management with worker safety and wellbeing.

Scope

This guideline applies to all Westlink Logistics workers, including employees, contractors, and secondees, who travel domestically or internationally for business purposes.

It covers:

• Travel risk assessment and pre-trip planning

• Accommodation, meals, flights, and ground transport

• Car hire and driving requirements

• Travel health, safety, and fatigue management

• Information security while travelling

• Emergency assistance and insurance

• Expense acquittal and record keeping

Travel to defence facilities or sites handling classified material is additionally subject to TEC-POL-001 (Information Security Policy) and any site-specific security requirements.

Definitions

Term	Definition
AMEX GBT	American Express Global Business Travel — Westlink’s primary travel management company for booking flights, accommodation, and car hire.
BHSI	Berkshire Hathaway Specialty Insurance — provider of Westlink’s corporate travel insurance policy.
Direct reimbursement	The specific cost of a travel item (e.g. a flight) is charged directly to the client as a separate line item, not included in a lump sum travel allowance.
Long-haul travel	A single flight segment exceeding 6 hours’ duration, or a total journey time (including connections) exceeding 10 hours.
Travel risk assessment	A pre-trip evaluation of destination risk, health considerations, security environment, and site access requirements used to determine the level of approval and controls required.

Responsibilities

Role	Responsibility	When
Travelling Worker	Complete travel risk assessment. Book travel per this guideline. Comply with expense limits. Submit expense claims with receipts within 14 days of return. Report incidents immediately.	Each trip
Line Manager	Approve travel requests and expense claims. Review travel risk assessment. Confirm fitness to travel. Arrange alternative plans if worker is unfit to travel.	Each trip
CEO	Approve high-risk travel, exemptions to spending limits, and travel to destinations with DFAT ‘Reconsider your need to travel’ or higher advisory level.	As required
Finance	Process expense claims and reimbursements. Monitor compliance with spending limits. Manage AMEX GBT account. Dispute excessive or non-compliant expenses.	Ongoing
QHSE Manager	Maintain emergency contact list. Review travel incidents. Update travel risk assessment criteria. Coordinate with insurer on claims.	Ongoing

Travel Risk Assessment

All business travel requires a pre-trip risk assessment. The level of assessment and approval varies by destination risk category. Westlink has a duty of care under s.19 of the WHS Act 2020 to ensure, so far as is reasonably practicable, the health and safety of workers — this extends to travel undertaken as part of work.

Risk Categories

Category	Criteria	Approval	Controls
Low	Domestic travel to Australian capital cities and major regional centres. Smartraveller: no specific advisory for destination.	Line Manager	Standard booking process. Emergency Assistance Card carried.
Medium	Domestic travel to remote or isolated sites. International travel to countries with Smartraveller ‘Exercise normal safety precautions’ advisory. First-time international destinations.	Line Manager	Travel risk assessment documented. Site-specific induction confirmed. Communication plan for remote areas. Check-in schedule agreed with manager.
High	International travel to countries with Smartraveller ‘Exercise a high degree of caution’ advisory. Travel involving defence or classified work. Travel exceeding 14 consecutive days.	CEO	Written travel risk assessment. BHSI travel alert registration. Daily check-in schedule. Device security review per TEC-POL-001. Travel insurance coverage confirmed for destination.
Extreme	Countries with Smartraveller ‘Reconsider your need to travel’ or ‘Do not travel’ advisory.	CEO (written approval)	Full risk assessment with mitigation plan. DFAT registration. BHSI pre-travel consultation. Consideration of alternative arrangements (video conference, local representative).

Workers should check Smartraveller (smartraveller.gov.au) for current travel advisories before completing the risk assessment. Risk categories may be escalated based on specific circumstances such as civil unrest, natural disasters, or health emergencies at the destination.

Booking and Expense Management

Spending Limits

The following spending limits apply to all business travel. These are maximum limits, not targets. Workers should select the most cost-effective option that meets business requirements and safety considerations.

Category	Limit	Notes	Exemptions
Accommodation	$400/night maximum	Standard room booking. Select hotels with 24-hour reception and secure access where possible.	Cost directly reimbursable by customer; loyalty points used to upgrade; no lower rate available at the location; safety concern at cheaper alternatives; CEO approval (inform Finance).
Food and Drink	$150/day (Australia) $200/day (Europe, USA, and equivalent high-cost destinations)	Covers breakfast, lunch, and dinner. Workers must comply with GOV-POL-003 (Drug and Alcohol Policy) and GOV-POL-005 (Fitness for Work Policy) at all times, including when consuming alcohol with meals.	Client entertainment (record client name and business purpose on expense claim); CEO approval (inform Finance).
Air / Rail / Sea	Economy class	Non-refundable fares when cancellation risk is low. Refundable or re-bookable fares when plans may change. Book return flights where possible (generally cheaper than two one-way tickets).	Cost directly reimbursable by customer and higher class accepted by the client; loyalty points used to upgrade; CEO approval (inform Finance). A lump sum client travel allowance does not constitute direct reimbursement.
Car Hire	Compact sedan	Valid driver’s licence required. International Driving Permit required for overseas travel. Hire from licensed agencies only. Activate basic/compulsory protection plan only — Westlink’s vehicle waiver covers up to $5,000.	Cost directly reimbursable by customer; work requires a different vehicle type (manager approval); CEO approval (inform Finance).
Airport Parking	Standard airport rate	Pre-pay parking at standard rate. Taxi or rideshare to the airport is generally more cost-effective and preferred.	—
Taxi / Rideshare	Standard rate	Business purposes only. Record the purpose of each trip on the expense claim.	—

Booking Process

• Complete the travel risk assessment and obtain the required level of approval (see Section 5).

• Book through AMEX GBT as the primary platform for flights, accommodation, and car hire.

• If a more cost-effective option is available outside AMEX GBT (e.g. booking directly with an airline or hotel), provide a cost comparison in Fyle/Sage when submitting the expense claim.

• Obtain line manager approval for significant expenses (flights, accommodation, car hire) before booking.

• Where possible, combine flights and accommodation in a single booking to reduce transaction charges.

Expense Acquittal

• Submit expense claims with all receipts in Fyle/Sage within 14 days of returning from travel.

• Charge client-reimbursable travel at cost + 10%. Where costs are not passed to the client, agree a budget with the CEO and Finance before travel.

• Client lump sum travel allowances do not override the spending limits in this guideline. Compliance with the category limits above still applies.

• Personal expenses charged on company cards or accounts must be reimbursed to the company. Excessive or non-compliant costs may be disputed by the line manager, Finance, or the CEO, and the worker may be required to reimburse the company.

Travel Health and Safety

Westlink’s PCBU duty of care under the WHS Act 2020 extends to work-related travel. Workers also have a duty under s.28 to take reasonable care for their own health and safety while travelling.

Pre-Travel Readiness

Before booking travel, the worker must confirm:

• Travel documents are current and valid — passport (with at least 6 months’ validity for international travel), visas, work permits.

• Customer or site access requirements are met — medicals, inductions, security clearances, permits.

• Smartraveller travel advisories have been reviewed for the destination and DFAT recommendations will be followed.

• They are fit to travel. Any medical condition, illness, or doctor’s advice against travel must be disclosed to the line manager so alternative arrangements can be made.

• GOV-POL-005 (Fitness for Work Policy) is understood.

• The Emergency Assistance Card is carried in person or in the travel bag.

• Vaccinations recommended by the Australian Government for the destination country are up to date (international travel).

Fatigue Management

Travel fatigue is a significant risk for workers who travel frequently or across multiple time zones. Westlink recognises that fatigued workers are at higher risk of incidents, poor decision-making, and health effects.

• After long-haul travel (single segment >6 hours or total journey >10 hours), workers should have a minimum rest period of 12 hours before commencing work duties, unless operationally critical and approved by the line manager.

• Workers should not drive a vehicle for at least 8 hours after arriving from a long-haul flight.

• For travel exceeding 14 consecutive days, the line manager and worker should agree a rest day schedule during the trip.

• Workers who travel frequently (more than 3 international trips per month or 10 domestic flights per month) should discuss workload management with their line manager.

• Red-eye flights should be avoided where a same-day alternative exists at a reasonable cost, particularly when the worker is required to work the following day.

Driving While Travelling

Workers who hire vehicles or drive during business travel must:

• Hold a valid driver’s licence for the vehicle class. Carry an International Driving Permit when driving overseas.

• Hire vehicles from licensed rental agencies only.

• Familiarise themselves with local road rules, speed limits, and driving conditions at the destination.

• Not drive if fatigued, under the influence of alcohol or drugs, or otherwise unfit per GOV-POL-003 and GOV-POL-005.

Vehicle Accident Procedure

In the event of a vehicle accident while travelling:

• Prioritise the safety of all persons involved.

• Do not admit liability.

• Collect full details of the incident, other parties, and witnesses — including photos and written statements.

• Contact emergency services if required (local equivalent of 000).

• Report the incident to the CEO and line manager immediately.

• Lodge an incident report per QHSE-PRO-001 (Hazard and Incident Reporting Procedure) within 24 hours.

Information Security While Travelling

Workers travelling with company devices or accessing Westlink systems remotely must comply with TEC-POL-001 (Information Security Policy). The following additional controls apply to travel scenarios.

Device Security

• Use Westlink-issued devices only. Do not store work data on personal devices or USB drives.

• Enable full disk encryption and screen lock on all devices before travel. Set auto-lock to a maximum of 2 minutes.

• Use a privacy screen filter when working in public spaces (airports, lounges, aircraft, hotel lobbies).

• Do not leave devices unattended in hotel rooms, vehicles, or conference spaces. Use the room safe or carry devices with you.

• Report any lost or stolen device to the line manager and IT immediately — do not wait until returning from travel.

Network Security

• Connect to Westlink systems via the company VPN when using any network outside the office (hotel Wi-Fi, airport Wi-Fi, mobile hotspots).

• Do not use public or unsecured Wi-Fi networks without the VPN active. If VPN connection is unavailable, use a mobile data connection instead.

• Do not access sensitive or classified information from shared or public computers (hotel business centres, internet cafes).

Defence and Classified Work

Workers travelling to defence facilities or handling classified material while travelling must additionally:

• Not carry classified material (OFFICIAL:Sensitive or above) on personal devices or removable media.

• Comply with all site-specific security requirements at defence facilities, including device restrictions and access controls.

• Report any approach or suspicious contact while travelling internationally to the Security Officer on return.

Emergency Assistance

In any emergency while travelling, the worker’s first priority is personal safety. Once safe, contact the corporate travel insurer and line manager as soon as practicable.

Contact	Details	When to Use
Local emergency services	000 (Australia), 911 (USA), 112 (Europe/international mobile), or local equivalent	Immediate threat to life, medical emergency, crime in progress
BHSI Care	+612 8907 5605 (24/7). Medical assistance (clinic location, hospital admission, ambulance evacuation, medication dispatch). Travel assistance (visa issues, lost documents, emergency arrangements, interpreters). Security assistance (crisis evacuation, natural disaster response).	Medical emergency, security incident, travel disruption
CEO — John Di Giovanni	Work: +61 (8) 6117 0444 | Mobile: +61 423 642 002 | Email: ja.digiovanni@westlinklogistics.com	All incidents, high-risk situations, media enquiries
Line Manager	As per reporting structure	All travel incidents and disruptions

Workers travelling alone to remote or isolated locations should agree a check-in schedule with their line manager before departure. If a scheduled check-in is missed, the line manager should attempt contact and escalate to the CEO if the worker cannot be reached within 2 hours.

Insurance

Corporate travel insurance is provided by Berkshire Hathaway Specialty Insurance (BHSI). The Product Disclosure Statement (PDS) is held in Dynamics 365 > WL Documents > Corporate Travel.

• Coverage includes medical expenses, emergency evacuation, trip cancellation, lost baggage, and personal liability while travelling on business.

• Workers should confirm coverage extends to the destination country before travel, particularly for high-risk destinations.

• The car hire protection plan should be limited to the basic/compulsory level — Westlink’s vehicle waiver covers up to $5,000 excess.

• Insurance claims should be lodged with Finance as soon as practicable after the event, with supporting documentation.

Loyalty Programs

Workers may retain frequent flyer, hotel loyalty, and other loyalty program points earned during business travel. Participation in loyalty programs must not influence booking decisions in a way that results in incremental costs to the company beyond the lowest available rate that meets business requirements.

Private Travel

Private travel may be combined with business travel provided all of the following conditions are met:

• Approval from the line manager and/or CEO before booking.

• Additional time spent travelling is taken as approved annual leave.

• Personal travel expenses are paid by the worker. Any personal expenses incurred on company cards or accounts must be reimbursed.

• Corporate travel insurance does not cover the private travel component — the worker is responsible for their own travel insurance for any personal extension.

Useful Resources

Resource	Details
AMEX GBT	Primary travel booking platform (americanexpress.com/en-au).
Smartraveller	Australian Government travel advisory service (smartraveller.gov.au). Overseas emergency: +61 2 6261 3305. Within Australia: 1300 555 135.
DFAT Registration	Register travel plans with DFAT for consular assistance (smartraveller.gov.au — ‘Register your travel’).
XE.com	Currency exchange rates (xe.com).
Wise	International money transfers (wise.com).
BHSI Care	Emergency assistance under corporate travel insurance. 24/7 contact: +612 8907 5605.

Records

Record	Location	Responsible	Retention
Travel risk assessments	Fyle / SharePoint	Line Manager	3 years
Travel expense claims and receipts	Fyle / Sage	Finance	7 years (ATO requirement)
Travel approval records	Email / Fyle	Line Manager	7 years
Insurance claims and supporting documentation	Dynamics 365 > WL Documents > Corporate Travel	Finance	7 years post-settlement
Travel incident reports	WMS library (per QHSE-PRO-001)	QHSE Manager	Per QHSE-PRO-001 requirements
Lost/stolen device reports	IT incident register	IT / Security Officer	5 years

References

Related WMS documents:

• GOV-POL-003 — Drug and Alcohol Policy

• GOV-POL-005 — Fitness for Work Policy

• QHSE-PRO-001 — Hazard and Incident Reporting Procedure

• TEC-POL-001 — Information Security Policy

External references:

• Work Health and Safety Act 2020 (WA) — s.19 (primary duty of care), s.28 (duties of workers)

• ISO 45001:2018 — cl.8.1 (Operational planning and control), cl.8.2 (Emergency preparedness and response)

• Smartraveller — Australian Government Department of Foreign Affairs and Trade travel advisory service

• Berkshire Hathaway Specialty Insurance — Corporate Travel Insurance Product Disclosure Statement