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 your travel.
To assist with this process, a Notification to Travel Form may be used. Please liaise with your local Travel Arranger, ensure you are familiar with the Travel & Entertainment Policy & Procedures and ATO Guidelines for reasonable meal & accommodation expenses whilst travelling.
- Passports and Visas
Campus Travel will assist with any matters relating to passports, visas and other customs/immigration requirements relating to the business trip. However, the traveller is at all times responsible for their passport status. If Campus Travel’s assistance is required, it must be sought in timely fashion. For an express service, express service charges will apply. The University will only meet the costs of visas for those travellers who require them for University related business travel
- Medical Expenses / Advice / Vaccinations
Travellers are encouraged to seek medical advice prior to travelling overseas. The cost of vaccinations and other precautions recommended as a result of seeking such advice will be refunded by the University to the extent that the traveller is out of pocket. It is expected that the traveller will seek Medicare and/or private medical cover reimbursement before seeking the balance from the University. ‘All you need to know’ information about overseas travel can be located on the Campus Travel website.
- Booking Travel / Airline Credits
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). Access to Serko is via your normal University username and password from the Finance & Procurement Services hompage or via Unified.
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).
If University travel needs to be cancelled, Campus Travel will record the value of the airfare onto a ‘credit register’ in the travellers name for future travel. However, in line with standard airline practice, if a flight is cancelled within 24 hours of departure, the fare will not be credited by the airline.
- 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
Login and update Serko profile Download the PDF
Booking as a traveller Download the PDF
Add a new traveller for travel arranger Download the PDF
Booking as a travel arranger Download the PDF
- 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 information and contact numbers refer to the Campus Travel Portal
After Hours Support - Campus Travel Assist provide assistance for after hours bookings, changes and support.
>1300 662 703 from your location within Australia
>+61 7 3170 7823 from your location overseas
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 will provide travel insurance where possible, applicable and reasonably practical, and in accordance with the current University travel insurance guide, to all University travellers whilst on authorised business travel, and approved holiday travel when taken in conjunction with business travel, within the limits of the University’s insurance policy.
Travellers in high risk areas may not be able to be covered under the University’s travel insurance policies.
Cover is extended to any incidental private travel, provided the private travel does not exceed 50% of the total trip or a maximum of 4 weeks (whichever is greater).
Contact Legal & Risk for further information.
- Travel Safety
University travellers should take reasonable steps to ensure the safety of themselves and those travelling with them (for safety guidance see the HSW Handbook; for field trips see also additional guidance in 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 in accordance with the procedure set out in 2.2.
Where a traveller requires emergency assistance, they should contact the University’s insurance provider as detailed on the Legal & Risk website.
The University has engaged the services of World Travel Protection as an advisory and travel tracking system to allow the University’s HSW Team to locate travellers in the event of an emergency.
For changes to travel arrangements and ticketing amendments, contact Campus Travel directly. For contact details, refer to the above “24 Hours Support”.
- Travel Diaries and Private Travel
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.
Daily activities must be recorded and indicate whether the activity was business or private. A copy of the travel diary must be sent to the University’s Tax Accountant within 30 days from the return date.
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 Private Travel & FBT webpage.
Staff members are eligible to access the University preferred supplier rates when booking leisure travel through Campus Travel, provided the travel is paid on the traveller’s personal credit card.
- Airline Lounges & Membership
Loyalty and frequent flyer programs must not be paid using University funds (including consulting accounts).
Airline lounge memberships (e.g. Qantas Club or Virgin Lounge) 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 written approval of an authorised delegate.
Utilisation of the ‘best fare of the day’ must override all personal airline preferences and/or accrual of frequent flyer points.
Discounted rates - Qantas Club
Staff can get a discount off the Qantas Club membership/renewal rate (not applicable to joining fee). To take up this offer, please contact Qantas directly on 131131 and quote the Corporate Scheme number to complete the application over the phone.
Membership renewal can be completed online using the Corporate Scheme Number.
Please note: Airline lounge memberships are at the personal cost of any traveller with the exception of frequent travellers, please refer to the Travel & Entertainment Policy to determine eligibility.
For further assistance please contact firstname.lastname@example.org or Ext 33330.