Planning to travel

Planning to travel

Approvals, Policy, Health Safety and Security, Risk Assessment, Dual-Purpose Travel, Insurance

This section provides an overview of the key things you need to consider, and the approvals required prior to booking your travel.

Approval

The University currently has travel restrictions in place which include elevated approval requirements until further notice.  For further information, please refer to the Information for Staff page.

Summary

Approval authorities for academic and professional staff are:

Travel Type

Approval Authority

(Note:  COVID-19 Travel restrictions are currently in place.)

International

International Travel is currently not permitted.

All requests for any exemptions must be sent to COVIDSafe@mq.edu.au for approval by the Vice-Chancellor.

Domestic – Interstate

Requests to travel interstate must be submitted to your Executive Group member for approval.

Domestic - Intrastate

Requests to travel within NSW must be submitted to your Executive Group member for approval.

Note:

  1. Financial delegation is not a delegation to approve travel.
  2. Travel for Executive Group and Council members is subject to further approval as defined in Section 2.48 of the Delegations of Authority Register
Staff

Domestic and Trans-Tasman Travel

Travellers must:

  • discuss/notify their Authorising Officer of their business and personal travel plans,
  • ensure that the travel expenditure is within the relevant budget,
  • ensure they are medically fit to travel,
  • submit leave request via HR system.

International Travel

All travel, regardless of the source of funding, must be pre-approved by an Authorising Officer.  Where the Traveller’s Authorising Officer is not their immediate Manager, the immediate Manager’s endorsement of travel must also be obtained.

Travel approval requests must be retained for record-keeping and audit purposes.

Students

All Student travel, regardless of the source of funding must be pre-approved by the Authorising Officer, Course Convenor, PhD Supervisor or equivalent within their course or program.

Travel approval requests must be retained for record-keeping and audit purposes.

Read the Travel Policy

The travel policy has been designed to minimise risks and costs associated with travel and provide clear direction to Travellers regarding approval, booking and available support services. You should review the Travel Policy and Procedure documents before planning any travel.

Plan your Travel Requirements

Prior to making a travel commitment, confirm the following:

  • Ensure your passport is in good condition and is valid for a minimum of six (6) months beyond the intended return date.
  • Ensure that you have the relevant visa for your destination.
  • Organise the relevant vaccinations for the destination.
  • Ensure you or your Travel Arranger has  access to the Online Booking Tool and Risk Assessment Tool.

To gain access to the Online Booking Tool, log a One Help Ticket by clicking New Service Request and search Travel Management. The ticket will be submitted to your Supervisor for approval.  For access to the Risk Assessment Tool email travelriskadvice@mq.edu.au.

Travel Profiles

Staff

Each Faculty/Office has Travel Arrangers who can assist in creating a new Traveller profile.

All Traveller profiles must contain at a minimum the following information:

  1. Legal Name (as per passport)
  2. Title
  3. Faculty/Office
  4. Department Name
  5. Default Code
  6. Cost Centre/s
  7. Email address
  8. Mobile phone number
  9. Emergency contact details
  10. Corporate Credit Card details (if applicable)

Additional information, such as address, passport details, and loyalty and frequent flyer membership numbers may also be added.

It is the responsibility of Travellers to ensure that their contact details within their Travel Profile, including mobile phone numbers and emergency contacts, are up to date.

Guest Profiles

For guests, who travel on behalf of the University, a one-off booking without a profile can be made via the TMC Online Booking Tool.  It is recommended that a Traveller Profile is set up for all guest travellers who are expected to travel on a regular basis.   For detailed instructions on how to set up a guest profile, refer to the TravelRight CTM Booking Guide.

Dual Purpose Travel

Personal travel may be undertaken in conjunction with business travel with approval from the Authorising Officer, provided:

  • no additional costs are incurred by the University; and
  • the traveller takes personal leave in accordance with the Leave Policy

In addition:

  • If the number of personal days are equal to or greater than the number of business days, the Traveller must pay 50% of the total cost of the airfares to the TMC at the time of booking.

Consider the Health, Safety and Security Requirements for International Destinations

All international Travellers must:

  • consider International SOS (iSOS) standing travel and security advice regardless of the destination
  • register with iSOS
  • download the iSOS assistance application to your mobile phone, which will provide GPS specific travel alerts and assistance centre access - Membership Number 12AYCA630700
  • If travelling to a high risk medical or travel destination as identified by iSOS, Travellers must contact iSOS for a pre-departure briefing and record the call reference number
  • Familarise yourself with local requirements (laws, security, emergency and consular assistance)

Complete the Travel Risk Assessment

The University currently has two parallel Risk Assessment processes with the intention to move to a single process, similar to the one described in Process 2, in 2021: 

Travel Risk Assessments are required to be completed prior to travel in the following circumstances.

  • if travelling for the purposes of Fieldwork, regardless of a destination;
  • if the destination has a travel and/or medical risk rating of medium or above, check International SOS (iSOS);
  • in the exceptional circumstances where a booking is authorised by an Authorising Officer to be made outside of the University’s approved Travel Management Company/ies, Online Booking Tool or Travel Consultant.

Process 1: Travel Risk Assessment  to be used by Faculties and Offices not currently using the Risk Assessment Tool

International travel

Domestic travel

Process 2: Travel Risk Assessment to be used by Faculties and Offices using the Risk Assessment tool

Log on to the Risk Assessment tool here, complete your travel and activity requirements. The Risk Assessment Tool will provide instructions, control measures and approval workflow based on the level of risk. Specific Fieldwork guidelines must be adhered to when undertaking Fieldwork trips.

For further information, refer questions to the Faculty Fieldwork Supervisor, Operations Manager, Group Risk page or email travelriskadvice@mq.edu.au,

Travel Insurance

A University Corporate Travel Insurance Policy is in place to provide cover for all Travellers travelling on official University business. For further information refer to the  Insurance Risk Policy / Schedule and the Travel Insurance page.

Prior to travel, Travellers should consider the following:

Category

Key considerations

Equipment & Logistics

Do you need additional equipment such as satellite phones / first aid kits?
Are you taking any specialised equipment with you?
How do you intend on getting around at your destination? (e.g. local transport)
Are you transporting hazardous substances?

People

Do you have the right auxiliary expertise on your trip? (e.g. first aider / licenses for boating, diving, etc.)
For group student travel - do you have the appropriate supervisor to student ratio?
Are you and your group ‘fit to travel’? (e.g. vaccinations, doctor clearance for pre-existing medical conditions or as may be required by the destination country)
Have you considered whether a communications plan is necessary (i.e. remote locations, lack of phone coverage, etc.)

Activity

What activities are you going to undertake?
Are those activities of high risk and what do you plan to do to mitigate the risk?
Have you considered how you will ensure both yourself and the travelling party’s health while you are away?

For groups, the trip convener/fieldwork leader/team leader will organise a pre-departure briefing.

Review

If taking personal leave, ensure you have the relevant  travel insurance in place.

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