(1) This Policy is effective from 12 November 2021. (2) This Policy supports the safety and wellbeing of all University travellers whilst maintaining the financial integrity, compliance, and sustainability of all travel activities. (3) This Policy applies to all Deakin-related travel regardless of duration or source of funds, including student travel connected with University programs and activities. (4) The University supports travel to enhance and enable its teaching, learning, research and engagement activities. (5) In facilitating travel, the University commits to: (6) When approving, booking and undertaking essential Deakin-related travel, the following principles apply: (7) All travel, regardless of funding source, must be approved in accordance with the Travel procedure. (8) Any travel funded, in whole or in part by the University must be for Deakin purposes. The University will not fund personal travel. (9) All Deakin-related travel must be facilitated with the contracted TMC. Exceptions must be approved. (10) Accommodation must be booked in accordance with the University’s Business Expenses policy. (11) The physical and mental health, safety and wellbeing, and any concerns of travellers, must be considered before travel is undertaken, including COVID-19 and other illnesses and/or diseases. (12) University travellers will familiarise themselves with any cultural and legal sensitivities of the destination(s) and/or organisation(s) they are travelling to or through. (13) All international and interstate travel details must be registered by the University Traveller on International SOS prior to commencement of travel. (14) Travellers affected by a critical travel incident will comply with the relevant requirements of the Travel procedure and the Critical Incident Management policy. (15) All Deakin-related international travel will be covered by insurance once approved. (16) All travel expenses must comply with the Business Expenses policy. (17) The University will reimburse travel expenses that are necessary for a University business/activity purpose, reasonable and actual, and ensure funds are acquitted within stipulated timeframes and approved budget limits. (18) The University will not incur the cost for fringe benefits (i.e., personal or non-business-related expenses) in relation to travel. (19) All University travellers must adhere to the University’s Code of Conduct whilst undertaking Deakin-related travel. (20) Non-compliance with this Policy and the Travel procedure will be reported in accordance with the Compliance Management policy which may result in disciplinary action. (21) The Travel procedure documents how to comply with this Policy. (22) For the purpose of this Policy:Travel policy
Section 1 - Preamble
Section 2 - Purpose
Section 3 - Scope
Section 4 - Policy
Travel Principles
Travel approval
University Travel Management Consultant (TMC)
Accommodation
Risk management
Insurance
Travel expenses and payments
Code of Conduct and Non-compliance
Section 5 - Procedure
Section 6 - Definitions
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