(1) This Procedure was approved by the Vice-Chancellor on 18 March 2014 and incorporates all amendments to 3 November 2014.
(2) This Procedure is pursuant to the Travel Policy.
(3) To provide instructions regarding Deakin University travel to facilitate compliance with Travel Policy requirements.
(4) 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.
(5) Refer to the Travel Policy
(6) For any domestic air travel equal to or greater than five 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.
(7) For any domestic air travel of less than five 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.
(8) Changes 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.
(9) Insurance 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.
(10) Once 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.
(11) Accommodation should wherever possible be booked using available corporate rates as outlined on the Travel website and through the Approved TMC wherever possible.
(12) The University traveller must:
(13) In 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.
(14) Staff 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.
(15) Any 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.
(16) In 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.
(17) Students (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.
(18) Students (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.
(19) The 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.
(20) University travellers must register their travel details on the DFAT Smartraveller website prior to their travel commencing.
(21) Accommodation should wherever possible be booked using available corporate rates as outlined on the Travel website or through the Approved TMC.
(22) University 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.
(23) Where 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.
(24) The 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.
(25) Prior 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.
(26) University 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.
(27) Where 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.
(28) If 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.
(29) Prior to approving authorized University travel, Travel authorising officers must ensure that:
(30) University 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 Travel Management Consultant (TMC), and/or an in-country Australian consulate (refer Travel website for details) or Procurement Services Division for guidance.
(31) In the event that a critical incident occurs or a DFAT warning is issued that directly affects the University traveller or their travel plans, then:
(32) If 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 Division or the Global Mobility Office (students only) as the case may be.
(33) If 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.
(34) The 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.
(35) The University traveller must contact their immediate manager at least once during any international travel but preferably on a pre-arranged schedule.
(36) The 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.
(37) The 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.
(38) Airport shuttle services should, wherever possible, be used by University travellers between an airport and their home, place of work or place of accommodation.
(39) Claims 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 this Procedure and on the Insurance for Staff and Insurance for Students websites.
(40) If any changes to an itinerary occur, the University traveller must update these details in TEMS.
(41) Where the University traveller was required to keep a separate travel diary, they must submit this to firstname.lastname@example.org within one month of completing the trip.
(42) The 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.
(43) The 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 Corporate Finance.
(44) Staff members are to complete reconciliations and reimbursements in TEMS for approval.
(45) Where 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.
(46) The 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.
(47) Reasonable periods of acclimatisation 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 four hours compared with the eastern seaboard of Australia.
(48) Personal 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.
(49) A 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.
(50) The 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.
(51) Study 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 (i.e. obtain three 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 three quotations must be obtained from the Approved TMC.
(52) For the purpose of this Procedure: