Direct links
 
Home → University Services → Travel → Travel FAQ

FREQUENTLY ASKED QUESTIONS

USE OF THE TRAVEL PORTAL

How do travellers and/or travel arrangers obtain approval for travel, source quotations and arrange travel and travel related services?
All approval, sourcing of quotations and arrangement of flights, accommodation and car hire is to be done, where possible, through the Travel Portal.

Where do I find the Travel Portal?
The Travel Portal is located on the University's website.

How do I use the Travel Portal to book a journey?
Though the related program is intuitive, Reference Guides may be found on the Travel Portal to assist in the arrangement of travel.

For domestic travel, the Travel Portal assumes that approval has been granted for the journey, accommodation booking and/or car hire and the process may be stepped through using the Express Request.

For international travel,the system acts as a vehicle for obtaining approval, input of flight and accommodation requirements to arrange travel and travel related services, as well as facilitate duty of care provisions for the traveller. The process is stepped through with the Reference Guides recommended for those not experienced with the system.

What is International Point to Point Travel?

The Travel Portal employs a choice of simple international bookings for return flights and
accommodation as follows:

The option is selected under Request International Travel and then the appropriate option. All other international travel is selected under Other and is known as Complex International.

Do I use the Travel Portal to book car hire?
The Travel Portal should be used to arrange car hire in Australia, using Avis Australia as the preferred supplier. Generally, a choice is provided with the range of vehicles and prices.

With International Point to Point, the Travel Portal should also be used for arranging car hire, and either the TMC used or arrangements made at the destination for International Complex.

However, the choice of ground transportation should be made on the basis on what is the most efficient, safe and cost effective means in the country or area.

Do I need to arrange insurance with car hire?
No. Insurance is covered with the car hire arrangements for hire agreements in Australia. However, when hiring a vehicle to be driven while travelling overseas, insurance must be taken out at the point of hire (that is, from where the vehicle is picked up).

Are there any exemptions to using the Travel Portal?
Yes. Exemptions may exist with group bookings, conference bookings, remote location travel & accommodation and travel arrangements not available through the online booking tool, such as train travel or taxis.

USE OF CONTRACTED SUPPLIERS

Is it mandatory to use contracted or preferred suppliers?
It is mandatory to use contracted suppliers of goods and services to the University. With travel, the Travel Management Companies (TMCs) are contracted suppliers.

Preferred suppliers are not mandatory. However, the University has entered agreements with these suppliers and benefits tend to be readily derived from the arrangements put in place.

Are there exemptions to the use of contracted suppliers?
Yes. Exemptions to the use of contracted suppliers are travel booked and paid by parties external to the University, and travel that cannot be supplied by the contracted suppliers.

If a policy or procedure is mandatory, how does the University ensure compliance?
University travellers must comply with University Policy and Procedures. Failure to do so may result in the non payment of invoices.

Incidence of travel is subject to regular review and responsible officers are advised of departure from university Policy and Procedures. These officers are expected to act upon advice of such information.

With bookings made outside either the online booking tool or a mandated TMC, how are insurance and duty of care provisions covered?
Procedurally yes, technically no. You cannot finalise international travel, car hire or accommodation through SAM without having been given approval in SpendVision first. You will have to email or fax the approved SpendVision International Travel requisition to STA Travel. Domestic Travel can be booked fully through the SAM system as there are no pre-approvals required in SpendVision.

Do University staff members that reside overseas need to source travel arrangements through the mandated TMCs?
While overseas, staff should make internal travel arrangements with local service providers.

Staff of the Singapore campus are not subject to the University's Travel Policy & Procedures.

How do the duty of care requirements of International SOS effect staff members that reside overseas?
Staff of the Singapore campus are not subject to the University's Travel Policy & Procedures. Similarly, staff on permanent assignment overseas are not subject to the duty of care provisions of the University's Travel Policy & Procedures.

What are the options available to travellers who return from long haul flights?
At all times, University travellers are to consider their own safety and that of accompanying travellers.

Avis Australia is not open in Newcastle of a weekend. What are the alternatives?

Will the TMCs provide only Qantas and Qantas Affiliate fares, favour these airlines or provide "a level playing field" when it comes to making bookings?
All TMCs will provide the best fare of the day which is defined as the lowest logical available fare on the day of booking that offers the traveller the convenience and flexibility he or she requires to complete their business purpose effectively.

Will the TMC handle my passport and visa requirements?
It is the responsibility of the University traveller to ensure that they possess a valid passport and appropriate visas, as well as complying with relevant immigration requirements and making themselves aware of travel advisories.

It is the responsibility of the traveller to ensure that the passport is both valid and accurate, with particular attention drawn to the traveller's name and title and that the passport has a minimum validity of six months.

The relevant TMC can facilitate the application for visas. However, attention is drawn to enabling the TMC to make such arrangements by providing sufficient time to do so. The University will meet the cost of a passport and visa where they are required for work purposes.

The travel advisories will contain information relating to health requirements (required and recommended inoculations) and warnings that relate directly to the level of authority that may be required for the intended travel. All of the above points must be considered before embarking on University travel.

TRAVEL DIARIES

Do I need to keep records of my travel?
Travellers are to use the University's approved Travel Diary (found on the Travel Portal) for the purpose of maintaining records of all international travel and domestic journeys or more than five days duration.

This is a requirement for compliance with Australian Tax Office Fringe Benefits Tax regulations.

FREQUENT FLYERS AND LOUNGE MEMBERSHIPS

Will the University fund airline frequent flyer programmes?
The University will not generally fund memberships of either frequent flyer programmes or airline clubs (eg Qantas Club).

It should be noted that travelers cannot use membership of such clubs or programmes as a reason to breach any section of the University's Travel Policy and Procedures. This particularly applies to the policy relating to the best logical fare of the day.

ACCOMMODATION

How do I arrange accommodation for University business?
All accommodation is to be accessed through the Travel Portal.

Domestic and International Point to Point travel is to be booked through the University's online booking tool. International Complex travel is to be arranged by the selected TMC.

Are there any exemptions to these accommodation arrangements?
Travellers are exempt from making accommodation arrangements through the Travel Portal:

For the purpose of duty of care, accommodation details for every night of a journey need to be provided to the TMC. .

Am I able to pay family or friends when staying with them on University business?
University travellers are expected to exercise due economy when providing hospitality or entertainment for guests or visitors. Similarly, though it is acceptable to take hosts to dinner, the amount claimed in part or all must be reasonable.

UNIVERSITY CREDIT CARDS

Do all University travellers need to carry a University credit card?
The University requires that all staff travelling internationally or undertaking domestic travel have access to a University credit card, including travel that has an overnight stay or car hire. University staff members who travel domestically more than twice per year, or who travel internationally, are required to hold a University credit card.

Where staff members do not have access to a University credit card, they may claim reimbursement through Spendvision.

When not in use, who is responsible for University credit cards?
Responsibility for the security of University credit cards rests with the traveller. The traveller may, however, leave his/her card with a travel arranger who will ensure the card is secured.

TRAVELLER PROFILES

How are Traveller Profiles loaded and maintained within the University's booking tool?

Traveller Profiles are loaded into the University's online booking tool by either:

Travellers and travel arrangers may maintain traveller profiles within the Travel Portal with responsibility for the accuracy of detail resting with the traveller.

How are Traveller Profiles loaded and maintained with the TMCs' systems?
The TMCs hold responsibility to load and maintain Traveller Profiles for use within their own systems. However, travellers and travel arrangers may be granted access to maintain their records. Responsibility for the accuracy of these records rests with the traveller.

CLASS OF TRAVEL

What class of fare may I travel on while on University business?
All University travel is to be at Economy Class. However, members of the Executive Committee and other specified University travellers may travel at a class of fare better than Economy class.

Travellers who wish to fly First Class must obtain the express approval of the Vice Chancellor, with the exception of where:

Are there exemptions to the class of fare rules?
With the exception of the circumstances above, for travel at better than Economy Class, approval must be provided by the Vice Chancellor, relevant Deputy Vice Chancellor or Pro Vice Chancellor. Upgrades will be paid from personal funds and/or from external support.

It should be noted that Premium Economy is considered to be better than Economy Class.

APPROVAL

Is approval required for University business travel?
All travel must be approved by a delegated officer prior to ticketing. Travel must not be authorised by the traveller. Authority to approve international travel rests with the relevant Pro Vice Chancellor or Deputy Vice Chancellor and is based upon an estimate of costs and the appropriate financial delegations. Approval extends to ensuring that arrangements are made to cover the teaching, examining and administrative duties of the traveller.

USE OF PRIVATE VEHICLE

Can I use my own car on University business?
University travellers will use public transport, University vehicles or car hire before using private vehicles for university business travel.

ESCALATION PROCEDURE

If I am not happy with the service that I have received from a TMC or other contracted supplier, what can I do?
The University has put in place an escalation procedure to resolve emergent issues with any contractual arrangement. Such procedure applies to travel and travel related activities.

The procedure is step by step, where lack of resolution necessitates elevation to the next level.

Where the traveller/ travel arranger holds any concerns, he or she should initially seek advice from the contracted supplier. Where the concern has been raised by a traveller, it may be passed on to an arranger for resolution.

If the concern cannot be satisfactorily resolved, the matter should be raised with the Faculty/ Division travel champion, who will take up the matter with the contracted supplier.

If the matter still requires resolution, the travel champion shall raise the matter with the relevant Commercial Relationship Manager - providing all details by email. The Commercial Relationship Manager will act to expedite resolution.