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Travel Policy

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Section 1 - Purpose and Context

(1) Travel, including international travel, is integral to University business. This policy sets out the University's principles regarding travel and details the procedures to be followed by employees, students and any other approved persons undertaking University-supported or official business travel.

(2) This policy applies to official business travel fully or partially supported by the University for University-related business or study regardless of funding source. This policy must be read in conjunction with the University's other policies including Delegations (Administrative) Policy, Professional Development Policy, Conference Policy, Academic Development Program (ADP) Policy, Conflict of Interest Policy, Work Health and Safety Policy, Disability Policy, Procurement Policy and Corporate Credit Card Policy.

(3) The University's Travel and Expense Management System (TEMS) is the online mechanism for approving and booking travel and accessing the University's travel agent's services.

(4) This policy does not form part of any contract. From time to time, the University may review and update this policy - for example, to reflect changes to technology or our organisation.

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Section 2 - Definitions

(5) For the purposes of this policy:

  1. business days means days where activities are undertaken by a University traveller that relates to their work as a University employee.
  2. dual purpose travel means any official business travel which includes private days. A component of private travel such as periods of annual leave or long service leave would render a trip as having a dual purpose. Such travel may trigger a Fringe Benefits Tax (FBT) liability.
  3. official business travel is any travel for a University traveller business engagement, including but not limited to, meetings, teaching, conference attendance and/or presentation, research, field trips, Academic Development Programs, student or visiting fellows' trips that are approved by a delegated University officer regardless of funding source.
  4. private days means days where a University traveller is not undertaking business activities but does not include unavoidable days.
  5. incidental private days - private days taken during travel where the total of private days equates to less than or equal to 50% of the total trip duration or private days otherwise classified as incidental private days in accordance with ATO Guidelines on Fringe Benefits Tax.
  6. non-incidental private days - all private days taken during travel where private days total more than 50% of the total trip duration or private days otherwise classified as non-incidental private days in accordance with ATO Guidelines on Fringe Benefits Tax.
  7. preferred airline is an airline that the University has arrangements with which provide airfare discounts and other benefits such as corporate airline club membership.
  8. total duration of a trip is calculated as the total number of days starting from the date of departure to the date of return (both days inclusive) and includes all weekends and public holidays.
  9. travel days mean those days where a University traveller is travelling to or returning from his or her business destination/activity.
  10. Detailed Travel Schedule (DTS)/Travel Diary is a document that meets the ATO requirements in which a University traveller records the dates, places, times and duration and nature of their activities and travel. The purpose of a Travel Diary is to provide a record of activities so that the University can break down the travel expenses into 'business' and 'private' components.
  11. unavoidable days:
    1. if there is a gap between business days and it is unreasonable to expect the traveller to return home before undertaking the second business activity, then such days may be considered unavoidable subject to approval;
    2. any weekends and/or public holidays at the travel destination falling between continuous business days will be considered unavoidable and will not count towards the tally of private days.
    3. Any weekends and/or public holidays at the travel destination falling between private travel periods will not be considered unavoidable and will count towards the tally of private days.
    4. unavoidable days are counted as business days for the purposes of calculating trip duration.
  12. University Travellers:
    1. are those who are on official business travel, and
    2. include University employees, students and any persons approved to travel in accordance with the Delegations (Administrative) Policy and this policy.
  13. group travel involves ten or more University travellers going to a common location and/or on the same flight or staying at the same venue for activities such as conferences, incentives, exhibitions, conventions, symposiums, student tours, meetings, workshops, courses, and other such events.
  14. best fare or rate is the most logical available fare or rate for the journey that offers the traveller the convenience and flexibility required to complete the business activity at the lowest cost.
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Section 3 - Policy Statement

(6) The University aims to protect the health and safety at work of employees and students involved in learning experiences. Accordingly, the University's policy and procedures relating to official business travel give primary consideration to the safety of and endeavours to mitigate risk for University travellers.

(7) The principles that the University applies to travel involve expediency, value for money and equity. In this context, travel should be planned and undertaken to keep costs and unavoidable delays to a minimum. The University manages FBT arising from travel by limiting the number of private days associated with business travel which will be supported by the University before co-payment by travellers is required.

(8) In all financial transactions including those related to travel, the University seeks financial prudency, transparency and accountability. To obtain the best deals for travel the University will appoint an agent or agents to provide travel and booking services.

(9) University travellers accept the conditions of this policy when applying for and undertaking official business travel. Travel is approved in accordance with the University Delegations (Administrative) Policy.

(10) University travellers travelling in accordance with this policy are considered to be on duty (except when on private days) and must abide by all University policies and procedures, and requirements of the relevant employee and student agreements.

(11) Employees who breach this policy may be subject to the disciplinary provisions of the Academic and Professional Staff Agreements. Students who breach this policy may be subject to the provisions of the Student Misconduct Rule.

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Section 4 - Procedures

Part A - Travel Risk Management and Safety

(12) The University recognises that it may be necessary for University travellers to travel to destinations that pose certain risks. The risks are dependent on the individual circumstances of the traveller and the conditions present at the travel location.

(13) Risks are to be managed in accordance with the University's work health and safety obligations and must take into consideration any travel advice issued by the Department of Foreign Affairs and Trade (DFAT). University travellers will adhere to and monitor DFAT travel advisories when organising and travelling internationally. Please refer to http://www.smartraveller.gov.au for more information.

(14) University travellers are responsible for their own health and safety and must ensure that they do not do anything that creates or increases the risk to their health and safety. In the event of a significant incident (such as, but not limited to, civil unrest or natural disaster) while travelling, the University traveller must follow any advice issued by University, the University travel risk management service or the relevant authorities.

(15) Approval for travel to destinations where the DFAT travel advisory classification is "reconsider your need to travel" must be accompanied by a risk assessment addressing the following factors:

  1. whether the travel is essential or whether it can be delayed;
  2. identification and mitigation of the specific risks involved;
  3. the traveller's particular expertise, local networks and (if applicable) language proficiency;
  4. an exit strategy to be developed by the traveller; and
  5. any other relevant factors.

(16) Where, after travel has been booked, the DFAT travel advisory classification escalates to "reconsider your need to travel" the relevant Dean or DVC must re-approve travel (including a risk assessment) before the traveller departs.

(17) The University will not approve travel where the DFAT travel advisory classification is "do not travel". Where the DFAT travel advisory classification escalates to "do not travel" the travel approval will be withdrawn.

(18) If after travel has commenced the DFAT travel advisory classification escalates, the relevant unit head should arrange to make contact with the traveller and assist in their return if warranted, and notify the Travel Office for assistance.

(19) University travellers approved to travel to destinations where a DFAT travel advisory classification of "reconsider your need to travel" has been issued, must register with Smartraveller (DFAT) prior to departure. Irrespective of travel warnings, all other University Travellers are also encouraged to register their international travel plans with DFAT prior to departure.

(20) Where a traveller is aware of a medical condition that may be aggravated by or difficult to manage or treat during travel, they must indicate this as part of the travel approval process and must develop a Medical Risk Assessment/Management Plan in conjunction with Equity and Diversity Unit and Work Health and Safety Unit employees.

(21) The University has engaged a travel risk management provider to assist travellers to assess, manage and monitor risk during international travel. The service provides destination information and a 24hr assistance service. Details are on the University Travel web site.

(22) The University recognises that in certain circumstances involving long distance travel, an employee may be affected by fatigue. To determine if this should have an impact on the University traveller's itinerary, a risk assessment should be undertaken considering issues such as mode of travel, class of travel, length of continuous travel undertaken without the ability to rest and breaks between completing travel and undertaking work activities. Where it is determined that the itinerary should be adjusted, it is to be clearly identified in the TEMS Request and supporting notations or documentation attached. Any employee who has concerns about this issue should discuss it with their supervisor or HR Business Partner.

Part B - University Appointed Travel Agent

(23) The University appointed travel agent provides the University's travel management services. The University regularly audits the services to ensure the agent meets it contracted obligations, such as best fare or rate on the day. University travellers who consider they are not receiving bookings with the best fare or rate deals should alert the University Travel Office who may review the fares.

(24) University travellers, bookers, Designated Travel Administrators (DTA) and relevant line supervisors must ensure that the University appointed agent is used to make travel bookings except when on ADP (Refer to Part E).

(25) The University travel agent offers a booking service from 8:00am to 6:00pm (5:00pm for ticketing deadlines), and provides after hours emergency services. Before departure, University travellers should make note of the emergency contact details for travel insurance which are printed on the traveller's itinerary.

Part C - Application and Approval

Travel Not Requiring Airfare or Accommodation

(26) Travel involving a single day, e.g. within Sydney and surrounds, that does not need airfare or accommodation bookings but does require employees and/or students to work or undertake study away from their normal location does not require University travellers to complete a Request (unless convenient to do so as a record of associated cost reimbursement). University travellers must complete the necessary administrative actions and have prior approval to undertake the travel from their supervisor or delegated officer. Depending on the nature of the business or travel required, University travellers may need approval from their supervisor to:

  1. book a pool vehicle; or
  2. use their own vehicle (in accordance with the Motor Vehicle - Private Vehicle Use Reimbursement Policy); or
  3. use other forms of travel such as train, bus, taxi etc.

(27) Costs associated with approved business travel, including road tolls and car parking expenses, can either be paid by corporate credit card (where possible) or reimbursed to the University traveller by submitting a completed TEMS Expense Report.

Travel Requiring Airfare or Accommodation

(28) For travel that includes more than one consecutive day and/or airfares or accommodation, applications must be lodged via the University TEMS system using appropriate online booking tools. Where possible, Requests should be lodged at least 21 calendar days for international travel or 14 Business Days for domestic travel before the planned departure to allow for processing travel advances (if approved) before departure. Early lodgement also assists in maximising discounts.

(29) Any conflict of interest relating to the official business travel should be declared when lodging a Request. Refer to the Code of Conduct and the Conflict of Interest Policy.

(30) All fields of the Request must be completed with adequate additional information attached to satisfy the approver of the relevance and benefits of the travel. Details of the business related activities that are proposed are to be completed in the Detailed Travel Schedule (DTS). A copy of the itinerary or airline ticket must be attached to the Request and scanned into TEMS for any travel not arranged through the University agent.

(31) Official business travel by the University travellers supported by the University is approved via the University TEMS system in accordance with University's Delegations (Administrative) Policy and this policy. Once approved, the Request is automatically forwarded to relevant parties including the appointed travel provider for bookings and electronically returned to the traveller.

(32) The University travellers except when undertaking ADP (refer Part E) are to use the booking Request to make travel arrangements via the agent. Full details of how to obtain quotes and make bookings are provided in the University TEMS system.

(33) Students who have received support (regardless of funding source) from the University to travel must also complete a Request and include details as outlined in this part. Students should seek advice from the relevant School designated travel administrators or equivalents, about the submission and booking process.

(34) If a University traveller's itinerary changes then they must seek re-approval from the relevant line supervisor.

Conferences

(35) The University Travellers attending a conference or similar activity that is fully or partially funded by the University, must follow the approval process for official business travel.

(36) No booking or commitment to the conference or travel is to be made until approval is obtained from the relevant delegated officer. Once approved, the University travellers may register for the conference and pay the conference fee:

  1. using a University corporate credit card (refer to the Corporate Credit Card Policy) or
  2. by requesting the Finance Office pay via the University Finance accounts payment process.

(37) Conference accommodation that forms part of the conference registration package may be booked directly at the time of registration. University travellers may wish to check these rates against the University discounted rates through the University travel provider and use the University agent to make the accommodation booking.

Part D - Bookings

Air Travel

(38) All airfares for official business travel, except when on ADP (refer Part E), must be booked via the appointed agent using the TEMS system tools and Request record to initiate the process.

(39) All official business travel should be by economy class, not premium, business or first class or equivalents and should be by the most direct route and not contain overnight stopovers, except where:

  1. an employee substantially occupies one of the following positions: member of the University Executive, a Dean, a Director, Research Institute;
  2. an employee's employment contract authorises a different class of travel, e.g. business class (note: employees with such authority are however, expected to use economy travel for short journeys);
  3. travel is fully funded by and undertaken on behalf of an external organisation. In these cases, the standard of travel is dependent on the policies of the funding institution involved and is at their cost;
  4. required by a current approved Reasonable Adjustment Plan in accordance with the Disability Policy attached to the Request (Note: Deep Vein Thrombosis (DVT) alone is not an acceptable reason for requesting Business Class travel);
  5. there are other circumstances specifically approved by the Vice-Chancellor and President on presentation of a documented case with a recommendation by the relevant Deputy Vice-Chancellor, Vice-President or Dean.

(40) The University has negotiated Preferred Airline arrangements as part of a National University Agreement, which gives the University access to special discounted airfares on selected carriers. The Preferred Airline arrangement does not restrict employees to these carriers, and University travellers will receive both a Preferred Airline rate and any other lower competitive fare available on a safe and reliable airline.

(41) The airline carrier selected is to be based on the best fare available that meets the University traveller's business itinerary. Where a preferred airline is the lowest price carrier, University travellers must use this service. Where the preferred airline fare is not the best fare, University travellers may choose an alternative carrier where that carrier's fare is the most cost effective available*. Where there is only a minor cost differential between a preferred airline and an alternative airline, then University travellers are encouraged to travel with the preferred airline.

*In comparing fares, consideration should be given to same date/time and cancellation or alteration conditions and fees and sundry charges.

Accommodation, Ground Transport and Other Travel

(42) University travellers, except on ADP (refer Part E), must use the University agent to book all travel needs via the University TEMS system. This includes non-conference accommodation and ground transportation such as car hire (except where other University discounts or concessions or preferred suppliers are available through negotiation by the University Travel Office). These alternate negotiated discounts will be available through the University TEMS system.

(43) There may be a case where University travellers are staying at remote locations or where no bookable accommodation is available (for example for field site visits). University travellers may make their own accommodation arrangements and seek either a travel advance or reimbursement of expenses. University travellers should always enquire with the University appointed travel agent to determine if accommodation options exist.

(44) The University agent will require corporate credit card details to guarantee accommodation or other travel bookings. Alternatively, for domestic bookings, requests can be made to charge the cost back to the University which will incur a fee. Bookings should be confirmed by quoting the relevant Request ID.

Part E - Travel Expenses and Advances

(45) Only University travellers that are staying overnight away from their home on official business travel are entitled to travel expenses relating to accommodation, meals and incidentals. University travellers should use their corporate credit card, where issued, to pay for such expenses which could not be paid for before departure. University travellers may claim actual costs whilst on international official business travel within approved budgets. Please refer to Part F of this policy.

(46) University employees and students can request a travel advance based on estimated costs where pre-payments or the use of a corporate credit card is not possible. Travel advances are limited to $1,000 for international travel and $500 for domestic travel unless specifically approved by the Vice-President, Finance and Resources. Frequent travellers should have a corporate credit card (refer to the Corporate Credit Card Policy). Travel advances will be paid to the traveller's bank account and must be acquitted in accordance with Part F. The Finance Office must receive 14 calendar days' notice so the payment can be made before departure.

Academic Development Program (ADP) Travel

(47) Employees undertaking ADP are not required to but may use the University agent for travel and accommodation arrangements and are not entitled to claim any additional funding from the University. If the University agent is used to make bookings, these must be paid for directly by a personal credit card in order for University not to incur any additional costs. A copy of the itinerary or airline ticket must be attached to the Request and scanned into TEMS for any travel not arranged through the University agent.

(48) Any shortfall in funding is to be addressed by claiming work related expenses through personal income tax. A University corporate credit card is not to be used for payments when undertaking ADP.

Actual Expenses

(49) University travellers except those who are undertaking an ADP are entitled to claim for actual expenses such as meals and incidentals, and accommodation which could not be paid for before departure. Where issued, a University corporate credit card should be used to pay for such expenses.

(50) The University will pay or reimburse the following actual expenditure incurred on official business travel:

  1. visa, passport application, vaccination costs (where recommended by DFAT, World Health Organisation, doctor or travel clinic) and related medical expenses;
  2. transport costs to/from airport;
  3. airfares (where purchased through the University agent or reimbursed if exceptional circumstances apply) and any domestic airfares whilst overseas if unable to book through the appointed agent;
  4. ground transportation costs such as public transport or hire car fees;
  5. hotel accommodation, including any hotel service fees;
  6. meals (breakfast, lunch and dinner). In the case of the evening meal, the University will reimburse reasonable alcohol costs incurred as part of the meal (as a guideline, up to AUD$10 per calendar day). Refer to the Alcohol and Drug Control Policy;
  7. reasonable laundry expenses, where the trip is longer than four working days (as a guideline, these should be up to AUD $15 per calendar day);
  8. official communications requirements, such as business telephone calls, and where approved global roaming usage and internet access. University travellers are encouraged not to use hotel telephones as they are excessively surcharged in comparison to normal communication costs. Refer to the Mobile Telephony and Communication Devices Policy; and
  9. identified expenditure (where possible with receipts), for incidental costs such as newspapers, and non-alcoholic beverages; up to a maximum of AUD $25 per business/unavoidable day to a maximum of AUD $200 per claim. If employees wish to give a tip or gratuity, it shall be at the employees' own expense. An exception can be made where a set percentage service charge is added to the bill in an overseas country where it is culturally expected and appropriate.

(51) Any claims in addition to the expenditure outlined above will require Deputy Vice-Chancellor or Vice-President approval. All of the above costs are deemed to be included in any ADP payment and as such cannot be claimed by staff undertaking ADP.

(52) University travellers cannot claim cost reimbursement for items of a personal or private nature. The University will not reimburse the following private expenses:

  1. snacks and morning/afternoon teas;
  2. minibar, bar and alcoholic beverage costs (other than as part of evening meal or where specifically approved as official entertainment expenditure);
  3. health spas, saunas, massages and similar expenditures;
  4. haircuts;
  5. costs of in-room/external movies;
  6. costs of laundry (including dry-cleaning) where the trip is of short duration (four business/unavoidable days or less);
  7. clothing (except as covered by the Staff Agreements);
  8. routine medication for a pre-existing medical condition and non-prescribed medication;
  9. fares or rates that allow frequent flyer or club membership point upgrades that do not represent best fare or rate of the day policy; or
  10. other items determined to be personal or private.

(53) Where the University travellers seek reimbursement they must produce original receipts, and should attempt to obtain receipts for incidentals (where this is not possible, a diary record should be maintained - see Part F).

(54) Where the University travellers intend to stay with friends or relatives this should be declared upon submission of approval request. In such circumstances, reimbursement of accommodation expenses cannot be claimed. Refer to the Conflict of Interest Policy.

Part F - Travel Acquittals

(55) All University travellers who are claiming actual expenses must acquit their travel no later than ten working days upon return.

  1. Where a travel advance has been made, or where a University traveller seeks reimbursement for expenses paid from their own funds, the University traveller must complete a TEMS Expense Report and attach receipts and other documentary evidence where applicable. Once submitted, the system will notify the appropriate delegated officer to action and finalise the record accordingly.
  2. When acquitting a travel advance, the traveller must identify and certify all and any costs that have been paid from the advance and not charged to a University corporate credit card.
  3. When acquitting a travel advance any unused monies from the allotted advance are to be paid back to the University immediately through the I-Pay system.

Part G - Travel Diaries

(56) A DTS/Travel Diary is to be maintained for domestic trips which are more than five consecutive nights and for all international trips. This must be in the format as prescribed by the University DTS/Travel Diary (T1) form. Pro forma diaries (Form T1) can be accessed from the University TEMS system. A DTS/Travel Diary must be completed and lodged within 5 business days of return, as follows:

  1. copies of DTS/Travel Diaries are to be attached in Request. A travel itinerary prepared in advance of the business trip will be an acceptable DTS/Travel Diary provided it has all the required information set out in Part G (56c); AND that any variations or changes post trip are reflected in the DTS/Travel Diary to be re-attached in Request,
  2. DTS/Travel Diaries must detail all business activities during the relevant travel in order to comply with Fringe Benefits Tax (FBT) legislation; and
  3. entries must be made at the time of the activity (or soon after) and contain:
    1. date of entry;
    2. place of activity;
    3. duration of activity; and
    4. nature of activity (in sufficient detail to show business nature).

(57) Where a traveller fails to submit a DTS/Travel Diary within the stipulated timeframe, the entire trip will be deemed private in line with current FBT legislation. In such cases the traveller will be required to reimburse the University for the entire cost of the trip.

(58) Where University travellers do not complete a DTS/Travel Diary or acquit their travel expenses, they will not receive any further travel advances and supervisors must not approve any further travel, until such time as the outstanding documentation has been completed, approved and verified by the Finance Office.

Part H - Travel Insurance

(59) The University maintains travel insurance coverage for University travellers on approved international official business travel. The policy excludes certain countries from automatic coverage and University travellers must contact the University Accountant, Tax and Insurance if travel is planned to any of these destinations. Further details are available on the University Overseas Travel Insurance website.

(60) In the case of dual purpose travel, University travellers must meet any travel insurance costs for all private days.

(61) Students travelling internationally for study exchange are covered for the duration of their official semester period. The travel cover includes 1 week immediately before and after official semester start and ends dates and a maximum of 1 week for any official semester breaks. A student is responsible for making their own travel insurance arrangements for any travel periods falling outside the periods stated above.

(62) The University is self-insured for forfeited travel costs and loss to University owned property for all domestic trips. In the case of domestic travel insurance claims, the University is reliant on recovery of credits and cancellation fees from the travel service providers where possible. Where no recoveries are possible the travellers Business Unit will bear any residual cost.

(63) For any medical issues arising during domestic trips, the University is reliant on Workers Compensation and Medicare benefits where possible.

Part I - University managed Group Tours, Conferences and Events

(64) Where travel involves a group or an event that includes employees, students and other approved travellers is planned, and the bookings co-ordinated via the University and/or payment made via the University, then such travel must follow this policy. The University appointed Travel Agent via the TEMS system must be used by way of a Request created in the University group/event coordinator's name to arrange and manage booking requirements that include but are not limited to airfares, accommodation, transportation, venue negotiations with options for full online event management tools. Refer to the University's Staff Conference and Planning Days Policy.

(65) Schools/Units are encouraged to notify the University Travel Office at the beginning of each semester of with any forecasted group/event activities to maximise negotiated rates. Schools/Units are not to directly contact event venues without first consulting the University agent. The Western Sydney International Office should be advised of any group travel involving international students. Group/event organisers are also encouraged to contact the University Travel Office when in the preliminary planning stages of the activity.

(66) Contact should be made with the University agent via the University TEMS system no less than three months before the intended travel/event or earlier where the travel is planned over Christmas/New Year period. Group travel is complex and will require negotiation of bookings and/or changes to itinerary to meet travel budgets. Any group travel request must include sufficient details to ensure best value including dates, numbers, travel budget and so on. When bookings can be confirmed they must include a list of all attendees showing full name, title (e.g. Mr/Ms/Miss/Prof) and Student/Staff ID numbers. Such bookings can be made on one Request as long as all details are provided.

Part J - Dual Purpose Travel

(67) University travellers must indicate on the Request any private days they are taking in conjunction with official business travel. Employee leave in conjunction with official business travel must also be applied for via Staff Online.

(68) University travellers are responsible for meeting all costs relating to the private portion of any trip.

(69) Private days taken during the course of travel are categorised as incidental private days or non-incidental private days. As set out in the definitions section of this Policy, private days are deemed incidental private days when they are less than or equal to 50% of the total trip duration. The University will only fully support costs that are deemed incidental to University business. Accordingly, where a trip includes non-incidental private days the University will recover costs from travelling employees proportionate to the percentage of non-incidental private days on the trip.

(70) When the private portion of a trip exceeds the incidental limit indicated above, the University traveller must reimburse the University the proportionate private percentage of the total airfare (including service fee) prior to ticketing.

  1. Example 1 - A University traveller undertakes a 10 day international trip to attend a 2 day conference and includes 6 days of private travel. The total cost of the airfare is $2,000. The University traveller departs Sydney on Wednesday, 01 June, attends the conference on Thursday, 02 June and Friday, 03 June and goes on annual leave from Saturday, 04 June before flying back to Sydney on Friday, 10 June. The 2 travel days and 2 conference days will be considered to be business days while the remainder of the trip will be considered private days. Since 60% of the trip is private it is not deemed Incidental (total duration = 10 days, private days exceed 50%) and the University traveller is required to reimburse the University $1,200 being 60% of the airfare cost.
  2. Example 2 - A University traveller attends a 4 day conference and includes a week of annual leave. The total cost of the airfare is $1500. The traveller departs Sydney on Friday 4 September and arrives in their destination on the same day. Saturday 5 September and Sunday 6 September are deemed private days as the conference does not commence until Monday 7 September and later flights are available to meet the business itinerary. Following the conference concluding on Thursday 10 September, the traveller proceeds on annual leave until Thursday 17 September and returns to Sydney on a 10:00pm flight on Friday 18 September arriving on 19 September. The total trip duration is 16 days with 6 business days (4 Sep, 7-10 Sep and 19 Sep) and 10 Private Days (5-6 Sep, 11-17 Sep and 18 Sep as the flight does not depart until late evening). Since 63% of the days are private days it is not deemed incidental as it has exceeded the 50% limit and the traveller is required to reimburse the University $945 being 63% of the total airfare.
  3. Example 3 - A University traveller undertakes research collaboration between Monday 10 May and Friday 21 May. They travel from Sydney on Saturday 8 and arrive on Sunday 9 May. The weekend of 15 and 16 May is deemed Incidental as it falls within a business activity. The traveller takes 4 private days (22-25 May) and departs for Sydney at 9:00am on 26 May and arrives on 27 May. The total duration is 20 days with 16 being business days and 4 private days. As the private days are less than the 50% limit, they are deemed Incidental and no airfare reimbursement is required from the traveller.

(71) In approving private days in conjunction with official business travel, delegates should consider:

  1. private days must not interfere with the discharge of the University' official business requirements of the trip, including returning to report outcomes and should be incidental to the business requirement; and
  2. all additional costs associated with the private days must be met by the University travellers. University credit cards must not be used to meet costs associated with private days.

(72) Where private days are approved, University travellers must provide their own travel insurance for that portion of the trip.

Part K - University Traveller Accompanied by Another Person

(73) Where University travellers are accompanied on the same itinerary by another person this must be indicated on their Request. No costs associated with the accompanying person will be met by the University, and this may require an upfront payment by the University traveller direct to the University travel agent at the time of finalising the booking. If the travel is partly funded, the University will only pay up to the amount of funding.

(74) The University travellers with entitlements other than economy class cannot convert these higher class airfares to economy class and offset the cost of downgrading against a second economy ticket.

(75) The University's travel insurance does not cover accompanying persons. Appropriate personal travel insurance must be arranged privately for the accompanying person.

Part L - Frequent Flyer Points

(76) Where frequent flyer/award points are earned by the University travellers as a result of official business travel, the points earned should be used by the University traveller for subsequent University travel.

(77) Frequent University travellers should not jeopardise the most cost effective outcome in order to gain frequent flyer points.

Part M - Airline Club Membership

(78) The University has Corporate Membership of the preferred airline clubs. Frequent flyers can apply to their Dean/Director, Research Institute/ University Executive Member for approval to have their name added to the University Corporate Membership. Whilst the University has not established a strict definition of 'frequent flyer' the normal test would be that the employee undertakes official business travel at least ten times per year. Corporate Membership involves both a joining fee (unless transferring from another scheme) and an annual subscription and these are charged to the cost centre/project account nominated by the Dean/Director, Research Institute/ University Executive Member as part of the approval process.

(79) Similar arrangements may apply for accommodation and other travel service providers.

(80) Further information is published on the University's Travel website (staff-only access).

Part N - Other Services Offered via the University Appointed Travel Agent

(81) As part of the arrangements with the University agent, University travellers may use the agent to organise and book their own personal travel not connected to any official business travel.

Part O - Administration

(82) The University traveller's business unit is responsible for retaining all travel records including DTS/Travel Diaries.

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Section 5 - Guidelines

(83) Nil.