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To provide instructions regarding Deakin University travel to facilitate compliance with Travel Policy requirements.

Responsible Officer: Vice-President (Enterprise)
Implementation Officer: Procurement Services Manager

First approved by:
Vice-Chancellor on 27 November 2013

Amendments approved by:
Vice-President (Enterprise) on 3 November 2014
(amendments - inserted clauses 22, 23 & 24
under Pre Travel Approval section)




Travel Procedure


This procedure was approved by the Vice-Chancellor on 18 March 2014 and incorporates all amendments to 3 November 2014.
This document is pursuant to the Travel Policy.
PURPOSE

To provide instructions regarding Deakin University travel to facilitate compliance with Travel Policy requirements.

SCOPE

This procedure applies to anyone who undertakes intrastate, interstate or international travel on behalf of the University, as part of official University business or a program or in connection with official University activities, regardless of the source of funds or duration of travel. This procedure includes travel by students where they are travelling with the approval of the University in connection with University programs and activities.

DEFINITIONS

For all definitions refer to the Travel Policy.

PROCEDURE
Preparing to Travel Domestically
1For any Domestic air travel equal to or greater than 5 days duration, the University traveller must complete a travel itinerary, a request to travel and obtain approval to travel within TEMS prior to booking any travel.
2For any Domestic air travel of less than 5 days duration, the University traveller must complete a travel itinerary, a request to travel and obtain approval to travel in writing at a local level within their Faculty or Division.
3Changes to a travel itinerary need to be documented (in TEMS or in writing) and wherever possible be approved by a Travel authorising officer prior to travel.
4Insurance cover for Domestic travel is not required under the Deakin Travel Insurance. If domestic travel insurance is required, it needs to be arranged separately and approved and paid for by the relevant budget centre.
5Once a University traveller has been granted approval by a Travel authorising officer, the University traveller must make a booking through the University’s web-based Online Booking System or a booking officer at the Approved TMC.
6Accommodation should wherever possible be booked using available corporate rates as outlined on the Travel website and through the Approved TMC wherever possible.
Preparing to Travel Internationally
7The University traveller must:
a)complete a travel risk profile (refer Travel website)
b)complete a travel itinerary
c)request to travel and obtain approval to travel prior to booking any travel
d)check the DFAT Smartraveller website, for information concerning the scheduled destination(s) before requesting approval for the travel. Travel is not permitted to locations that are subject to a DFAT Level 4 ‘Do Not Travel’ warning without the endorsement of the Responsible Officer (endorsement requests should be made in writing through travel@deakin.edu.au).
8In the case of staff, the University traveller must complete their travel itinerary, request to travel and approval to travel within TEMS prior to booking any travel. Refer to the Travel website for information on completion of the travel risk profile.
9Staff that have been granted approval by a Travel authorising officer, must then make a booking through Deakin’s web-based Online Booking System (for Trans-Tasman travel only) or a booking officer at the Approved TMC.
10Any documentation developed at a Faculty or Divisional level that is required to be completed prior to a TEMS approval process must be retained by the Faculty or Division for a period of 12 months.
11In the case of students, the University traveller must complete their travel itinerary, request to travel and approval to travel with their Faculty, Research area and StudioAbroad prior to booking any travel. Students must also comply with requirements that apply to Student International Programs and Placements.
12Students (funded in whole or in part by the University) that have been granted approval by a Travel authorising officer, must then make a booking through the University’s web-based Online Booking System (for Trans-Tasman travel only) or a booking officer at the Approved TMC.
13Students (funded in whole by themselves) who have been granted approval by a Travel authorising officer, may then make a booking through Deakin’s web-based Online Booking System (for Trans-Tasman travel only) or a booking officer at the Approved TMC or with an another travel management company.
14The Faculty must fully record any student travel regardless of how that travel has been funded. All student travel records shall be provided to the Global Mobility Office.
15University travellers must register their travel details on the DFAT Smartraveller website prior to their travel commencing.
16Accommodation should wherever possible be booked using available corporate rates as outlined on the Travel website or through the approved TMC.
17University travellers must make themselves aware of the requirements of the University’s Travel Insurance and the exclusions therein. Details on the policy requirements are available on the Insurance for Staff and the Insurance for Students websites.
18Where covered by the University’s Travel Insurance, the University traveller must download a copy of the Emergency Assistance Card for travel insurance from the Insurance website prior to their travel commencing.
Before making travel bookings, the University traveller must ensure that they have a valid passport and appropriate visas (if applicable) for their period of travel. The Approved TMC can assist with visa applications.
20The University traveller will arrange and have administered any required immunisations. The cost of these immunisations will be met by the University if there is a necessity to have an immunisation for Authorised University travel.
21Prior to travel the University traveller will ensure that they understand the Fringe Benefits Tax (FBT) implications of their travel and required documentation. University travellers should refer to the Taxation Policy, and/or consult the Taxation Manager.
Pre Travel Approval
22University travellers should disclose health conditions and disabilities that may impact upon their fitness to travel and to undertake work in their travel destinations in order that the University can make the reasonable adjustment (s) in accordance with the Making Reasonable Adjustments for a Member of the University with a Disability or Health Condition Procedure.
23Where a University traveller has disclosed to the University (through his/her manager or the Disability Resource Centre) a condition that may impact upon fitness to travel, the University may require the University traveller to obtain a medical certificate evidencing fitness before the travel will be approved. The University shall be satisfied that the University traveller is fit if so certified by a medical practitioner.
24If a University traveller has a pre-existing medical condition and does not disclose this condition or produce a medical certificate then this may impact coverage under the University’s Travel Insurance. The University traveller should make contact with the Insurance Office to ensure coverage is available in these circumstances.
25Prior to approving authorized University travel, Travel authorising officers must ensure that:
a)the travel is for official University business
b)a travel risk profile has been completed by the University traveller
c)the travel is not to an area, region or country designated by DFAT as a ‘Do Not Travel’ area, unless approved by the Vice-President (Enterprise) in accordance with the Travel Policy
d)the absence does not unreasonably inconvenience the Faculty, Institute or Other Area of the University (FIOA)
e)the costs to the University are minimized
f)there is not a more cost-effective way of conducting the business (such as videoconferencing, carpooling etc.)
g)all relevant costs and travel information including itinerary details have been entered in TEMS for staff and in StudioAbroad for students
h)all relevant information has been recorded such as the reason for the travel, personal days included, staff travelling with family members, contact details while away, next of kin contact in case of emergency.
When Travelling
26University travellers must regularly check the DFAT Smartraveller website for travel advisories and warnings. If uncertain about an advisory or warning, the University traveller can contact the Approved TMC, and/or an in-country Australian consulate (refer Travel website for details) or Procurement Services for guidance.
27In the event that a Critical incident occurs or a DFAT warning is issued that directly affects the University traveller or their travel plans, then:
a)If International travel has been booked through the Approved TMC and the Reassure incident level reaches Level 4 or 5 or the DFAT warning is upgraded to Level 3 or 4 the University traveller will automatically receive an email and SMS alert advising of the incident or warning that will ask the traveller to confirm their safety.
b)If International travel has not been booked through the Approved TMC then the University traveller will not receive automatic notification and therefore the traveller (except students) will need to provide their full travel details prior to travel:
i. to the Implementation Officer/Procurement Services at travel@deakin.edu.au for all travellers (except students);
ii. to the Global Mobility Office at education-abroad@deakin.edu.au for students.
c)the travel details to be provided shall include:
i. the University traveller’s detailed travel itinerary including dates, destinations, airlines and accommodation
ii passport details
iii contact details while travelling
iv next of kin contact details in Australia
v the travel booking agency or system.
d)At the earliest opportunity the University traveller is required to respond to any incident or warning email or SMS indicating their situation. A copy of the reply must also be provided to Procurement Services or the Global Mobility Office as applicable.
e)If the University traveller becomes ill, experiences property or bodily injury or is in need of medical attention then the traveller should contact Deakin’s insurer QBE Assist on +61 3 8523 2523 (Policy No. AVA039366TAD). After making contact with QBE Assist then the information associated with that contact should also be provided to the Insurance Office and also to Procurement Services or the Global Mobility Office as applicable.
f)In the event that the University traveller is a student the traveller should refer to the Deakin Insurance for Students website for their insurance details.
g)If the University traveller is requested to return back to Australia as a consequence of advice received by the University from DFAT, QBE Assist or the Approved TMC then the traveller is required to follow the instructions provided by either of those parties or by Procurement Services or the Global Mobility Office. Travel bookings to facilitate that return will be organised on the traveller’s behalf.
h)The University traveller must follow any instructions or communications issued by the University associated with travel particularly as these may relate to alerts and warnings issued by Reassure or DFAT.
28If any changes to the University traveller’s itinerary occur during travel, the University traveller must update their details on TEMS (staff only) and advise Procurement Services or the Global Mobility Office (students only) as the case may be.
29If the University traveller needs to make a claim against the University’s Travel Insurance, it must be submitted within 30 days of the date of the occurrence. If the 30 days expires while the University traveller is still away, the University traveller must complete the claim using the online resource from the Insurance for Staff or Insurance for Students websites otherwise complete the claim upon return.
30The University traveller must collect and retain legible and valid tax invoices and receipts for all corporate credit card or reimbursable business expenses, including those where cash advances have been provided.
31The University traveller must contact their immediate manager at least once during any International travel but preferably on a pre-arranged schedule.
32The University has agreements with a number of travel providers for the use of hire cars. (Details are available on the Travel website). Where available, an insurance excess should always be purchased when hiring a car during international travel.
33The University traveller may travel first/business class when using domestic rail travel on trips over three hours. International rail travel will be by economy class except in countries where safety is a concern. First class international rail travel requires prior approval of a Travel authorising officer.
34Airport shuttle services should, wherever possible, be used by University travellers between an airport and their home, place of work or place of accommodation.
Upon Returning (Reconciliation and Reimbursement)
35Claims on the University Travel Insurance must be lodged with the Insurance Office within 30 days of the date of the occurrence in accordance with the requirements outlined in the Travel Procedure and on the Insurance for Staff and Insurance for Students websites.
36If any changes to an itinerary occurs, the University traveller must update these details in TEMS.
37Where the University traveller was required to keep a separate travel diary, they must submit this to travel.diary@deakin.edu.au within one month of completing the trip.
38The reimbursement of reasonable business-related travel expenses shall be properly substantiated through the presentation of accurate records comprising original receipts or a statutory declaration. The definition of reasonable expenses and the process for reimbursement will occur in accordance with the requirements detailed on the Travel website and the Reimbursements Procedure for cases involving travel with a private vehicle.
39The University’s preferred method of payment for incidental travel expenses is through corporate credit card. Where it is not possible to use a corporate credit card, the University traveller may use their personal credit card or cash. In all cases, the University requires that claimants provide original tax invoices and receipts as proof of payment when reconciling a corporate credit card or claiming reimbursable expenditure. A temporary corporate credit card can be provided for international travel if required. Temporary cards can be obtained through the Financial Services Division.
40Staff members are to complete reconciliations and reimbursements in TEMS for approval.
41Where the University traveller is a student, they must prepare claims for any expenses that the University is requested to reimburse through their Faculty, Research area or StudioAbroad.
Cancellations
42The University traveller must advise the Approved TMC and the Travel authorising officer of proposed changes or cancellations to the Authorised University travel or if the University traveller does not intend to use an issued ticket. Where a confirmed reservation is not required, the University traveller will notify the Approved TMC.
Reasonable Period of Acclimatization
43Reasonable periods of acclimatization can be counted as University travel for International travel only; however, this would generally be limited to one day associated with an inbound long-haul flight back into Australia and where the time zone difference is greater than 4 hours compared with the eastern seaboard of Australia.
Personal Travel
44Personal or private travel may be permitted in conjunction with University travel provided approval for the personal or private travel has been obtained in writing from a Travel authorising officer prior to the commencement of travel and the absence is convenient to the FIOA. The University traveller must ensure that the University is only responsible for the business-related portion of the trip. For continuity purposes, insurance for personal or private travel is available through the University. Approvals for this type of travel must be retained by the University traveller.
45A spouse, partner or dependent may accompany a staff member on University travel provided they are on the same itinerary, the staff member has gained approval in writing for the accompanied travel from their Travel authorising officer prior to departure and that the business of the University is not compromised. Approvals for this type of travel must be retained by the University traveller.
46The University will not fund travel expenses of any nature by a spouse, partner or dependent. Staff members are not permitted to change tickets to a lower class in order to fund their spouse, partner or dependent’s travel, or to use the difference in cost for any other personal benefit.
Study Tours
47Study tours should be sourced directly from the Approved TMC if the cost to be attributed to the University for the study tour is estimated to cost less than $25,000 or be sourced in accordance with the requirements of the Procurement Policy (that is, obtain 3 quotations) if the cost to be attributed to the University for the study tour is estimated to cost more than $25,000 in total. One of the 3 quotations must be obtained from the Approved TMC.
ASSOCIATED INFORMATION

International Travel Insurance for Staff website
International Travel Insurance for Students website
Making Reasonable Adjustments for a Member of the University with a Disability or Health Condition Procedure
Online Booking System
Procurement Policy
Procurement Services
Reimbursements Procedure
Smartraveller website
TEMS
Taxation Policy
Travel Online Booking System
Travel Policy
Travel website
University’s web-based Online Booking System



Printed copies of this document may not be current. Please refer to The Guide for the most recent version.
Deakin University 2015