Planning and booking

Planning and booking

Staff should review standard travel procedure and see the Macquarie University Travel Policy before planning travel.

The University has a five-step process for planning and booking travel. It must be completed before you can go.

STEP 1: Pre-planning

  • Get pre-approval from your manager - check your trip is within your department's budget and risk appetite before undertaking significant effort in planning and booking.
  • Complete an absence on duty form if required.
    Perform initial research on your destination - if it is a sanctioned country please notify Risk & Assurance as soon as practicable
  • Do you intend on undertaking personal travel or your family members on your trip? Ensure you get the appropriate leave approvals and personal travel insurance (if required)

STEP 2: Planning

You should consider the following before completing the travel approval form and make necessary logistic arrangements as necessary. Ensure you research your destination through International SOS and familiarise yourself with the guidance.

CategoryKey considerations
EquipmentDo 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?
PeopleDo you have the right expertise on your trip? (e.g. first aider / licences 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)
Have you considered whether a communications plan is necessary (i.e. remote locations, lack of phone coverage etc)
ActivityWhat activities are you going to undertake?
Are those activities of higher risk and what do you plan to do mitigate the risk?
Have you considered how you will ensure your's and others health and safety while you are away?

STEP 3: Approvals

Complete the travel risk checklist for all travel and get it approved. Departments within the Faculty of Science and Engineering who use Field Friendly should continue to do so and are not required to complete a travel risk checklist.

Once approved book your travel through the University travel provider (remember to check visa requirements first). Campus Travel is the University’s provider of travel services and can organise airline, car rental and accommodation bookings. All domestic bookings can be completed using the Concur online booking tool.

Approvals should follow the below hierarchy:

You are:

Approval responsibility is with:

Academic and professional staff

Executive Dean/Dean/Head of Office

Executive Deans, Deans, Heads of Office (reporting to Deputy Vice-Chancellor)

Deputy Vice-Chancellor or Chief Operating Officer

Deputy Vice-Chancellor, Chief Operating Officer



Chancellor or Deputy Chancellor

Staff of a controlled entity


Anyone performing high-risk travel (as identified in the travel approval form)

Vice-Chancellor, via Risk & Assurance assessment

STEP 4: Pre-departure

  • Organise passports and visas
  • Organise relevant immunisations
  • Ensure travel insurance is up to date
  • Familiarise yourself with local requirements (laws / security / emergency assistance)
  • Register with International SOS (download app) and if you are an Australian Citizen smarttraveller
  • For groups, organise a pre-departure briefing
  • Familiarise yourself with what you should do if an emergency arises

STEP 5: While you are away

  • Log your expenses and keep receipts (take photos of receipts as a back-up)
  • Stick to your communications plan and inform relevant individuals if your itinerary changes
  • Keep a travel diary
  • Be safe and stay aware of your environment and local considerations
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