Information for Staff Travelling
If you are planning to travel, please ensure you read and understand the following information.
Before making any arrangements:
- Read the Travel & Entertainment Policy & Procedures
- Check the latest travel warnings if travelling internationally (see below)
- Ensure, where reasonably possible, that meal & accommodation expenses do not exceed the ATO guidelines for the lowest salary band according to the destination
When planning your travel, check the latest travel warnings issued by the Department of Foreign Affairs and Trade. Only the Vice-Chancellor & President can approve travel to destinations with a Level 3 ("Reconsider your need to travel") or Level 4 travel warning ("Do not travel").
Obtain this approval by completing a Request for Approval to Travel to a High Risk Destination form.
For Infrequent Travellers & Non Cardholders
If you are a non cardholder (e.g. infrequent traveller, visitor or student) and required to travel, you will need to use a local Travel Arranger to arrange and pay for your travel.
To assist with this process, a Notification to Travel Form may be used. Please liaise with your Travel Arranger, ensure you are familiar with the Travel & Entertainment Policy & Procedures and ATO Guidelines for reasonable meal & accommodation expenses whilst travelling.
- Booking Travel
Where possible, bookings are to be made via the online travel booking system - Serko (hosted by Campus Travel) for all domestic and selected international routes (New Zealand, Hong Kong, Denpasar, Kuala Lumpur, Singapore and Dubai). Complex bookings or other international destinations are to be booked directly with Campus Travel consultants.
Accommodation and car hire should be booked at the same time as flights are booked, unless there are sound reasons for not doing so (e.g. an accommodation booking that is part of a conference package).
- Serko Training
Where possible, bookings are to be made via the online travel booking system - Serko (hosted by Campus Travel). In addition to domestic bookings, the Serko booking system allows users to book multi leg, multi passenger bookings, selected international flights, plus hotel and car hire.
Quick Reference Guides
Role: Travel Arranger/Cardholder - Setting up your profile
Role: Travel Arranger - Add a new traveller (non-card holder)
Role: Cardholder - Make a booking as a traveller
Role: Travel Arranger - Make a booking as a travel arranger
View the Serko Clue Card
- 24 Hours Support
For assistance with the credit card program, system support for the Expense Management System, Online Travel Booking System, feedback and general enquiries, contact;
Expense Management - Cards & Travel (during office hours)
Phone: 8313 3330
Campus Travel - general contact numbers and consultant information - refer to the Campus Travel Portal - http://www.campustravel.com.au/travel-services/uoa
Campus Travel - after-hours bookings, changes and support - refer to the Campus Travel Portal http://www.campustravel.com.au/contact#after%20hours
Report a lost/stolen card out of hours (ANZ)
T: +61 3 8646 8288 (calls from overseas)
T: +61 1800 032 481 (calls from within Australia)
EMERGENCY ASSISTANCE call ACE Emergency Assistance reverse charges on +61 2 8907 5995 and/or refer to the Legal & Risk Travel Insurance webpage.
- Travel Insurance
The University purchases travel insurance for all staff and students travelling interstate or overseas on approved University travel. Cover is extended to any incidental private travel, provided the travel does not exceed 50% of the total trip or a maximum of 4 weeks (whichever is greater). The travel insurance is limited to 6 month periods. If you are working, studying or travelling overseas, you will be covered under the University's policy for a period of 180 days from the date that you leave Australia. After the 180 day period, the travel insurance will expire if you do not arrange "Top Up Cover". Top Up Cover must be arranged by staff members prior to departure from Australia. If you intend travelling overseas for a period of time greater than 6 months, please contact email@example.com to arrange Top Up insurance cover.
Travellers in high risk areas may not be able to be covered under the University's travel insurance policies. For more details and to download information on the University's travel insurance provider, refer to the Legal & Risk Travel Insurance webpage or visit the Travel Insurance FAQ's.
- Travel Safety
University travellers should take reasonable steps to ensure the safety of themselves and those travelling with them. For safety guidance refer to the HSW Handbook.
Travellers are advised to monitor the Department of Foreign Affairs and Trade (DFAT) website for variations of travel warnings prior to departure.
The University has engaged the services of Customer Care as an advisory and travel tracking system to allow the University's HSW Team to locate travellers in the event of an emergency. Where a traveller requires emergency assistance (as opposed to travel advice) they should contact the University's insurance provider ACE Emergency Assistance reverse charges on +61 2 8907 5995.
- Private Travel & FBT
All international travel and any domestic travel undertaken by staff of five or more consecutive nights must be supported by a valid travel diary to eliminate any FBT liability to the University. Non staff and students are excluded from this requirement.
Staff incorporating personal travel deemed to be more than incidental to the journey (30% and over of the total journey) will be required to pay 50% of the airfares. If no payment is made, the FBT amount will be charged back to the faculty/division - refer to the Private Travel & FBT webpage for more information.
For entertainment expenditure, view the Meal and Entertainment Tax Guide matrix to assist in determining the correct general ledger account codes for the expense.
- Airline Lounges & Membership
Loyalty and frequent flyer programs must not be paid using University funds (including consulting accounts). Airline lounge memberships are at the personal cost of any traveller with the exception of frequent travellers (e.g. at least 5 times a year) at the discretion of and with the approval of Head of School or Branch.Staff travelling on University business can get a discount off the Qantas Club membership/renewal rate. To take up this offer, contact the Expense Management Team on ext. 33330 to obtain the University's Corporate ID number. Please note that the discount is applicable only to the membership/renewal fee and not the joining fee. To view the current rates, visit the Qantas website. Once you have the University's Corporate ID number, ring Qantas on 131131 to complete the application over the phone. If you are an existing Frequent Flyer member, please provide the number upon application.