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Weekly Payment Reimbursement Request

Reimbursement can be requested via the below Weekly Payment Reimbursement Request (WPRR) form. Use these WPRR Tips for help completing the form. For further information on WPRR Entitlement FAQ .

Expense forms

Use this form to record medical expenses.

Use this form to claim reimbursement of travel expenses.

travel expenses worksafe victoria

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Claiming travel expenses

Claiming travel expenses.

Did you know that in certain circumstances GB can reimburse you for expenses associated with attending medical and hospital appointments for your accepted work related injury or illness?

This can include:

  • Private motor vehicle/public transport expenses
  • Taxi travel
  • Meal and accommodation expenses, and

To claim for reimbursement complete the Travel Expense Claim Form and submit it to your Case Manager. If you can’t find your Case Manager’s details you can submit it to our Payments Team .

Below we’ve outlined the different types of travel expenses you may be eligible to have reimbursed.

Private Motor Vehicle/Public Transport Expenses

If you are required to attend a medical or hospital appointment, Independent Medical Examination or Medical Panel Review as part of your accepted claim and use your own vehicle to attend, you may seek reimbursement of the distance travelled in kilometres to that appointment.  You may also claim reimbursement for parking & toll fees associated with those appointments.  If you use Public Transport in lieu of your own vehicle, you may seek reimbursement of the cost of the use of the transport.

Claims for reimbursement must be submitted in writing with the following information:

  • Address of departure & arrival location
  • Name of provider attending
  • Date & Time of travel
  • Total km’s traveled per trip (Private motor vehicle use only, reimbursed at 30c per km)
  • Copies of relevant parking/toll receipts. (Please note, if the cost of the parking is less than $15, a copy of the receipt is not required).
  • Cost of the ticket – Bus, Tram or Train travel. (A copy of the ticket is not required).

Taxi Travel

If you are unable to attend a medical or hospital appointment, Independent Medical Examination or Medical Panel Review by private vehicle or public transport, GB may be able to approve and reimburse you for the cost of taxi travel.  In order to approve such a request, GB would require justification in writing from your GP outlining the reasons why you are unable to travel by your own vehicle or public transport.

Claims for reimbursement of taxi expenses must be submitted in writing along with a fully detailed receipt from the taxi.

Meal and Accommodation Expenses

If you are required to attend an Independent Medical Examination or Medical Panel Review, in some instances GB can reimburse you for the cost of meal and accommodation expenses associated with that attendance.

  • Meal Expenses – Can be reimbursed to you where the distance from your home to the appointment is more than 100km away and the appointment results in you being away from home at meal times
  • Accommodation Expenses – Can be reimbursed to you where information has been received from your treating Dr that shows that due to your work-related injury or illness, you are unable to attend your appointment and return home on the same day.

Claims for reimbursement for both Meal and Accommodation Expenses, must be submitted with the copies of the relevant receipts for each.

Full details of reimbursement rates can be obtained from  WorkSafe’s website .

If you are required to attend an Independent Medical Exam or Medical Panel review and the use of a private motor vehicle, public transport or taxi is not practicable, GB may be able to reimburse you for the cost of air travel.

Prior approval is required, so you must ensure that you discuss this option with your Case Manager before making any arrangements.

To claim reimbursement of Air Travel, your must submit the following:

  • Copy of receipt from the airline
  • Details of the attendance – name of provider/hospital, date, appointment time
  • Copy of approval from GB.

What GB cannot pay for

Whilst GB can reimburse you for the above expenses, there are certain expenses that you cannot be reimbursed for.  These are as follows:

  • Travel for non work-related injury or illness purposes
  • Expenses (including meals/accommodation) related to anyone other than the injured worker – ie: spouse, partner, child
  • Meals/Accommodation expenses not associated with an Independent Medical Examination or Medical Panel Review
  • Incidental Expenses for accommodation, such as mini-bar, laundry, television hire, telephone charges and alcohol
  • Motor Vehicle Hire and expenses associated to that hire
  • Traffic, Public Transport or Parking Fines
  • Weekly, Monthly or Annual Tickets (Public Transport)
  • Commercial passenger transportation services provided by drivers who do not possess appropriate accreditation with the Victoria Taxi Services Commission
  • Taxi waiting time
  • Chaffeur Driven Limousines
  • Charges above the standard prices for air travel.

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travel expenses worksafe victoria

travel expenses worksafe victoria

Victorian Public Service - Travel Policy

On this page

1. general policy guidelines, 2. travel arrangements and approvals, 3. risk management, 4. health and infirmity, 5. air travel, 6. accommodation, 7. car rental, 8. other transport, 9. frequent flyer points and airline/hotel lounges, 11. miscellaneous expenses, 12. travel‑related telecommunications, 13. spouse, companion and dependents’ travel, 14. personal travel, 15. contractors’ travel, 16. expense reporting, 17. compliance with policy, 18. duty of care, 19. passport and visas, 20. additional guidelines for victorian government purchasing board-mandated government entities, 1.1 background.

This Victorian Public Service travel policy replaces the Government Entities’ Travel Principles previously issued by the Department of Premier and Cabinet and is to be read in conjunction with government entities’ own travel and expense policies. These may be obtained from government entities’ travel managers or their human resources or finance teams.

Government entities’ travel and expense policies must complement the Victorian Public Service travel policy. Where there is any incompatibility between travel policies, the Victorian Public Service travel policy will prevail.

Access Departmental travel managers’ contact details .

The Victorian Public Service travel policy is managed by the Department of Treasury and Finance.

Access contact details for the Travel management services contract Category Manager .

This policy applies to all Victorian government entities.

Victorian government entities are grouped in two categories for the procurement of goods and services:

  • those mandated to comply with Victorian Government Purchasing Board (VGPB) policies (‘VGPB‑mandated’)
  • those not mandated to comply with VGPB policies (‘non‑VGPB mandated’).

Access the current list of Victorian Government Purchasing Board mandated entities

The following table clarifies compliance required from each category of Government entity.

The following image clarifies compliance required from each category of Government entity

Figure 1: Scope of the VPS Travel Policy shows which Agencies are bound by the travel policy. The travel policy applies to all VPS employers. The travel management services state purchase contract is mandatory for entities bound by the VGPB supply policies and recommend for all other government entities.

1.3 Ministerial travel

This policy does not apply to Ministers and their staff travelling on government business. For domestic travel, Ministers and their staff can refer to this Policy for guidance.

All overseas travel undertaken by Ministers and their staff must comply with the Ministerial Overseas Travel Policy, which is owned by the Department of Premier and Cabinet’s International Engagement Branch.

1.4 Alternatives to travel

Travel for government business should be undertaken if it is of benefit to the employee’s government entity, otherwise travel alternatives (for example: conference calls, video calls) must be pursued. Such alternatives can deliver savings and support the State’s environmental policy objectives to pursue resource efficient technology.

1.5 Policy reviews

This policy will be reviewed regularly.

Questions on the content and scope of this policy should be addressed to government entities’ travel managers in the first instance. For further assistance, contact the Travel management services contract Category Manager .

1.6 Definitions

  • Government travel means travel undertaken by government entities’ staff as part of their duties and paid for by the State.
  • for airline bookings: the lowest fare offered at the time of booking, provided that this fare is offered in conjunction with suitable travel times, as detailed in the Best Fare of the Day Guidelines
  • for hotel bookings: the lowest rate available at suitable hotels within reasonable distance from the main location of government business. The travel approver will determine the most appropriate star rating, based on an assessment of government business requirements and total cost of travel for available hotels (typically, room rate plus transportation costs).
  • Travel booker refers to a government entity employee who regularly books travel for government entities’ staff.
  • Travel approver refers to a government entity employee who has the authority to approve staff travel.
  • Travel manager refers to a government entity employee who has general oversight of the travel category in their government entity.
  • Travel costs means any costs, fees, allowances or expenses associated with or incidental to official government entities’ travel, including but not limited to air fares, accommodation, car rental expenses and travel bookings’ transaction fees.
  • Domestic travel includes both travel within Australia and travel between Australia and New Zealand.
  • International travel travel to all destinations not included in ‘domestic travel’.

When booking travel, government entities’ staff and travel bookers must impartially consider the fares available. Travel bookings must not be based on personal preferences for a particular travel provider, access to lounges or the accumulation of reward and loyalty points (including status credits). Staff are not allowed to accumulate frequent flyer or any other reward points when travelling on government business.

2.1 Approval process

The approval process for travel varies between government entities, so guidance must be sought from the relevant government entity’s travel manager. These processes must promote a prompt decision on whether a trip is approved or not, as many air fares and hotel rates are ‘instant‑purchase’ or expire within hours if not confirmed, and may result in additional cost for the State.

International travel must also be approved by the Department Secretary or most senior officer within the traveller’s government entity.

3.1 Overview

Government travel can have serious risk implications for the State in areas such as staff safety and security, reputation, data security, legal, financial and productivity. This policy provides general advice to reduce the associated risks. Staff must also take into account specific risk management guidelines or mandated practices for their own government entities.

3.2 Pre‑travel arrangements

Before undertaking government travel, staff should familiarise themselves with the risk management section of this policy. Staff must research the destination they are travelling to and be aware of any safety and security risks that might exist during their trip. Risks exist for both domestic and overseas travel.

Domestic travel: staff are encouraged to be aware of any national public security threats, severe weather warnings, planned public demonstrations, areas of potential crime hotspots and other events and circumstances that might affect their trip, and be prepared to change their travel plans accordingly.

International travel: in addition to the guidelines that apply to domestic travel, when travelling overseas staff have an obligation to seek advice in relation to any risks that might arise at the final destination. Such advice is to be sought from the Department of Foreign Affairs and Trade's Smart Traveller website and the Travel management services contract .

3.3 Crisis management process

Staff must adhere to their Agency's emergency procedures when facing crisis situations.

Approval for travel to countries / areas at risk

Approval for travel to countries and areas identified as ‘Do not travel’ or ‘Reconsider your need to travel’ locations by the Smart Traveller website must only be given after careful consideration of the risks involved in travelling to such destinations. Travel approvers must consider whether:

  • the same result can be achieved through a tele/videoconference;
  • the benefits stemming from the trip outweigh the risks; and
  • the travel warnings issued by the Smart Traveller website apply to the specific cities/locations included in the staff travel itinerary.

The most updated list of travel advice by country can be found at the Smart Traveller website

Travel approvers may also seek further advice from independent security/risk consultants engaged by their government entity (if applicable).

3.4 Data protection

When travelling on government business, staff must meet the requirements of the Victorian Government’s Protective Data Security Standards .

Baggage, equipment and personal items

The business travel policy offered to the State by the Victorian Managed Insurance Authority provides staff with insurance cover for baggage, equipment and personal items. Please refer to the policy document for details. Staff whose government entity has not taken up Victorian Managed Insurance Authority’s business travel policy are advised to check with their entity’s travel manager to arrange alternative insurance cover for their trip.

4.1 Overview

The health and safety of staff travelling on government business is paramount. Staff are advised to read the Smart Traveller website .

4.2 Vaccinations

Before travelling overseas, staff are obliged to seek advice on any vaccinations required. Staff are entitled to reimbursement for the cost of any vaccination required for government travel.

4.3 Health and wellbeing before/during travel

It is recommended that staff consult with their General Practitioner before travelling overseas. Staff receiving treatment for a medical condition should also seek medical advice before domestic travel.

Staff are entitled to reimbursement for the cost of General Practitioner treatments required for government travel, subject to approval by their travel approver.

Whilst travelling, staff must take any precautions necessary to maintain good health and avoid situations that might adversely affect their health. In a medical emergency, staff must seek appropriate care and contact the travel insurance emergency helpline.

4.4 Driving after a long flight

Staff should not be required to drive a vehicle under conditions in which fatigue is likely to arise. Hiring a vehicle after a long flight is not recommended.

5.1 Overview

Air travel should only be undertaken after remote communication tools, such as teleconferencing and videoconferencing, have been considered. The travel approver must be satisfied that there is a demonstrated business need and must consider the following when selecting a fare for travel:

  • Fare class: all air travel must be booked using the best price of the day guidelines and in the class of travel permitted under this policy.
  • Fare type: where there is a high degree of certainty of arrival or departure times, staff must consider restricted fare types. Where there is a possibility that a scheduled meeting will not proceed, or there is uncertainty around the time that a scheduled meeting may conclude, staff must consider whether the additional cost of flexible fares outweighs the cost of possible changes or cancellation fees or the benefit of a potentially more efficient use of the employee’s time.
  • Value for money: staff must compare fare classes and types across airlines servicing the particular route required. Each leg (outbound and inbound) must be considered separately.
  • Advance booking: in order to benefit from the available best price of the day, domestic travel should be booked at least two weeks in advance and overseas travel should be booked at least three weeks in advance, where possible.

5.2 Domestic air travel policy (including travel to / from New Zealand)

Domestic air travel of three hours or less must be in economy class. Any exceptions to this rule can be granted at the discretion of the Department Secretary or government entity’s most senior officer.

Business class is permitted for trips that exceed three hours (from origin airport to destination airport) but requires prior approval of the Department Secretary or government entity’s most senior officer (or their delegated officers).

5.3 International air travel policy

International travel requires the approval of the Department Secretary or most senior officer within the staff member’s government entity. It may be booked in economy, premium economy or business class. No overseas air travel is to be undertaken by staff unless it is demonstrated that representation could not have been made by existing representatives of the Victorian government in the destination country (if applicable) and/or via tele or video conference.

5.4 Transport to and from airports

Fast, reliable and convenient public transport links are available to / from many domestic and international airports. Where a public transport link exists, staff are encouraged to use this if it feasible and safe to do so.

5.5 Intra‑state and inter‑state travel within Australia

Day trips are strongly preferred and travel should be arranged wherever possible to avoid overnight stays in the location that the traveller is visiting.

6.1 Accommodation selection

When choosing accommodation, staff must choose the lowest rate available at suitable hotels within a reasonable distance from the main location of government business.

Both domestic and international accommodation must be booked in advance to secure best pricing: at least two weeks before arrival for domestic (wherever possible) and three weeks or more for overseas accommodation.

6.2 Cancellations

Most hotels have strict cancellation policies. To avoid incurring additional costs, cancellations must be made as soon as possible and at least 24 hours before arrival.

6.3 Amenities

Hotel amenities (including internet, car parking and laundry services) can be expensive and should only be used if approved by the government entity’s travel approver.

6.4 Accommodation at non‑registered providers

The State will not reimburse staff for overnight accommodation at non‑registered accommodation providers (for example, when staff stay with family or friends or when they stay at privately owned accommodation booked through Airbnb).

7.1 Overview

Before booking a car rental, staff must check if cheaper alternative modes of transport, such as use of government fleet vehicles, are available.

7.2 Car type

The default car type is compact or medium, subject to availability.

7.3 Parking and other fines

The State will not reimburse the cost of paying traffic or parking fines, which are the responsibility of the driver.

7.4 E‑tolls and other tolls

Government entities will reimburse e‑tolls and other toll fees incurred whilst driving a government‑funded rental car, subject to travel approver’s authorisation.

7.5 GPS and other accessories

The rental of a GPS device is allowed and the State will reimburse its costs, subject to travel approver’s authorisation. The rental of other car rental accessories is not allowed, unless approved in writing by the entity’s travel approver before the trip.

7.6 Car rental return

Hired cars must be returned with a full tank when this is feasible, as most car rental companies charge a significant refill fee.

The cost of taxis to and from places of government business, such as hotels, government and supplier offices is reimbursable when travelling on government business, subject to approval by the travel approver. Please refer to individual government entities’ policies, including any specific arrangements for taxi alternatives.

Staff should use Cabcharge or similar vouchers for taxi travel when possible.

Staff are encouraged to use public transport and courtesy services where it is safe and feasible to do so.

8.2 Trains and city public transport

The cost of trains and public transport is reimbursable when it is part of a government‑funded trip. Please refer to individual government entities’ policies for further information.

9.1 Overview

Staff are not permitted to accumulate frequent flyer or any other reward points when travelling on government business.

Frequent flyer schemes or similar loyalty programs have the potential to influence the choice of travel supplier for official travel and undermine the ‘Best price of the day’ principle. The use of benefits derived from these programs may also create reputational risks for the State.

The reimbursement of costs associated with airline or hotel lounge membership must be approved in writing by the Secretary or most senior officer within the traveller’s government entity.

The costs of meals when travelling for government business may be reimbursed. Please refer to departmental and entity guidelines for daily limits and applicability.

Government entities will reimburse reasonable, travel-related out of pocket expenses incurred by their staff during the exercise of their duties, as outlined in the Victorian Public Service Enterprise Agreement .

Government entities will determine their travel-related expense policies in accordance with their operational requirements.

Using mobile phones overseas

Using an Australian mobile phone provided by the government when travelling overseas is likely to attract expensive roaming fees. Staff travel approvers must authorise such use of mobile devices in advance.

Calling cards / local SIM cards

International calling cards and local SIM cards represent a cost‑effective method to place business‑related calls whilst travelling overseas. Their use must be considered as an alternative to hotel phones and mobile phone roaming, provided that it does not breach the information security guidelines referenced in Data protection (above). The cost of such cards will be reimbursed.

Spouse, companion and dependents’ travel must be approved by a finacial delegate within the staff member’s government entity.

Personal travel before/after government‑funded travel must be approved by an executive level manager within the staff member’s government entity and must not have any detrimental effects on government travel.

Contractors working for government departments are bound to this policy (including travel policy insurance guidelines).

Please refer to the relevant departmental and government entities’ guidelines.

17.1 Overview

When travelling:

  • staff who undertake travel are accountable for compliance with this policy; and
  • travel approvers are accountable for compliance with this policy.

17.2 Government entities’ responsibilities

Government entities are responsible for ensuring compliance with this policy in accordance with their internal processes.

18.1 Government obligations

The Government has a duty of care under the Occupational Health and Safety Act 2004 to staff undertaking travel on official business.

18.2 Staff obligation

Staff have a duty of care for their own personal safety when undertaking travel. Staff must ensure that advice has been sought with regard to any factors that might affect their security whilst travelling.

Staff are also strongly encouraged to avoid areas where crime and civil unrest might occur. Travel advisories are available at the Smart Traveller website .

Visa charges and application fees for entry to countries on government-related business are reimbursable. Staff and travel bookers must confirm if visas are required for overseas travel, and arrange visas well in advance.

19.2 Passport validity

Many countries require visitors to have at least six months validity remaining on their passports. Before travelling, staff should contact the Embassy, High Commission or consular representative of all the countries they will be travelling to identify each country’s passport validity requirements. If unsure, it is safest to renew passports prior to travelling.

Passport issuance and replacement fees must be paid by the traveller, unless the government entity’s travel approver has approved these costs in advance.

19.3 Travel to the United States

Staff who need to travel to the United States on government‑related business must apply for an Electronic System for Travel Authorisation approval immediately after they have completed their travel bookings and (if possible) well ahead of their departure date.

In addition to the travel policy described above, Victorian Government Purchasing Board‑mandated government entities must use the Travel management services contract and follow the contract’s rules of use.

The following guidelines are mandated for Victorian Government Purchasing Board‑mandated government entities and recommended for non‑Victorian Government Purchasing Board mandated government entities.

20.1 Travel management company

Using a travel management company provides significant financial and non‑financial benefits to the State, including cheaper average air fares and provision of duty of care and reporting services. The State has appointed a sole travel management company, whose contact details can be found at Travel Management Services Contract . Special rates have been negotiated by the State with airlines, hotels and car rental companies. These special rates can only be accessed through the appointed travel management company.

All travel arrangements must be made through the online and offline services offered by the Travel management company . Bookings made through alternative channels are not permitted, unless the required services cannot be provided by the travel management company (for example, domestic ground travel arrangements in other countries or V/Line rail bookings).

20.2 Application of policy guidelines

Staff, travel approvers and travel managers are responsible for the correct application of this policy and must identify and report breaches to the Travel Management Services contract Category Manager.

20.3 Travel management services framework

This policy must be read in the context of the overall arrangements for the State’s travel services. An overview of these can be found at Travel management services contract .

20.4 Travel booking channels

The most cost‑effective and efficient way to book and manage travel arrangements is to use the travel management company’s online booking tool . A traveller profile and a user login/password are required. New profiles can be set up by contacting the government entity’s travel manager in the first instance and, if further support is required, the travel management company directly.

For most international trips, a minimum of three airline and hotel quotations must be sought from the travel management company’s offline booking team before making a decision on which option to book. The most economical option must be chosen, provided that it also meets the business objectives of the trip.

20.5 Travel manager’s responsibilities

The government entity’s travel manager must submit a list of the entity’s travel bookers to the travel management company and ensure that this list remains current.

20.6 Emergency travel arrangements

The after‑hours service provided by the travel management company is to be used for urgent bookings and urgent travel arrangement changes only.

20.7 Pre‑travel arrangements

The travel management company will advise of any immediate travel‑related risks through its online booking website and its travel consultants.

20.8 Risk management

The travel management company’s contact card (including after‑hours service details) and travel insurance emergency number must be carried at all times when travelling on government business.

20.9 Air travel fares

The travel management company will provide fare comparison services through its online booking tool and consulting services offered by its agents.

20.10 Approved airlines

The State has access to discounted rates with a wide range of domestic and international airlines. It is advisable to use one of these carriers when flying on government business when this meets travel arrangement requirements. Contact the travel management company for the list of the State’s preferred carriers.

Domestic travel

All domestic travel must be booked via the travel management company’s online booking tool .

When travelling within Australia, staff must follow the Best price of the day (see Definitions above).

International travel

The travel management company has negotiated competitive rates for travel to all international destinations with a range of reputable airlines. Staff travelling internationally on government business must use one of these airlines. The travel management company’s travel consultants will outline the carriers’ options for each itinerary.

20.11 Unused airline credits

Travel bookers must use existing airline credits first as a form of payment for both domestic and international travel when these are available. While the travel management company is responsible for using existing credits towards any new eligible airline tickets, government entities’ travel managers must ensure that this principle is correctly applied by the travel management company.

20.12 Accommodation booking channels

Victorian accommodation must be booked with the travel management company when possible, either online or via their call centre.

All interstate accommodation must be booked via the travel management company’s online booking tool . International accommodation must be booked via the travel management company’s online booking tool or call centre consultants.

Interstate and international accommodation must not be booked by any other channel, for example, directly with suppliers or via other online booking services. Such bookings would significantly hamper the Government’s ability to deliver on its duty of care obligations and track government travel spend.

20.13 Approved accommodation suppliers

The travel management company is able to offer governmental and other discounted rates at a wide range of hotels, both in Australia and overseas. Some government entities have negotiated their own special rates with suppliers and these can also be booked via the travel management company.

20.14 Accommodation selection

Staff required to spend four weeks or more in the same travel location must request the travel management company for a quotation for long‑term accommodation options.

20.15 Car rental bookings

Car rental must be booked through the travel management company, unless the car rental requirements can be fulfilled through the car pool facilities of the State’s shared services provider. Direct bookings with suppliers and/or online providers are not permitted, as they significantly hamper the government’s ability to deliver on its duty of care obligations and track government travel spend.

20.16 Car rental suppliers

Car rental bookings (via the travel management company) can only be made with the State’s preferred suppliers. These suppliers offer the State significantly discounted rates that align with its cost‑savings objectives. Contact the travel management company for the list of preferred suppliers.

20.17 Group travel guidelines

Group Travel is defined as a travel arrangement for a group of ten travellers or more. Group travel bookings must be made through the same channels as individual travel bookings (arrangements must be made via the travel management company, unless a prior dispensation has been obtained by the Travel management services contract Category Manager.

20.18 Payment methods

Payment for travel expenses: Travel expenses related to bookings made through the travel management company are invoiced directly to departments and other entities via individual or consolidated invoices or processed through a purchasing card.

Out of pocket expenses: Please refer to government entities’ own rules and guidelines.

20.19 Travel insurance

Many Victorian Government Purchasing Board‑mandated government entities are covered by the Victorian Managed Insurance Authority Business Travel Policy. Government entities’ staff must check the applicability of the Victorian Managed Insurance Authority's Insurance Policy to their organisation, as well as policy expiry date and scope, with their government entity’s travel manager and/or insurance officer.

Access the Victorian Managed Insurance Authority's insurance policy

The Victorian Managed Insurance Authority’s 24/7 emergency hotline number is: +61 2 9978 6666 (connects to AHI Assist). The Victorian Managed Insurance Authority Insurance Policy number to quote when calling this number is 19096 .

Victorian Managed Insurance Authority travel insurance claims can be lodged online or by emailing: [email protected] .

20.20 Pre‑trip requirements

When travelling overseas, staff have an obligation to seek advice from the travel management company on pre‑trip requirements such as vaccinations, passport and visas.

The travel management company will advise of visa and passport validity requirements during the itinerary booking process and in most cases will also be able to process visa applications on behalf of the traveller for a fee (if required).

Updated 5 July 2023

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Employer handbook

Workplace Information Support for Victoria

Explore the latest information related to Workers’ Compensation policy and premium requirements, and injuries in Victoria.

What would you like to know? Explore the following information relating to Workers’ Compensation policy and premium requirements. Has your employee had an injury? Discover answers to support your employees.

Insurance Policy Information

What is workers’ compensation.

Workers’ Compensation is a compulsory, statutory, ‘no fault’ line of insurance, which provides cover for any employee who suffers a work-related injury or illness.

Each state and territory operates their own Workers’ Compensation arrangements with differing funding arrangements, insurers, benefit design, and premium calculation methodology.

You will require a policy in each state you have employees located or operate.

Who needs a Workers’ Compensation Policy?

An employer needs a Workers’ Compensation insurance policy if it is expected more than $7,500 in wages will be paid in a financial year or alternatively if you employ an apprentice or trainee.

How do I set up a Workers’ Compensation Policy?

You can set up a Workers’ Compensation policy directly with your preferred claims agent, you need to complete an insurance proposal form.

Your claims agent will issue you with a policy number and all supporting policy documents, invoice and certificate of currency will be provided to you by iCare once processing is finalised. 

Insurance Business Acquisition information

Have you acquired a new business? Discover the Workers’ Compensation requirements and if it will impact your current policy.

What are the insurance requirements when acquiring a new business?

You will need to ensure employees of the acquired business are covered by workers’ compensation insurance.

If a new business entity is created, you will need to set up a new Workers’ Compensation policy. If the employees are transferring across to your existing business entity, you may be required to update your declared wages, should they increase (or decrease) by 20% or more.  You will also need to add any new work locations to your policy.

Will the claims history from the business I’m acquiring impact my premiums?

This is assessed on a case by case basis. Claims history coming from the new business may not apply if WorkSafe Victoria are satisfied that there is no relationship in the control of the acquired business.

Insurance Premium Information

How is premium calculated? Discover what influences premium calculations and how you can make payments.

How is my premium calculated?

VIC has a set formula it uses to calculate your premium. The formula is set by WorkSafe VIC and forms part of the state legislation for Workers’ Compensation. 

There are two key calculation methods depending on your size of business. 

Small Employers

If you are a small employer with an annualised remuneration of $200k or less in wages per year, premium is calculated using:

  • Industry Rates

Medium/Large Employers

For medium to large employers with an annualised remuneration of greater than $200k per year, your premium is impacted by additional factors including: 

  • 2.5 years of total claims costs (paid + SCE)
  • 0.5 years of paid weekly benefits 

Claims are based on the date they become standard, this is when the excess has been reached on the claim. For the 2020/21 policy renewal, the premium calculation captured claims that had become standard between 01/01/2017 – 31/12/2019.

Your policy period will run from the 1st of July to the 30th June. If you commence your policy throughout this period the policy will have a shorter policy period so it aligns to the common renewal date of 1st of July.

What influences my premium calculation?

There are three key drivers that influence your premium:

  • The wage roll of your business
  • Industry Rates (these are aligned to the type of work your employees undertake and/or your business activity)
  • Your claims experience (Claims History)

Capping provisions are in place in VIC, meaning if you continue your normal operations your premium rate will not increase greater than 30% when compared to the prior year. 

When and how do I pay my premium?

Your premium payment options are detailed in your premium notice. You can choose to pay upfront, quarterly or by monthly instalments.

Instructions on how to pay your premium are detailed on your premium invoice.

You can take advantage of a 5% discount by paying the premium in full by the 31st of August

Alternatively you can take advantage of a 3% discount by paying the premium in full by the 1st of October.

Mercer Marsh Benefits can help arrange a premium funding option so you can obtain the discount for upfront payment and you will then pay the funder monthly including interest.

What happens if I can’t pay my premium in full?

If you are unable to pay your premium in full  Mercer Marsh Benefits  can assist you with obtaining a competitive premium funding quote.

The premium funding option allows you to take advantage of any discounts available, as the funder will pay your premium in full. You will then pay the funder in agreed monthly or quarterly instalments including interest.

What happens if I don't pay my premium?

If you don't pay your premium you could be fined and penalties may be applied to the amount in arrears. Your policy may also be cancelled leaving your employees without appropriate cover.

If you don't pay your premium on time a late payment penalty will be applied. Further, you will be deemed uninsured and will be liable for any claims costs that arise until all outstanding premium charges are paid in full. 

Wage Declaration Information

What are wage declarations.

Wage declarations provide WorkSafe VIC with the required information to calculate Workers’ Compensation premiums.

Employers are required to provide estimated wages (for the upcoming year) and actual wages (for the prior year) when renewing the policy after 30 June. 

A policy period runs for 12 months from 1 July to 30 June.

Refer to the  Wage Matrix  to determine what wages to declare when completing your declaration.

When do I submit wage declarations?

At renewal, employers have until the 31st July to lodge estimated wages. Submitting your wages prior to June 30 ensures interim invoices issued are based on the correct wages. 

Employers have until the 27th October to lodge actual wages for the prior policy year.

If your workplace has multiple locations, you will need to submit both the estimated and actual wages by location.

How do I submit my wage declarations?

Wages can be lodged online in your employer portal at  www.worksafe.vic.gov.au.

To obtain your login details, you will need to contact your nominated Insurer (Allianz, CGU, Gallagher Bassett, EML or Xchanging).

Alternatively, your Insurer can provide hard copy wage declaration forms for your completion.

What happens if I miss the due date for submitting my wage declarations?

VIC If you don’t submit updated wages WorkSafe may apply a 4.75% loading to the expiring wages. This may negatively impact your premium as you may be charged a higher premium than necessary.

Additionally if your wages increase or decrease by 30% without notification to WorkSafe you can face penalties. 

Insurance Wage Declaration Matrix

What payments do you include in your wage declaration? Discover what components of employees’ remuneration are included in the wage declaration.

Click here  to download the wage declaration matrix.

Insurance Worker and Contractor Definitions

Who is covered under your policy? Discover the definitions of Workers and Contractors in Victoria, and who is covered under your policy or requires their own policy.

Who is a worker?

A worker is generally identified as an individual who is a staff member or employee of a business or entity who receives an income under a 'contract of service'.

Can contractors be considered workers?

If you, as the employer, engage a contractor/s to perform work you may still need to cover the contractor for Workers' Compensation depending on the nature of their engagement.

Contractors may operate as sole proprietors, partnerships, companies or through family trusts.

It is important to consider if any contractor may be deemed as a worker.

The  Assessment Tool  on the WorkSafe VIC website will assist you in determining whether your contractor is a worker.

 Contractors are most likely considered workers if:

  • The employer (you) directs the contractor regarding work to be performed and the time and manner in which it must be performed
  • Paid on time basis
  • Tools and material supplied by the employer (you)
  • Works only for a single employer (you)

Please note:  A person may have been hired as a contractor and be a contractor for other purposes such as tax, but still be a worker for the purpose of Workers’ Insurance. The status of a person for tax purposes bears no direct relationship to that person's status as a worker for Workers’ Insurance purposes.

If a worker works in multiple states, which state’s policy covers them?

If you have an employee who works in more than one state or territory, they will be covered by only one state’s policy. 

All states and territories use a state of connection to determine which policies will cover the employee for Workers’ Compensation. This applies irrespective of where the injury occurs. 

The state of connection test considers: 

  • Test A:  The territory or state in which the worker usually works in that employment
  • Test B:  If not Identified in (A), the territory or state in which the worker is usually based for the purpose of the employment 
  • Test C:  If can’t be identified through (A) or (B), the territory or state in which the employer’s principal place of business in Australia is located.

If the above tests don’t provide a state of connection, the employee will be covered by the state in which their injury occurred.

If an employee is working temporarily overseas or interstate, they will continue to be covered by the Workers’ Compensation, however, at 6 months an employer needs to reassess this arrangement to ensure ongoing cover or arrange alternative cover if the arrangement will continue at length. You can contact  Mercer Marsh Benefits  to discuss if additional coverage is required. 

Insurance Claims and Injury Management Information

Has an employee had a workplace injury? Discover who will manage the claim and how to notify your insurer.

Who manages my policy and claims? 

WorkSafe Victoria is the Workers’ Compensation regulator which manages and controls the Victorian Scheme. WorkSafe Victoria appoints Claims Agents to administer and manage claims on their behalf.

Appointed Claims Agents are: Allianz, CGU, EML, Gallagher Bassett and XChanging. 

If your employee has a workplace injury, you must lodge the claim with the Claims Agent who holds your policy. 

How and when do I lodge a Workers’ Compensation claim?

If you have had a workplace incident, you must lodge a claim with your Claims Agent within 10 days of becoming aware of the incident.

Allianz   CGU   EML Gallagher Bassett  Xchanging

Penalties may apply for late claims lodgement. Claims lodged after 38 days will be automatically accepted.

Do I have to pay an excess on claims?

An employer excess is payable on all new accepted claims, this is similar to the excess you would pay on any other insurance policy. 

There are two excess payments in Victoria:

  • The first 10 days of weekly benefits you pay your employee; and 
  • A medical excess – you are required to pay medical expenses up to the current medical excess, when this is reached the insurer will start making payments. The medical excess changes every year,  click here  for the current medical excess rate. 

Insurance Claims Cost Information

What is covered by the claim and how do the claims costs impact your premium? Discover the claims costs and how these impact your premium.

What expenses are covered under a Workers’ Compensation claim?

In the event a worker has a work place accident, the Workers’ Compensation policy will cover the following costs within the claim:

  • Weekly compensation (Wages)
  • Medical costs, for example doctor consultations, medication, x-rays
  • Hospital costs (public and private)
  • Rehabilitation costs, for occupational rehabilitation and return to work services
  • Travelling expenses (including Ambulance) Investigations costs (medico legal reports and factual investigations)
  • Lump sum payment for permanent impairment
  • Common Law payments
  • Death benefits and funeral expenses
  • Legal costs

How do claims costs impact my premium?

The size of your wage roll will determine how claims impact your premium: 

  • If you pay less than $200k in wages per year, your premium will be calculated based only on the industry rate and your remuneration. 
  • If you pay more than $200k in wages per year, 3 years of claims costs are used in the premium calculation, this includes: 
  • 0.5 years of paid weekly benefit paid 
  • Claims are based on the date they become standard (exceed the excess paid). 

For the 2020/21 renewal claims that had become standard between 01/01/2017 – 31/12/2019 were used in the premium calculation.

It is important to note individual claims are capped for the purposes of premium calculation. The capped amount changes each year so  click here  for the current rate.

Insurance Injury Definitions Information

Has your employee had a serious injury? Discover the definition of a workplace and serious injury to determine if you need to report an injury/incident to WorkSafe. 

What injuries are covered by the Workers’ Compensation policy?

Your policy covers employees who have sustained either a physical or psychological illness/injury whilst in the workplace. Cover may also extend to a pre-existing condition, if employment has caused the condition to re-aggravate, worsen or deteriorate.

What do I need to do in the event of a serious injury/incident? 

If there is a serious injury, incident or a death at the workplace, you need to complete two notifications as soon as you can (specifically within 24hrs of the event): 

  • WorkSafe Victoria (the regulator) 
  • Notify your Claims Agent of the incident / claim

Each notification is managed separately of each other with the Claims Agent managing the injury and claim and WorkSafe Victoria assessing the cause of the event and if corrective actions/fines are required.

What is a serious injury / incident?

A serious incident may not result in an injury that requires ongoing treatment. Below is a summary of what is considered a serious incident or injury: 

  • The death of a person
  • A person requiring medical treatment within 48hrs of exposure to a substance
  • A person requiring immediate treatment as an inpatient in a hospital
  • A person requiring immediate medical treatment for:
  • Head injury
  • De-gloving/scalping
  • Electric shock
  • Loss of bodily function
  • Spinal injury
  • Occupational infectious diseases contracted in the course of work including handling or contact with animals, or animal by products
  • A dangerous incident - one that exposes (or imminently exposes) someone to a serious health or safety risk

How do I notify a serious injury or incident?

You need to notify WorkSafe Victoria (the regulator) of a serious injury or incident as soon as you can by calling 13 23 60.

WorkSafe Victoria may conduct an investigation.

Insurance Return to Work Obligations

What are the obligations of the injured employee and employer? Discover what you need to do when a worker has an injury.

Return to Work - Employer Obligations

An employer has a responsibility to ensure the health and safety of their employees, including: 

  • Take all reasonable care to prevent injuries or illnesses occurring at work
  • Attempt to resolve any health and safety issues as soon as possible
  • Do everything reasonable to help an injured employee to return to work

If an employee has an injury, you as an employer are required to support the employee’s recovery and return to work, this includes: 

  • Providing a safe place of work
  • Reporting of an injury to your insurer in a timely manner
  • Developing an appropriate return to work plan to support an injured employee’s recovery
  • Forward all documentation to the insurer as received
  • Ensure ongoing payments are made to the employee, either by you or the insurer, when there is an accepted claim
  • Maintain contact with all parties

Providing Suitable Duties 

Suitable duties are provided when an employee is unable to immediately return to their normal pre-injury duties after an injury. Other terms such as suitable employment, suitable work, modified duties, light duties may also be used to describe suitable duties.

Your commitment to provide suitable duties is a fundamental part of any successful recovery at work strategy. When identifying suitable duties consideration needs to be given to:

  • The nature of the worker’s incapacity – this is identified in their medical certificate
  • The worker’s age, education, skills and work experience
  • Any injury management plan in place

Once suitable duties have been identified, a return to work plan / program is created. The return to work plan outlines the duties being completed and the medical restrictions to ensure clarity for all involved. 

Need Support?

If you need assistance with developing a return to work plan for your employee or with a complex claim, please contact  Mercer Marsh Benefits  – we can support you with either strategic advice or on the ground with our in-house rehabilitation team - Recovre has consultants across Australia (including regionally). We can support you with a single claim or the injury prevention and management across your program. 

Return to Work – Employee’s Obligations

Like Employers, Employees also have obligations both prior too and following a workplace injury/illness, this includes: 

  • Report any health and safety concerns immediately
  • Participate in the return to work process if an injury occurs

Return to work and Recovery

An injured employee’s role is to focus on their recovery and return to work, there are a number of important aspects of this, including: 

  • Report any injury as soon as the injury happens
  • Provide copies of Medical Certificates (also known as Certificates of Capacity) in a timely fashion
  • Attend medical and other appointments arranged by your treating doctor, or where directed by the insurer such as independent medical specialist appointments
  • If unable to attend an appointment, take reasonable steps to make an alternative appointment as soon as possible
  • Communicate with all parties and reply to reasonable requests
  • Carry out agreed actions to the best of their ability, as outlined in the Return to Work Plan/Program
  • Immediately inform the Injury Management Coordinator and/or line manager of any difficulties carrying out the Return to Work Plan/Program
  • If referred to a workplace rehabilitation provider, actively participate in all aspects of the service and work cooperatively with the service provider
  • Advise of any changes in contact details
  • Advise treating doctor and other treatment providers of any changes
  • Book medical appointments where possible outside of return to work hours
  • Failure to meet obligations, can lead to non-compliance and/or penalties.

Rehabilitation Services

Rehabilitation services are engaged to support an injured employee through the lifecycle of the claim and recovery. This includes the return to work with the same employer or if it is identified, an alternative employer. Examples of the services provided include:  

  • Return to Work support
  • Suitable Duties identification
  • Alternative role identification – vocational / functional assessments
  • Job Seeking support

You can contact Mercer Marsh Benefits if you believe you need rehabilitation support on your claims.

Can a worker be dismissed while they have a Workers’ Compensation claim?

An employer is required to support an injured employee’s recovery and return to work following a workplace injury.

An employer cannot dismiss an injured employee’s employment within 52 weeks of first offering alternative duties if the injury is a contributor to the reasons for dismissal.

In some cases, you can dismiss a worker prior to 52 weeks for situations such as serious misconduct or redundancy, however, great care needs to be taken. It should also be noted termination can lead to a financial impact on your premium.

It is important to discuss any dismissal with your legal advisor, the insurer and  Mercer Marsh Benefits  prior to taking any action as you will need to ensure you have met your obligations and understand any financial impact. Fines/penalties could apply if you do not meet your obligations.

Insurance Wage Entitlement Information

What is an injured employee paid? Discover how to calculate a wage entitlement and when this entitlement will change.

How are wages entitlements calculated?

If there is an accepted claim and an incapacity for work, an injured employee is entitled to receive weekly compensation for lost earnings.

To calculate a worker’s entitlement to weekly compensation, the 12 months of earnings prior to the injury are assessed. Employers need to provide the insurer with the required payroll information to calculate the worker’s entitlement.

If the worker hasn't been employed for 12 months prior to the injury, the historical earnings from the date their employment commenced are assessed. Where a worker has been employed for less than 4 weeks, earnings of a comparable employee and/or role will be assessed.

The following is used in the calculation of an injured employee’s weekly entitlement:                                         

  • Base rate of pay 
  • Overtime/ shift allowances
  • Piece rates
  • Commissions
  • Value of non-financial benefits
  • Value of any salary sacrifice
  • Entitlements such as annual/ long service leave

There is a maximum weekly entitlement in VIC and this is reviewed annually on the first of July. The current maximum rate is $2468 per week (correct as at 01/07/2020).

To confirm the current maximum weekly compensation rate  click here.

Does the wage entitlement remain the same during the claim?

The entitlement to an injured employee’s benefit can change during a claim, there are two key factors that can impact how may an employee is paid under Workers’ Compensation: 

  • The length of the claim
  • A worker increases their hours of working and/or earnings

The amount paid to the injured employee cannot exceed the weekly maximum rate advised by your insurer.

How are entitlements to weekly benefits reviewed?

An insurer regularly reviews a worker’s entitlement to weekly compensation and the following could alter an entitlement:

  • Injury or incapacity resolution
  • Changes in capacity for work
  • Changes in the relationship between the injury and employment
  • Duration of the claim
  • Compliance with injury management
  • The employee moves overseas

The insurer will advise you if the weekly entitlement changes or ceases and the reasoning.

Are employees covered whilst travelling to and from work?

No, there is no cover for injuries sustained while travelling to and from work.

Claims maybe covered in situations when travel is required that is outside of their usual role.

If you would like to ensure your employees are covered for travel to and from work, please contact  Mercer Marsh Benefits  who will be able to assist you with obtaining a separate quote of insurance to cover your employees’ travel to and from work.

If a worker sustains an injury while on a recess/break, is this covered under Workers’ Compensation?

If an injury occurs while an employee is on an authorised recess or break (i.e. lunch breaks), the injury is covered by your Workers’ Compensation insurance policy.

This includes if the injury occurs either onsite or offsite. 

If a worker injures themselves whilst travelling for work, is this covered under Workers’ Compensation?

An employee is covered under the policy for temporary interstate and overseas travel; claims are assessed on individual circumstances to ensure employment is a contributing factor.

If an employee is traveling for greater than 6 months, insurance arrangements may need to be reviewed to ensure continued adequacy of cover.

Also refer to the state of connection information in worker definitions for more information  click here.

What happens if an employee has an injury and/or claim and is approaching or has reached retirement age?

If your employee is approaching or has reached retirement age and sustains an injury, there is no change in their weekly compensation entitlement.

The retirement age (Pension Age) is defined by the  Social Security Act 1991 (Cth)

Can an employee be dismissed while they have a workers’ compensation claim?

An employer cannot dismiss an injured employee from employment within 52 weeks without first offering alternative duties if the injury is a contributor to the reasons for dismissal.

In some cases, you can dismiss a worker prior to 52 weeks for situations such as serious misconduct or redundancy, however, great care needs to be taken.  It should also be noted termination can lead to a financial impact on your premium.

Have employees in other states and territories? 

Get more answers to the most-asked questions about Workers’ Compensation across Australia. Explore our  employer handbook now.

LCPA: 20/648

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“ Marsh Pty Ltd (ABN 86 004 651 512, AFSL 238983) (“Marsh”) arrange this insurance and is not the insurer. The Discretionary Trust Arrangement is issued by the Trustee, JLT Group Services Pty Ltd (ABN 26 004 485 214, AFSL 417964) (“JGS”). JGS is part of the Marsh group of companies. Any advice in relation to the Discretionary Trust Arrangement is provided by JLT Risk Solutions Pty Ltd (ABN 69 009 098 864, AFSL 226827) which is a related entity of Marsh. The cover provided by the Discretionary Trust Arrangement is subject to the Trustee’s discretion and/or the relevant policy terms, conditions and exclusions. This website contains general information, does not take into account your individual objectives, financial situation or needs and may not suit your personal circumstances. For full details of the terms, conditions and limitations of the covers and before making any decision about whether to acquire a product, refer to the specific policy wordings and/or Product Disclosure Statements available from JLT Risk Solutions on request. Full information can be found in the JLT Risk Solutions Financial Services Guide.”

The Work Injury Site

Does WorkCover cover travel to and from work in Victoria?

Workers travelling too and from work on a busy street

If you were injured on the road driving to and from work, then the WorkCover insurer would not be responsible for paying your entitlements.

In this case, you would need to lodge a claim with the TAC who would be responsible for paying you travel expenses.

In some cases however, WorkCover can pay for the cost of travel to and from work in Victoria.

If you’re injured at work and you are able to do some work and you need to get to and from work but are longer able to drive yourself, in that case the WorkCover insurer will have a responsibility to pay you reasonable travel costs.

Table of Contents

What travel expenses can I be reimbursed for by WorkCover?

Your WorkCover insurer can reimburse you for travel related to the following:

  • Medical appointments With your own doctors
  • Travel to and from treatment
  • Attendance upon independent medical examiners
  • Attendance upon impairment benefit assessment
  • Attendance upon occupational rehabilitation services
  • Attendance at medical panel appointments.

What if I use my own vehicle?

If you are required to travel for one of the above reasons and you use your own vehicle to attend, you can seek reimbursement based on the distance travelled in kilometres to the appointment.

If any parking or toll fees were incurred, then keep in mind that you can also claim these.

There is a particular travel reimbursement form that you’ll need to fill out. You should contact the insurance company and ask them to sent to you.

This form needs to be completed and then sent off to the insurance company as soon as possible after the travel expense has been incurred.

Ensure to provide the WorkCover insurer with the following information;

  • Date and time of travel
  • The address of departure and the address of the arrival location
  • The reason for attendance (name of provider attending close
  • The total kilometres travelled per trip.
  • Any receipts that you may have for parking or tolls

In relation to the total kilometres travelled, you’ll be reimbursed by the WorkCover insurer at 30 cents per kilometre.

In relation to the parking and toll receipts, if the cost of parking that you incurred was less than $15 then you do not need to provide a receipt to the WorkCover insurer.

What if I used public transport?

You can claim the reasonable cost of travel using the a train, bus or tram.

You are able to claim the cost of the ticket and a copy of the ticket is not required but it is always a good idea to provide this to the insurance company if it is easy enough for you to do so.

Workcover travel costs vic public transport

What about taxi travel?

If you are not able to attend a medical appointment or one of the other assessments referred to above using your own private vehicle, the WorkCover insurer may approve payment for the cost of taxi travel.

If you would prefer that the insurer pay the taxi provider directly to ensure that you are not out of pocket, then you’ll need to discuss this with the insurance company. It is possible for this arrangement to be made.

In order to approve the payment of taxi travel, you need to obtain a short letter from your treating GP or another health practitioner that addresses the reasons why are you are unable to travel by your own vehicle or public transport.

If you have an appointment coming up and you will need to use a taxi service for which you will require the insurance company to pay for, then you should arrange this as soon as possible prior to the appointment.

Any claims for reimbursement of relevant taxi expenses need to be submitted in writing along with a receipt from the taxi provider so make sure that if you do use a taxi service, you ask for a receipt.

What about meal and accommodation expenses?

In some instances, WorkCover insurers will reimburse you for the cost of any accommodation or meals.

This is usually the case if you attended a medical panel assessment or an independent medical examination.

Usually this does not apply if you are attending your own treating doctors.

In relation to accommodation expenses, you can be reimbursed where you have provided information from your treating doctor, usually your general practitioner, that shows that you needed to have accommodation because of your work injury or illness.

Your doctor needs to comment on the fact that your work related injury or illness resulted in you not being able to attend your appointment and return home on the same day.

This is particularly relevant for injured workers in regional areas.

In order to claim reimbursement for accommodation expenses you must submit, along with the letter from the doctor, any relevant receipts.

If you would prefer the insurance company to pay for accommodation upfront rather than reimbursing you, then you need to discuss this with them. It is possible for this arrangement to be made.

In relation to meal expenses, WorkCover can reimburse you for these where the distance from your home to the appointment is more than 100 km away and the appointment that your attendance resulted in you being away from home at meal times.

Again, this is particularly relevant for those injured workers from regional areas who have to travel to Melbourne for assessments.

As with accommodation expenses, in order to claim meal expenses you must submit copies of relevant receipts.

What about travel expenses to attend conciliation conferences?

WorkCover insurers are able to reimburse you for the reasonable cost of travel to and from a conciliation conference.

As at 1 July 2020, the maximum amount that they can reimburse you for is $63 which includes any kilometres travelled as well as the cost of any parking.

In order to claim conciliation related travel costs, you need to fill out the travel a form that you were provided with after conciliation. If after the conciliation you were not provided with one of these forms, then you should contact the accident compensation conciliation service.

What about the cost of air travel?

If you have to attend a medical panel or independent medical examination organised by the insurance company and you can’t use one of the other modes of travel, in some cases the WorkCover insurer can reimburse you for the cost of air travel.

It’s important to note that prior revel is required so once you know that an appointment is scheduled you should contact the WorkCover insurer and discuss the matter with them.

In order to claim the cost of any air travel expenses, you need to provide a copy of the airline receipt to the insurer, along with details of the appointment that you attended.

Again, if you would prefer the WorkCover insurer pay the provider directly, you should discuss with them this option.

What about rideshare services?

Rideshare services like Uber are able to be reimbursed where you are unable to drive a private motor vehicle or travel as a passenger in a private vehicle and you’re not able to travel by public transport.

Keep in mind that prior approval must be obtained before using the rideshare service.

What about the cost of road ambulance

If you need a road ambulance to travel to relevant appointments, in some cases the WorkCover insurer can pay for this. Prior approval is required.

What cannot be paid?

The insurer will not pay for the following;

  • Any travel for non work injury or illness purposes.
  • Expenses related to another person. So for example say your spouse attended an appointment you cannot claim their meals or their accommodation or any lost time from work.
  • You cannot claim the costs of any meals or accommodation related to attending your own doctor.
  • If approval is provided in relation to accommodation expenses, you can’t claim expenses on top of that related to the accommodation. For example, you can’t claim minibar or laundry expenses.
  • You are unable to claim the cost of fuel if you use your own vehicle. The reimbursement per kilometre is all the insurer will pay for.
  • Any parking fines are not payable.
  • Any motor vehicle hire expenses are not payable.
  • You cannot claim travel costs to and from a pharmacy.

What if the insurer is refusing to pay for the cost of travel?

If the insurer refuses to pay and you think they should, then you can lodge a request for conciliation to try and have the matter determined.

Most disputes relating to travel will resolve at conciliation.

Please keep in mind that the information contained on this page should not be considered legal advice and no content on this site should replace the need to obtain advice tailored to the specific facts of your case. The facts of a case can significantly alter the advice that can provided. This site only provides general advice. Read more here .

To contact Michael or Peter call 1800 746 442 or email [email protected] .

Written by the Work Injury Site team

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How remuneration works

Understand how your remuneration is calculated, what's included and what's exempted.

What is remuneration?

Remuneration includes wages, salaries, superannuation, and other benefits such as cash and non-cash payments you pay your workers before tax. Certain types of remuneration are included in the calculation of your insurance premium. This is known as your rateable remuneration.

How remuneration affects your premium

If your annual rateable remuneration is $200,000 or less, we calculate your premium using remuneration and the standard rate for your industry.

If your annual rateable remuneration is over $200,000, we calculate your premium by taking into account how many WorkCover claims have been lodged against your business. If you perform better than your industry’s average, your premium will be lower. If you perform worse, it’ll be higher.

Managing and updating your rateable remuneration

At the start of every financial year (FY), we estimate your rateable remuneration and use it to help calculate your WorkCover premium. If this estimate is more than your expected rateable remuneration, you can update it at any time by logging in to your Online Employer Services account. If this estimate is less than your expected rateable remuneration by 20% or more, you must update it as soon as possible. We’ll recalculate your premium and you can pay it on the spot.

At the end of the year, you'll need to let your WorkSafe agent know what your actual annual rateable remuneration was (this is known as declaring or certifying your remuneration) by the due date on your notice. If you don't, you may be required to pay a penalty. You can declare your rateable remuneration by logging in to your Online Employer Services account and completing the 'Declaration of rateable remuneration' form.

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Benefits of managing your rateable remuneration.

Managing your rateable remuneration helps you:

  • stay in control of your premium repayments
  • get more accurate and consistent premium repayments
  • avoid any surprises or penalties

Your premium payments for WorkCover insurance also help us reach our goal of making Victoria one of the safest places in the world to work.

What's included in rateable remuneration

Use this information to estimate and declare your rateable remuneration. This applies to Victorian workers only.

Worker's standard earnings

Salaries (including salary sacrifice arrangements), wages, gross pay before tax.

Included. Record this in section A of your declaration of rateable remuneration.

Overtime pay and bonuses

Back pay and commissions, payments to redundant workers who work during their notice period, fees for work performed by a worker, superannuation contributions.

Superannuation contributions are included in your remuneration if you made contributions to:

  • a superannuation fund or scheme 
  • a superannuation guarantee charge 
  • any other form of superannuation provident or retirement fund 
  • defined benefit funds as required by actuarial determinations

You can record these contributions in section D of your declaration of rateable remuneration.

Fringe benefits

If you completed a fringe benefits tax (FBT) return for the Australian Taxation Office (ATO), you need to include fringe benefits as part of your remuneration.

Go to part 14 of your completed FBT return and identify your:

  • type 1 aggregate amount before gross up (if any)
  • type 2 aggregate amount before gross up (if any)
  • type 2 gross-up factor
  • aggregate non-exempt amount (if any)

The formula you use to calculate your fringe benefits amount is:

Type 1 aggregate amount (before gross-up) x Type 2 gross-up factor + Type 2 aggregate amount (before gross-up) x Type 2 gross-up factor + Aggregate non-exempt amount.

You can record these in section C of your declaration of rateable remuneration.

Worker's leave

Annual leave (including leave loading), long service leave, sick leave, paid parental leave.

Working parents of children who were born or adopted on or after 1 January 2011 are entitled to paid parental leave from the Paid Parental Leave Scheme. This is government-funded paid parental leave, and is not included in remuneration.

If the worker receives any payments on top of the Paid Parental Leave Scheme entitlement, these payments are included in remuneration.

All other maternity and parental leave payments are also included in remuneration.

Accident/injury payments

Make-up pay.

Included. Record these payments in section A of your declaration of rateable remuneration.

Compensation payments to an injured worker, TAC payments

Not included.

Allowances and reimbursements

Overtime meal allowance, motor vehicle allowance.

A motor vehicle allowance is money you pay a worker to compensate them for using their personal vehicle for business purposes. To calculate what portion of this allowance is not included in your remuneration (also known as the exempt amount), you multiply the number of business kilometres by the applicable rate for the period.

  • 2022/23 the exempt rate is $0.72 per business km
  • 2021/22 the exempt rate is $0.72 per business km
  • 2020/21 the exempt rate is $0.68 per business km
  • 2019/20 the exempt rate is $0.68 per business km
  • 2018/19 the exempt rate is $0.66 per business km
  • 2017/18 the exempt rate is $0.66 per business km

After you've calculated the exempt amount, you subtract it from how much you paid your worker. If the amount you paid your worker is greater than the exempt amount, then the difference is included in remuneration. You can record this in section A of your declaration of rateable remuneration.

For more information contact your agent.

Living away from home allowance

If you're paying or reimbursing a worker for living away from home (for example, paying for things such as accommodation, meals, and incidental expenses such as telephone costs), and that payment is subject to fringe benefits tax, then it's included in remuneration. This is usually paid when the worker has relocated for work purposes. You can record this in section A of your declaration of rateable remuneration.

If the worker is temporarily away from home for work purposes, this is considered accommodation or travel allowance.

Overnight accommodation allowance/travel allowance

If you're paying a worker an accommodation allowance for more than 30 continuous days, the worker must maintain a personal domestic dwelling for their own use in order for the below exempt rate to apply.

  • 2022/23 the exempt rate is $289.15 per night
  • 2020/21 the exempt rate is $283.45 per night
  • 2019/20 the exempt rate is $280.75 per night
  • 2018/19 the exempt rate is $278.05 per night
  • 2017/18 the exempt rate is $266.70 per night

Any amount paid per night over the exempt rate is included in your remuneration. You can record this in section A of your declaration of rateable remuneration.

Other allowances

Any allowances other than motor vehicle, living away from home, overnight accommodation or travel allowance are included in your remuneration. Record these in section A of your declaration of rateable remuneration.

Reimbursements

Reimbursements are not included in remuneration if they meet the following:

  • The worker is being reimbursed for an expense that they already incurred. Or, if the payment is being made in advance, the worker provided you with a receipt of the expense and refunded any excess from the advance payment.
  • The expense was incurred by the worker in the course of your business.
  • The precise amount is reimbursed and nothing more.

If the above does not apply to a reimbursement you made, contact your agent for advice.

Non-ordinary payments

Piece work payments.

Included. Record these in section E of your declaration of rateable remuneration.

Termination payments

Payments made to a worker when their employment is terminated (for example, payments in lieu of notice, accrued holiday pay, long service leave or severance/redundancy pay) are not included in remuneration.

However, if the worker resigns and works their 'notice' period, the payment for this period is included in remuneration. You can record these in section E of your declaration of rateable remuneration.

Jury service

This obligation exists for the entire duration of the worker's jury service, regardless of its length, and applies no matter the size of the employer's business. You can record this in section E of your declaration of rateable remuneration.

JobKeeper payments

JobKeeper payments are only included in remuneration if the worker's ordinary earnings were subsidised by JobKeeper.

For example, if you pay a worker $2000 a month, and JobKeeper was subsidising $1200, the $2000 you were paying them would be considered remuneration, even though you were receiving $1200 in subsidies.

If you pay a worker $1000 a month, and they were entitled to JobKeeper of $1200 a month, only the $1000 a month you were paying your worker would be considered remuneration.

Include any rateable amount you paid your worker in section A of your declaration of rateable remuneration.

Payments from/to schemes other than workers' compensation

Payments to portable long service leave scheme, payments to redundancy payments central fund (trading as incolink), government-funded parental leave pay passed to workers by employers acting as agents of the government, other payments, personal services income (psi).

Any payments made by a personal services entity to an individual performing the services are included in remuneration, provided they meet the definition of remuneration either under the common law or under another provision of the Act. For more information, refer to the Contractor guideline flowchart .

Profit distributions

If a payment is being made to a business owner who is also a worker for that business, this may be included in remuneration depending on the reason for that payment.

  • If they're being paid only because they're a worker (and not because they're a shareholder), then this is included in remuneration.
  • If they're being paid a profit distribution (money left over after deducting all expenses), then it doesn't matter if they're both a business owner and a worker for that business – that payment is not included in remuneration.

Trust distributions and company dividends

Trust distributions and company dividends are not included in remuneration when paid to beneficiaries or shareholders, even if they are also workers.

These payments must be clearly shown in the books of account as profit distributions and not business expenses.

Loan accounts

If the business has made a loan to someone who is also a worker of the business and the loan is considered income for that person for income tax purposes, it's not included in remuneration. If the loan is considered a loan benefit under fringe benefits tax legislation, the taxable value (calculated using the formula for Type 2 Benefit) is included in remuneration. Contact the ATO for more information on income tax and fringe benefits tax.

If the loan repayment is offset against the beneficiary's or shareholder's remuneration, the offset amount is included in remuneration. If the loan repayment is offset against trust distributions to the beneficiary or dividends to the shareholder, the offset amount is not included in remuneration.

Include any rateable amount in section E of your declaration of rateable remuneration.

Shares and options

If the worker is granted a share or an option and:

  • the share or option is an Employee Share Scheme (ESS) interest within the meaning of section 83A-10 of the Income Tax Assessment Act 1997
  • the ESS interest is granted to the worker under an ESS within the meaning of that section

The share or option is not included in remuneration.

Payments to special types of workers

Contractors.

Certain payments to contractors are included. For more information on determining if your contractor is considered a worker for WorkCover purposes, see Understanding who is and isn't your worker .

For assistance with calculating your contractor remuneration, see Calculating contractor remuneration .

You can record these payments in section B of your declaration of rateable remuneration.

Apprentices or trainees pay

Some apprentice or trainee pay may not be included in remuneration, but it depends on several factors. For more information see Apprentices and trainees .

If your payments to apprentices or trainees are included, record them in section A of your declaration of rateable remuneration.

Exempt remuneration should not be included in items A to E of rateable remuneration for the current FY or in your estimate for the next FY.

Interstate workers

It depends on several factors. 

For more information see  Premium guideline: Interstate workers .

Overseas workers

For more information see Overseas workers .

Employment agency fees

If you have an arrangement where an employment agency contracts a service provider (whether an individual or company) to arrange for services to be provided to you, then fees you pay to the employment agency are not included in remuneration.

This is in section E of your declaration of rateable remuneration.

Director's fees

Further help and resources.

For more information and assistance contact your WorkSafe agent or the WorkSafe Advisory service.

WorkSafe Advisory Service

WorkSafe's advisory service is available between 7:30am and 6:30pm Monday to Friday. If you need more support, you can also contact WorkSafe using the Translating and Interpreting Service (TIS National) or the National Relay Service.

If you need to update your remuneration, log in to your Online Employer Service insurance account. You can then recalculate your premium and pay it on the spot.

Related information

Contractor guideline flowchart  , calculate your insurance premium  , industry classification and your premium  , worksafe victoria.

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  1. Travel expenses policy

    What WorkSafe will pay for. A worker can claim the reasonable cost of travel expenses incurred as a result of a work related injury or illness to: attend medical and hospital services. attend an independent medical examination, independent impairment assessment, or Medical Panel review. General Practitioner (GP) Return to Work Case conference.

  2. 4.5.50.1 Assess request for travel expenses

    4.5.50.1 Assess request for travel expenses. To determine reasonable costs of travel consider the: the purpose of travel. the worker 's ability to use modes of transport. the distance travelled by the most direct route. the availability of comparable service providers in close proximity to the worker's residence; whether the worker lives ...

  3. PDF WORKER REIMBURSEMENT REQUEST

    For more information about WorkSafe's Travel Expenses policy, please go to worksafe.vic.gov.au/policies ... WorkSafe Victoria is a trading name of the Victorian WorkCover Authority FOR890/01/12.16 Travel Expenses: (continued from page 1) Your Name Claim Number Date Provider's Name

  4. Travel Expenses and Reimbursements

    Click here to view and download a Travel Reimbursement Form. (this link will open WorkSafe Victoria in a new tab) Submit your Reimbursement and other documents using our online uploader here. Feel free to submit your completed documents direct to Gallagher Bassett via the above form. It is important to note that travel reimbursements must be ...

  5. Useful forms

    Use this form to claim reimbursement of travel expenses. ... EML VIC Pty Limited ABN 93 606 104 910 for Worksafe Victoria; Employers Mutual SA Pty Limited ABN 48 145 330 543 for the ReturntoWorkSA scheme; and. EML National Pty Ltd ABN 23 923 166 503 for the Comcare scheme, as the reserve workers compensation claims management service provider. ...

  6. PDF WORKER REIMBURSEMENT REQUEST

    For more information about WorkSafe's Travel Expenses policy, please go to worksafe.vic.gov.au/policies ... WorkSafe Victoria is a trading name of the Victorian WorkCover Authority FOR890/01/12.16 Travel Expenses: (continued from page 1) Your Name Claim Number Date Provider's Name

  7. Claiming travel expenses

    This can include: Private motor vehicle/public transport expenses. Taxi travel. Meal and accommodation expenses, and. Air travel. To claim for reimbursement complete the Travel Expense Claim Form and submit it to your Case Manager. If you can't find your Case Manager's details you can submit it to our Payments Team.

  8. Victorian Public Service

    The Victorian Managed Insurance Authority's 24/7 emergency hotline number is: +61 2 9978 6666 (connects to AHI Assist). The Victorian Managed Insurance Authority Insurance Policy number to quote when calling this number is 19096. Victorian Managed Insurance Authority travel insurance claims can be lodged online or by emailing: contact@vmia ...

  9. 4.1 Cost of Services

    4.1 Cost of Services. 4.1.1 Costs WorkSafe pays | 4.1.2 Reasonable costs | 4.1.3 Exceptional circumstances - above rates | 4.1.4 THP reports. Workers are entitled to be compensated for reasonable costs of medical and like services incurred as a result of a work-related injury or illness. Workers can also have reasonable medical and like costs ...

  10. Workers' Compensation Workplace Support for Victoria

    WorkSafe Victoria is the Workers' Compensation regulator which manages and controls the Victorian Scheme. WorkSafe Victoria appoints Claims Agents to administer and manage claims on their behalf. ... you are required to pay medical expenses up to the current medical excess, when this is reached the insurer will start making payments ...

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    WorkSafe provides support and financial compensation to the families of people who have died as a result of a work-related injury or illness. WorkSafe can cover expenses including medical services for the deceased person such as ambulance, hospital and treatment, burial or cremation and family counselling services.

  12. Does WorkCover cover travel to and from work in Victoria?

    WorkCover insurers are able to reimburse you for the reasonable cost of travel to and from a conciliation conference. As at 1 July 2020, the maximum amount that they can reimburse you for is $63 which includes any kilometres travelled as well as the cost of any parking. In order to claim conciliation related travel costs, you need to fill out ...

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  14. How remuneration works

    2019/20 the exempt rate is $280.75 per night. 2018/19 the exempt rate is $278.05 per night. 2017/18 the exempt rate is $266.70 per night. Any amount paid per night over the exempt rate is included in your remuneration. You can record this in section A of your declaration of rateable remuneration.