WAFES Conference Travel

DFES supports regional volunteers attending the WAFES Conference by organising and covering travel and accommodation costs.

To be eligible, volunteers must be from a BGU located more than 50km from Crown Perth, where the conference will be held.

Volunteers from a BGU within 50km of Crown Perth are not eligible for travel and accommodation assistance.

However, during the registration process, volunteers who live within a 50km radius of Crown Perth can join a waitlist for accommodation, with payment required at the time of booking.

Wednesday 31 July 2024 with confirmation and payment required by Monday 5 August
Tuesday 3 September, with confirmation and payment required by Wednesday 4 September

Flights

Volunteers eligible for flights will be prompted to provide details during the conference registration process. Flights must be chosen to accommodate events volunteers have registered to attend.

Accommodation

For eligible volunteers, accommodation is fully subsidised by DFES for Thursday 5 September, Friday 6 September and Saturday 7 September and allocated based on registered events. Booking will be automatically prompted during the registration process.

Refer to the 2024 WAFES Conference terms and conditions for further details.

Driving and parking

As a first preference, volunteers are encouraged to drive to the conference in a DFES service vehicle and carpool with other volunteers where possible.

Those unable to source suitable transport can use a private vehicle to travel to the conference and claim a motor vehicle allowance.

Volunteers who drive to the conference should be aware of the vehicle mileage caps that may apply. Volunteers who drive to the conference should be aware of the vehicle mileage caps that may apply. Please see the 2024 WAFES Conference terms and conditions for further details.

Volunteers who have flights booked can claim a motor vehicle allowance to drive between their home and the nearest regional airport.

If a transfer service is not provided, volunteers may be entitled to claim reimbursement of taxi fares paid when travelling between Perth Airport and their accommodation.

Please note that there have been changes to motor vehicle allowance caps, including the addition of new regions. See the 2024 WAFES Conference terms and conditions for further details.

Parking

Crown Perth offers free parking at various locations in the complex and further details on parking options and charges can be found on the Crown website.

Meals

Eligible volunteers can claim costs for meals (breakfast, lunch and/or dinner) not supplied as part of the conference or their accommodation booking.

Volunteers can submit a claim form and receipts to the WAFES events team (eventsandawards@dfes.wa.gov.au) to receive a reimbursement.

Please note alcoholic beverages are not eligible to be claimed. This year, all receipts must clearly outline the beverage being claimed. See the 2024 WAFES Conference terms and conditions for further details.

Claiming travel expenses

Volunteers eligible for travel and accommodation entitlements can claim reimbursements through the following process.

Download the claim form and complete all sections per person in attendance. Refer to mileage rates if required.
Attach relevant tax receipts. Please note EFTPOS receipts will only be sufficient if the tax receipt information is included.
Submit a claim form and tax receipts to DFES by email or post no later than Thursday 31 October 2024.

Email: eventsandawards@dfes.wa.gov.au

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Post:‍

Attention: Events and Promotions Officer

Media and Corporate Communications

Department of Fire and Emergency Services

20 Stockton Bend

COCKBURN CENTRAL WA 6164

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When completing a claim:

Keep a copy of the completed claim form, including all receipts, for personal taxation records, as DFES will not be able to provide records at the end of the financial year.
Each attendee must complete an individual claim form.
Vehicle milage can only be claimed by one volunteer travelling in the vehicle.
Volunteers cannot claim expenses on behalf of others.
BGUs claiming expenses on behalf of their attendees must invoice DFES and attach the relevant tax receipts.
Alcoholic beverages are not eligible to be claimed and all receipts must clearly outline the beverage being claimed.
Processing of claims can take up to six weeks. Reimbursements will be paid directly into nominated bank accounts.

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