University Travel

Welcome to the University's Travel website

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All University travellers (i.e. both domestic and international) must be up to date with their COVID-19 vaccinations, unless medically exempt. "Up to date" means having received the 1st and 2nd dose plus additional booster(s) as required, of a TGA-approved vaccination.

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:

  1. Discuss the travel requirement with the traveller's Line Manager/Supervisor to ensure the proposed travel is considered "necessary" by the local area.
  2. Once endorsed, the traveller or a travel arranger completes a BTR (Business Travel Request) with the travel requirements.
  3. The Travel Team will provide the traveller with a travel declaration to accept and return. Once received, the Travel Team will seek approval from the traveller's local travel VCA holder.
  4. If approved, the Travel Team will provide the traveller or travel arranger with a final trip confirmation.

International Staff & Visitor Travel:

UniSA-funded travel - when any of the travel costs or expenses are paid or reimbursement will be sought from a University cost centre that is not a projects and grants (PG) cost centre - must be "essential" in nature.

Externally-funded travel - when all of the travel costs and expenses are either funded from a projects and grants (PG) cost centre or funded by a third party - must be considered "necessary".

The following steps apply when planning international travel by a staff member, which - until further notice - is also subject to:-

  • endorsement by the relevant Enterprise Leadership Team (ELT) member, and
  • final approval by the Chief Financial Officer (CFO):
  1. Discuss the travel requirement with the traveller's Line Manager/Supervisor to ensure the proposed travel is considered "essential" or "necessary" (as applicable) by the local area.
  2. 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.
  3. The Travel Team will provide the traveller or travel arranger with an International Travel Questionnaire. Once completed, the Travel Team will seek approval from the traveller's local travel VCA holder, endorsement from the relevant ELT member and approval by the CFO prior to ticketing.
  4. If approved, the Travel Team will provide the traveller or travel arranger with a final trip confirmation.

Student Travel (international & domestic travel)

Student travel may be considered by local areas when prudent, which - until further notice - requires the support of the Executive Dean and, if travelling internationally, is subject to:-

  • endorsement by the relevant Enterprise Leadership Team (ELT) member, and
  • final approval by the Chief Financial Officer (CFO).

The following steps apply when planning University-related travel by a student:-

  1. In the first instance, discuss the travel requirement with the student's Supervisor to ensure the proposed travel is supported by the local area.
  2. Once endorsed, the traveller or a travel arranger completes a BTR (Business Travel Request) with the travel requirements.
  3. The Travel Team will provide the traveller or travel arranger with the applicable documentation for the proposed itinerary. Once completed, the Travel Team will manage the approval process, including Executive Dean support, and - if travelling internationally - the relevant ELT member's endorsement and approval by the CFO prior to ticketing (as required).
  4. If approved, the Travel Team will provide the traveller or travel arranger 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 International Questionnaire;
  • 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

Important Travel News Travel Management Company
Travel FAQs Policies and Forms 
Accommodation Airlines
Ground Transport

Health and Safety