Planning to travel

Planning to travel

Policy, Health Safety and Security, Risk Assessment, Approvals

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

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 Procedures documents before planning any travel.

Plan your Travel Requirements

Prior to making a travel commitment, discuss  your intention to travel with your manager, taking into account the following:

  • Confirm that the trip is within your department's budget
  • How will your absence impact on your personal and team workload?
  • Do you need to submit an annual leave request?
  • Check and organise passports and visas.
  • Ensure your passport is in good condition and is valid for a minimum of six (6) months beyond the intended return date.
  • Organise the relevant vaccinations for the destination
  • Ensure you or your Travel Arranger has  access to the Online Booking Tool (OBT)and Risk Assessment Tool.To register for training, for the OBT email travelright@mq.edu.au and for the Risk Assessment Tool email travelriskadvice@mq.edu.au

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 2020: 

To ensure that destination, security, medical and activity risks are identified and controlled as reasonably practical, Travellers are required to complete a Travel Risk Assessment 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/system 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

  • Complete a Health and Safety Risk Assessment available via the Health and Safety wiki page

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, Risk and Assurance 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.

Approval

  • Staff Domestic and Trans-Tasman Travel

    Unless the Authorising Officer/Manager expressly withholds approval, pre-trip approval is not required, however Travellers must:

    a. discuss/notify their Authorising Officer/Manager of their business and personal travel plans,
    b. ensure that the travel expenditure is within the relevant budget,
    c. ensure you are medically fit to travel,
  • d. submit leave request via the HR System.
  • Staff International Travel  

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

    Travel approval requests must be submitted via the Online Booking Tool (OBT), which will retain the approvals for record-keeping and audit purposes.

    If the OBT is not available, Travel approvals using the form in the Travel Procedures document Schedule 2 Travel Approval Template (an email is acceptable) must be obtained and retained for record keeping and audit purposes.
  • International Mobile Phone Roaming  

    International mobile roaming packs are available for University Travellers and can be obtained prior to departure by submitting a OneHelp Ticket for approval.
  • Students

    All Student travel must be approved by the Authorising Officer, Course Convenor, PhD Supervisor or equivalent within their course or program.

  • Dual Purpose Travel (Business and Personal)

    Where Staff wish to combine personal days with business travel, they must seek approval for the leave via the HR System.  Refer to the Travel Procedures document section 4.6 Personal Days in Conjunction with Travel for Business: Dual-Purpose Travel and Schedule 4 Dual Purpose Travel Calculator.
  • Conducting Teaching

    Where teaching is conducted overseas, it will be conducted in accordance with the University’s Academic Integrity Policy.
  • Preferred Suppliers

    For information in regards to our preferred airlines, hotels, AirBnB for work and car hire services refer to the Preferred Suppliers page.
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