The University of Newcastle, Australia

The heat is on!

Monday, 20 November 2017

There are less than two weeks to go before we have a new Travel Management System. While the team is working hard to finalise everything, there are some important dates and information to consider moving forward.

Location of the Campus Travel Shop

The Campus Travel onsite shop will be located within the Commonwealth Bank.  Brendan Steel, the Business Leader for the Campus Travel will be your onsite contact. Should you have any questions leading up to and post Project Go Live, do not hesitate to contact him at Brendan.Steel@campustravel.com.au

Key Dates

There will be lots happening over the next two weeks – training sessions, webinars and the Project Go live.

Some key dates to note:

20 - 22 NovClassroom room training for those arrangers booking travel on a very regular basis
22-23 NovWebinars – for those arrangers and self-arrangers needing some step by step guidance for the new system.
27 NovCampus travel goes live! – The cut over to the Campus Travel system will occur at 8:30
27 NovCampus Travel Shop’s Grand Opening

Transition from the Old to the New

While we are trying to make the transition as smooth as possible there are some options that should be taken into account when booking travel in the coming weeks. Below are some options for consideration:

Option 1: Use the existing systems:

Book travel the same as in the past but ensure your travel request is approved and processed in full by 5pm Friday 24 November. After 27 November you should continue to deal with our current travel providers (Helloworld, STA or QBT) for these bookings and submit your post-trip travel diary (if required) in the normal fashion.

Option 2 – Wait and use the new system:

If your booking is not urgent and you think you can wait until after 27 November to make the booking, just log into the new system and book through Campus Travel. You can avail of the end-to-end booking options, including integrated risk assessment and travel diary functionality. For more details about training and FAQs you should refer to UON’s travel website or email  travel@newcastle.edu.au with any questions.

Option 3 – Book in both (to be avoided)

Book travel the same as in the past but do not obtain approval prior to 24 November. This is the least desirable option because it will mean you have to re-enter and resubmit your travel booking in the new Campus Travel system after 27 November. Try to avoid this.

Remember, any unapproved/unbooked travel in the existing system will not be migrated to the new system and MUST BE RE-ENTERED in the new system.


For any questions, please refer to the below information to receive the best answers:

Travel@newcastle

  • Queries relating to the UON travel policy and UON travel manual

17000 Service Desk

  • Basic queries relating to the travel management system, e.g. what is my username
  • I need to re-route a request which has become stranded in the workflow
  • I need to be granted a special role in the travel management system, e.g. travel arranger

Campus Travel

  • All other enquiries

Further reminders will be sent out over the next two weeks as we transition to the new travel system.


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