Welcome to the University's Travel website
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All University related travel, regardless of funding (i.e. from a University cost centre, paid by a third-party or self-funded) is required to be lodged via a BTR (Business Travel Request). Travel arranged outside of the University's Travel Team is regarded as Pre-Arranged travel.
See Important Travel News for details on how to access the latest Government domestic and international travel information.
Domestic Staff & Visitor Travel (intrastate and interstate travel):
The following process applies to planning domestic travel by a staff member:
- Discuss the travel requirement with the traveller's Line Manager/Supervisor to ensure the proposed travel is considered "necessary" by the local area.
- Once endorsed, the traveller or a travel arranger completes a BTR (Business Travel Request) with the travel requirements.
- The Travel Team will provide a quote to the traveller or travel arranger that contains a declaration. The Travel Team will then seek approval from the traveller's local travel VCA holder.
- If approved, the Travel Team will provide the traveller or travel arranger with a final trip confirmation.
International Staff & Visitor Travel:
The following steps apply when planning international travel by a staff member:-
- Discuss the travel requirement with the traveller's Line Manager/Supervisor to ensure the proposed travel is considered "necessary" by the local area.
- Once endorsed, the traveller or a travel arranger completes a BTR (Business Travel Request) with the travel requirements, (this process will include a risk and insurance assessment if travelling to a Level 3 or 4 location according to DFAT).
- The Travel Team will seek approval from the traveller's local travel VCA holder prior to ticketing.
- The Travel Team will provide the traveller or travel arranger with a High Risk Travel Questionnaire if travelling to a Level 3 or 4 location according to DFAT and subsequent endorsement from the CFO is obtained.
- If approved, the Travel Team will provide the traveller or travel arranger with a final trip confirmation.
Student Travel (international & domestic travel)
The following steps apply when planning University-related travel by a student:-
- In the first instance, discuss the travel requirement with the student's Supervisor to ensure the proposed travel is supported by the local area.
- Once endorsed, the student completes a BTR (Business Travel Request) with the travel requirements.
- The Travel Team will manage the approval process, including Executive Dean endorsement.
- The Travel Team will provide the student with a High Risk Travel Questionnaire if travelling to a Level 3 or 4 location according to DFAT and subsequent endorsement from the CFO is obtained.
- If approved, the Travel Team will provide the student with a final trip confirmation.
Pre-Arranged Travel
The Vice Chancellor mandated the completion of the BTR (Business Travel Request) for all travellers whether paid for/booked by the University or Pre-Arranged by the traveller, when on University related travel. This directive was distributed on 26th August 2019 and was implemented to mitigate ALL possible risks.
Pre-Arranged Travel is classified as University related travel arranged and paid for by the traveller or a third party. All Pre-Arranged Travel for University travellers (staff, students or visitors travelling on University endorsed activity) is required to be submitted via a BTR (Business Travel Request).
The completion of the BTR enables the University Travel Team to:-
- guarantee the appropriate insurances are in place for the traveller prior to travelling;
- confirm the traveller is not affected by sanctions, export controls or high-risk locations as stipulated by DFAT;
- ensure the traveller has completed a University OH&S declaration and an High Risk Travel Questionnaire (if travelling to a Level 3 or 4 DFAT country);
- locate travellers affected by an emergency situation in a specific location; and
- reach out and assist as necessary
NOTE: all self-funded travellers are able to obtain a non-obligation travel quote(s) from the Travel Team by submitting a BTR. If accepted, the ticket can be paid for personally by the traveller/third party and still receive the above benefits.
There are multiple disadvantages to the travellers and the University when bookings are made directly with a retail travel agent, airline or utilising third-party websites.
The University cannot assist, as the Travel Team:-
- has no control of the booking, therefore cannot request amendments/cancellations, or even discuss the booking with an airline;
- has no insight of the booking or subsequent amendments, especially during travel;
- has no control of the potential lost savings to the individual or University - the University maintains contracts with airlines and therefore discounts are provided at the point of sale;
- cannot immediately locate travellers in an emergency as per the University's duty of care responsibilities;
- cannot provide prompt emergency assistance; and
- cannot manage credits and refunds to minimise any future loss.
The unfortunate experience of COVID-19 highlighted the very real issue travellers experienced when they book directly with a retail Travel Agent or Airline or via third party websites. Travellers:-
- couldn't get through to airlines or Travel Agents for assistance due to demand and understaffing - the Travel Team facilitated flight changes directly due to direct system access, therefore avoiding the need to reach out to already overworked call centres;
- were informed when it was too late that flights were cancelled - the Travel Team had access to flight cancellations and schedules in advance due to system access;
- had no direct contact to assist them urgently - the Travel Team has direct access to airline Account Managers to fix problems or issues in a timely manner;
- struggled to manage credits, refunds and insurance claims - the Travel Team manages all refunds and credits whilst submitting travel insurance claims on behalf of the travellers to mitigate as much financial loss as possible.
Travel Information
