Travel Information for Staff

Travel Announcements

Approval to Travel

The University requires anyone travelling in the course of official University activities or on its behalf, to seek and be granted approval to travel before undertaking that travel. University travellers must request approval for travel through the Expense Management System.

University travel to countries for which a Level 4 ("Reconsider your need to travel") or Level 5 travel warning ("Do not travel") has been issued by Department of Foreign Affairs and Trade, can only be approved by the Vice-Chancellor and President.

International Travel

The University has contracted with three Travel Management Companies to provide international travel services, and all international travel bookings must be made through them. The University has also entered into a number of commercial arrangements to secure discounted international airfares. These fares are only available through the contracted travel management companies.

Travel Management Company services provided include changes to bookings and management of unused tickets on all carriers. All changes to international travel bookings need to be done specifically through the Travel Management Company initally engaged, and not through the airlines direct.

International Travel Advice

Domestic Travel

The University has acquired an On-Line Booking tool for the purpose of booking domestic airfares, domestic rental cars and accommodation. The On-Line Booking System must be used for all domestic air travel bookings and car rental bookings.

The University has contracted with a single Travel Mangement Company to provide post ticket services, including changes and management of unused tickets, in support of the On-Line Booking System. This Travel Management Company may also be used to facilitate domestic group bookings.

Payment for Travel

Corporate Travel & Entertainment Credit Card

The University of Adelaide requires each staff member who travels on University business more than once internationally or twice yearly domestically, to apply for and hold a University Corporate Travel & Entertainment Credit Card. The credit card will be used to pay for all travel costs, expenses and entertaining. Non staff and other travellers who do not have a Corporate Travel & Entertainment Credit Card may use the services of a travel arranger to book their travel and to arrange payment for that travel.

Incidental Allowances

The University will make incidental allowances available to staff who travel on behalf of the University where the terms and conditions attached to the funding source permit. Incidental allowances will be paid in advance to the traveller and no supporting evidence or acquittal is required against using that allowance.

Reimbursement of Out of Pocket Expenses

Expenses incurred during travel and these are not able to be paid for using a Corporate Credit Card, travellers may seek reimbursement of these expenses. The Expense Management System will be the only way that out of pocket expense reimbursement claims can be made.

Insurance

Staff should not normally purchase separate insurance when making travel arrangements. Staff who are not sure whether or not to purchase insurance should contact the University's insurance officer.

Insurance and Risk Management

Financial Services