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(1) These procedures give effect to the Travel Policy. (2) These procedures apply to staff, students, Council members, job applicants and others travelling for University purposes. (3) Refer to the Travel Policy. (4) All Travellers must submit a Travel Enquiry to Travel Services who will then prepare a Travel Request on behalf of the traveller, for approval. (5) On receipt of the travel approval, Travel Services will proceed to manage the booking. (6) All student travel must be booked through Travel Services so that risk management procedures can be followed and expert travel advice can be provided. This includes advice on travel insurance as well as medical and emergency support and services available to travelling students. In rare circumstances, Travel Services may recommend an external travel provider to manage the booking. (7) A Risk Assessment must be conducted for all Student Group Travel. (8) The supervising/travelling staff member must submit a Travel Enquiry to Travel Services who will then seek the relevant approvals. (9) On receipt of the relevant travel approvals, Travel Services will proceed to manage the bookings. (10) No student group travel bookings will be made until the appropriate travel approvals are in place. (11) Travellers must be fit to travel. If planning to travel overseas, Travellers with pre-existing medical conditions, or mental health concerns must call International SOSfor a pre-trip medical consultation to ensure they are fit to travel and that the medical care and availability of medicine in the destination location is sufficient to ensure the Traveller's wellbeing. These consultations are confidential. (12) Travellers with a higher risk profile due to their gender, ethnicity, religion or sexual orientation are able to receive a confidential consultation prior to their travel from International SOS medical and security staff. (13) Prior to travel, Travellers must: (14) Travellers will prepare for possible cyber security threat by: (15) Prior to travel, Travellers will be advised of the costs of any private component to the proposed travel and the method for paying that contribution to the University. (16) Travel cash advances will not be paid when: (17) A cash advance should be requested at the time of raising a Travel Request, to ensure it is approved for payment in a timely manner, prior to travel. Cash advances are normally released: (18) If a Traveller intends to use a corporate credit card while travelling overseas, they should advise the credit card provider of their travel arrangements, to ensure the card is not unnecessarily blocked. (19) Where Travellers use a phone number other than their usual number for travel (such as a locally sourced SIM card) they must inform Travel Services and update their profile in the International SOS Assistance App with the active contact number. (20) In the event of an emergency medical or security situation in Australia, Travellers will follow normal Work Health Safety Procedures and submit an Incident/Hazard Report as soon as safe to do so. (21) In the event of an overseas emergency medical or security situation Travellers will: (22) If there is a major incident in the location of a Traveller, International SOS will send affected Travellers an automated message on behalf of the University to confirm that they are safe. If the Traveller does not respond, an email alert, text to voicemail and then a push notification from the app will be activated. This service is available to all Travellers who have booked their travel through University Travel Services. (23) The SMS will come from the number +61 429 336 557, and the phone call from + 1 215 354 3803. (25) In the event of lost or missing luggage, Travellers should first seek to recover: (26) If Travellers wish to cancel or amend a travel booking, they must do so by contacting Travel Services. (27) If urgent, out of business hours changes to travel bookings are required, the Traveller should contact the University's Travel Management Company. (28) When a trip is cancelled by the operator, such as an airline, the Traveller should request an alternative booking by: (29) The Traveller's itinerary includes the out of business hours contact details of the University's Travel Management Company. (30) If the Traveller intends to change the purpose or dates of the approved travel, or its funding source, Travel Services will seek approval from the delegated authority for the proposed changes prior to amending the booking.Travel Procedures
Section 1 - Purpose and Scope
Purpose
Scope
Section 2 - Definitions
Section 3 - Booking Procedures
Student Travel
Student Group Travel – New Colombo Plan and other Programs
Section 4 - Preparation for Travel
Cyber Security
Private Travel Costs Contributions
Travel Cash Advances
Corporate Credit Card
Section 5 - While Travelling
Communications and Contact
Emergency, Medical and Security Situations
Cyber Security
Lost Luggage
Top of PageSection 6 - Cancellations and Amendments to Bookings