Officiating and DT Reimbursements – OP

This Operational Protocol relates to costs and cost-sharing associated with officials at National events, excluding Schools Events.  It is provided so that State competition hosts and officials understand what can be paid and claimed.

In reading the information below, it should be remembered that a per diem, where paid, is designed to be a reimbursement for incidental costs where the retention of receipts is impractical or disproportionate to the amount to be reimbursed.  It should also be considered that all costs incurred relating to event management must ultimately be covered by fencer entry fees.


  1. For events where the AFF collects an Officiating Levy:
    1. The AFF will pay referees an amount “made in the course or furtherance of an activity done as a private recreational pursuit or hobby”.  This amount will change over time, but as at 1 July 2014, this amount is $100 per day of refereeing.
    2. The AFF will not provide lunch or a reimbursement for lunch for referees, and no per diem is paid for referees.
    3. At its absolute discretion, the AFF may arrange flights and accommodation and hotel transfers (to / from airport, to/from venue) for referees; these are collectively known as “Travel “.
      1. Referees will not otherwise arrange  their own Travel without approval by the AFF. Where that approval is granted, referees will be reimbursed to a maximum amount of what the AFF would have otherwise paid for this Travel.
      2. Further, where a referee is undertaking Travel also as a relative of a fencer, the AFF will reimburse to a maximum of 50% of Travel costs to the extent the AFF agrees to reimburse those costs.
      3. Where the referee is also a fencer or a coach at an event, the AFF will provide a subsidy of $100 per day for each refereeing day against Travel costs (Travel cost subsidy).
    4. Where the AFF has not indicated it will arrange travel for interstate referees and interstate referees have not obtained permission to arrange their own travel,  reimbursment will be limited to the travel cost subsidy and officiating day rate.
    5. For referees where no flights are required (“Local referee”), but other Travel costs are incurred, the AFF will reimburse the cost of petrol / tolls / train fares.
  2. All claims for payment must be accompanied by a “Statement by a supplier” ATO form.  This is currently ATO form “NAT 3346-05.2014”.
  3. All claims for reimbursements (or subsidy of Travel costs) must be supported by the relevant form (attached below) and copies of receipts or other sufficient documentation.
  4. All claims must be submitted within 4 weeks of the relevant event.
  5. Where the completion of a National Officiating qualification is to occur concurrently with the relevant event, all processes required under the Officials menu / How to Become a Referee option on this web site must be completed for payment / reimbursement to be able to take place.
  6. For events where the AFF does not collect an Officiating Levy, the AFF will not pay or reimburse any referees.  It is recommended that host States use the above as a guide for reimbursing referees.
  7. Regardless of the AFF’s collection of an Officiating Levy, it is also recommended, and it is an established practice, that the host State provides lunch / lunch vouchers / lunch reimbursement for all referees.

Competition Management Team

  1. The collection by the AFF of an Officiating Levy has no relevance to the reimbursements for the Competition Management Team (DT).
  2. The members of the DT are reimbursed under the AFF’s Policy on Expenses, using the process and forms identified for Payments by the AFF. > View operational protocol on payments by the AFF  This generally provides for:
    1. Arrangement of flights and accommodation and hotel transfers (to / from airport, to / from venue) collectively known as “Travel“.
    2. Where no flights are required, but other Travel costs are incurred, the AFF will reimburse the cost of petrol / tolls / train fares.
    3. For Interstate or International DT members, the payment of a per diem.
  3. As an alternative to reimbursements for local (Intrastate) members of the DT, they may wish to claim a per diem amount, which is the same as for Interstate DT members.
  4. It is also recommended, and it is an established practice, that the host State provides lunch / lunch vouchers / lunch reimbursement for all DT members.  State hosts may take into consideration in their decision regarding this provision, whether or not the DT member is receiving a per diem.

As a benchmark figure, the per diem is set as 70% of the ATO's reasonable travel expense amounts, as set out in the relevant Taxation Determination each year (e.g. TD2016/13 for 2016-17).  The relevant figure is taken from Table 1, using the Total figure less the Accommodation amount, rounded to the nearest $5.

[An Operational Protocol is information about the process by which the AFF Executive generally makes its decisions. It is designed as a matter of governance and transparency so that stakeholders in various decisions may inform themselves as to how decisions are usually made. An Operational Protocol is not policy, and cannot be subject to appeal.]

Last Updated 29 November 2016.