Archived publication

This publication is no longer current or has been superseded.

Appendix 1: Expenses and allowances

The SMF funding covers expenses reasonably incurred in providing services or undertaking projects.  Furthermore the terms and conditions state:

Use SMF funding correctly: must only use the funding for proper purposes and within the scope of the project.  In particular, personal expenses with regard to travel and accommodation must be reasonable and expended by the Contractor only.  Mini-bar and alcohol expenses are not covered by the funding.

The following information pertains to the reasonable use of government funds.

Air travel

The Ministry encourages non-flexible fares as often there is little or no difference between buying two non-flexible fares and paying for a fully flexible fare, hence making the risk of cancellation worthwhile.  The Ministry encourages the purchase of the cheapest fares (unless there are valid reasons for not buying these).  International air travel is not covered by the fund.  Where alternatives to travel are available, such as video conferencing or teleconferencing, please use these.

Travel expenses

Actual and reasonable expenses (on receipt) for meals and other incidental expenses while on out-of-town business for the purpose of the SMF project may be claimed.

Accommodation

The Ministry allows up to $140 per night (GST exclusive) for accommodation in New Zealand.

Taxis/parking

Taxi costs may be reimbursed if used as part of the project.  Applicants are required to provide receipts for taxi fares and/or parking costs.  If supporting documentation cannot be provided, the charge will not be reimbursed.

Phone calls

Contractors should ensure the cheapest option is used for making calls.  Personal calls are not covered by the SMF funding.  Project-related calls are reimbursed upon receipt of supporting documentation.  Calls charged to hotel bills are often extremely expensive and should be avoided, where possible.

Mini-bar

Mini-bar charges are a personal expense and, therefore, cannot be charged back to the Ministry as part of the accommodation bill.

Use of private motor vehicle

You may use a private vehicle for business relating to the project.  Mileage may be claimed at 62 cents per km, as per the ‘Mileage rates for employee reimbursement and self-employed people’ on the Inland Revenue website.  Where travel is undertaken in a personal vehicle, the assumption is that the individual travelling is principally responsible for insurance coverage.  The Ministry will not be liable for any costs incurred in the event of an accident under these circumstances.

[ |