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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 of Western Sydney's (UWS) principles regarding travel and details the procedures to be followed by staff, students and any other approved persons undertaking University-supported or official business travel (including Academic Development Program travel).

(2) This policy applies to travel fully or partially supported by the University for University-related business or study regardless of funding source. This policy also applies to staff, students and any approved persons on official business travel which is funded by another organisation.

(3) 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 and Corporate Credit Card Policy.

(4) The UWS Travel Portal is the online mechanism for booking travel and accessing the University's agent's services, travel forms and other advice relating to travel as well as facilitating the travel approval process.

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Section 2 - Definitions

(5) For the purposes of this policy:

  1. Business Day(s) includes those days where activities are undertaken by a University traveller that relates to their work as a UWS employee.
  2. Dual Purpose Travel means any 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. Extended Travel is travel where an employee is away from their usual place of residency for more than five consecutive nights.
  4. Official Business Travel is any travel for a UWS business engagement, including but not limited to, meetings, teaching, conference attendance and/or presentation, research, field trips, student or visiting fellows' trips that are approved by a delegated UWS officer regardless of funding source.
  5. Private Day(s) are those days where an employee is not undertaking business activities as a UWS employee. A private component is deemed to commence the day immediately after the last Business Day (allowing for Unavoidable Days) and ends when the UWS traveller resumes their onward business travel or work).
  6. Incidental/Non-Incidental Private Days - where the total of private days taken during the trip is below the limit identified by UWS they are classified as Incidental to the business purpose in line with ATO guidelines on Fringe Benefits Tax. If the total private days taken during the trip exceed the UWS Incidental Day limit they are deemed Non-Incidental and UWS requires payment from the traveller to avoid a FBT liability.
  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 Day(s) includes those days where a UWS traveller is travelling to his or her business destination/activity/normal place of work.
  10. Travel Diary is a document in which a UWS 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 the travel expenses into 'business' and 'private' components.
  11. Unavoidable Day(s):
    1. if there is a gap between Business Days and it is unreasonable to expect the traveller to return home before travelling back out for the second business trip, 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.
    3. Note: 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. UWS travellers:
    1. are those who are on University official business travel, and
    2. include UWS staff, students and any persons approved to travel in accordance with the Delegations (Administrative) Policy and this policy.
  13. Group Travel involves ten or more UWS travellers going to a common location and/or on the same flight or staying at the same property for activities such as conferences, incentives, exhibitions, conventions, symposiums, student tours, meetings, workshops, courses, and other such events.
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Section 3 - Policy Statement

(6) The University is committed to the health and safety at work of employees and in respect of the learning experience of students; including whilst travelling on official business. 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 UWS 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) UWS travellers accept the conditions of this policy when applying for and undertaking official business travel. Travel is approved in accordance with the UWS Delegations (Administrative) Policy. International travel is also reviewed and endorsed by the Chief Financial Officer.

(10) UWS 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 staff and student agreements.

(11) Staff who breach this policy may be subject to the disciplinary provisions of the Academic and General Staff Agreements. Students who breach this policy may be subject to the provisions of the Misconduct - Student Non-Academic Misconduct Policy.

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Section 4 - Procedures

Part A - Travel Risk Management

(12) The University recognises that it may be necessary for UWS 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). UWS travellers will adhere to and monitor DFAT travel advisories when organising and travelling internationally. Please refer to for more information.

(14) UWS 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 UWS traveller must follow any advice issued by UWS, the UWS 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;
  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 Deputy Vice-Chancellor must re-approve travel (including a risk assessment) before the traveller departs.

(17) UWS 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 is withdrawn.

(18) Where 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 Office of the Chief Financial Officer for travel and insurance assistance.

(19) UWS 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 UWS 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 the Equity and Diversity Unit and Work Health and Safety Unit staff. See associated information about the process.

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

Part B - UWS Appointed Travel Agent

(22) 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. UWS travellers who believe they are not receiving bookings with the best fare or rate deals should alert the UWS Travel Office who may review the fares and advise.

(23) UWS travellers, bookers, Designated Travel Administrators (DTA) and relevant line supervisors must ensure that the UWS appointed agent is used to make travel bookings.

(24) The agent offers a booking service from 8:00am to 6:00pm (5:00pm for ticketing deadlines), and provides after hours emergency services. Before departure, UWS 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

(25) Travel may include single day local travel, e.g. within Sydney and surrounds, that does not need airfare or accommodation bookings but does require staff and/or students to work or undertake study away from the University. This might include but is not limited to travel to field sites, local conferences or seminars; or travel to other universities for meetings or workshops and the like, on University business. In these circumstances UWS Travellers do not need to complete an e-TAN (unless convenient to do so as a record of associated cost reimbursement) but 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, UWS 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.

(26) 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 UWS traveller by submitting a completed Travel Claim Form.

Travel Requiring Airfare or Accommodation

(27) Applications must be lodged via the UWS Travel Portal using appropriate online booking tools. Where possible e-TANs 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.

(28) Any conflict of interest relating to the official business travel should be declared when lodging the e-TAN. Refer to the Code of Conduct and the Conflict of Interest Policy.

(29) The e-TAN must include:

  1. details of the nature and source of funding;
  2. budgeted costs of airfares (including class of airfare), other ground travel and transfers, accommodations, meals and incidentals;
  3. proposed itinerary of activities by way of a Detailed Travel Schedule attached to the e-TAN;
  4. the reasons for and benefits to UWS from the travel;
  5. arrangements to cover workload whilst absent where appropriate;
  6. details of any private travel/leave (see Part I); and
  7. for international travel - a list of all trips undertaken in the previous calendar year and trips undertaken or forecasts for the current calendar year.

(30) Official business travel by UWS travellers supported by the University is approved in accordance with University's Delegations (Administrative) Policy and this policy. Prior to finalising, all travel bookings for international e-TAN's must be forwarded to the Chief Financial Officer (CFO) for review, and endorsement before final approval.

(31) e-TANs must also be endorsed by the UWS traveller's supervisor prior to approval to be absent from the workplace and/or study.

(32) The e-TAN is submitted via the UWS Travel Portal to the delegated officer for approval after endorsement by the traveller's supervisors. Once approved, the e-TAN is automatically forwarded to the UWS Travel Office and the appointed travel provider for bookings and returned to the traveller.

(33) UWS travellers use the booking request and e-TAN to make travel arrangements via the agent. Full details of how to obtain quotes and make bookings are provided in the UWS Travel Portal.

(34) Students who have received support (regardless of funding source) from the University to travel must also complete an e-TAN 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.

(35) Where a UWS traveller's itinerary changes they must seek re-approval from the relevant line supervisor.


(36) UWS 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.

(37) A copy of the Conference Registration Form or web links (if available) must accompany the e-TAN. No booking or commitment to the conference or travel is to be made until approval is obtained from the relevant delegated officer, including the CFO in case of international conferences. Once approved, UWS 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 on the e-TAN that the Finance Office pay via the UWS Finance accounts payment process.

(38) Conference accommodation rates are to be checked against UWS discounted rates through the UWS Travel Provider. Where the price difference is nominal, the UWS Travel Provider is to make the booking.

Part D - Bookings

Air Travel

(39) All airfares must be booked using the appointed agent using an e-TAN to initiate the process.

(40) 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. a staff member substantially occupies one of the following positions: member of the UWS Executive; or Dean; or Director, University Research Institute;
  2. a staff member's employment contract authorises a different class of travel, e.g. business class (note: staff 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 UWS Disability Policy attached to the e-TAN (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 on presentation of a documented case with a recommendation by the relevant Deputy Vice-Chancellor or Dean.

(41) UWS 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 staff to these carriers, and the travellers will receive both a Preferred Airline rate and any other lower competitive fare available on a safe and reliable airline.

(42) The airline carrier is based on the lowest most logical air fare available that meets the UWS traveller's business itinerary. Where a Preferred Airline is the lowest price carrier, UWS travellers must use this service. Where the Preferred Airline fare is not the lowest most logical fare, UWS 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 UWS 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

(43) The UWS agent must be used to book all travel needs via the UWS travel portal. This includes accommodation and ground transportation such as car hire (except where other UWS discounts or concessions or preferred suppliers are available through negotiation by the UWS Travel Office). These alternate negotiated discounts will be available through the UWS Travel Portal.

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

(45) The 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 UWS which will incur a fee. Bookings should be confirmed by quoting the relevant e-TAN.

Part E - Travel Expenses and Advances

(46) Only UWS Travellers that are staying overnight away from their home on official business travel are entitled to travel expenses relating to accommodation, meals and incidentals. UWS travellers should use their corporate credit card, where issued, to pay for such expenses which could not be paid for before departure.

(47) UWS travellers may claim actual costs whilst on official international business travel within approved budgets. Please refer to Part F of this policy.

(48) UWS travellers 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 or $500 for domestic travel unless specifically approved by the CFO. 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.

Actual Expenses

(49) Staff should use their corporate credit card, where issued, to pay for actual expenses such as meals and incidentals, and accommodation which could not be paid for before departure.

(50) UWS 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 appointed 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, UWS 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. UWS travellers are encouraged not to use hotel telephones as they are excessively surcharged in comparison to normal communication costs. Refer to the Mobile Telephony Devices Policy;
  9. identified expenditure (where possible with receipts), receipted expenditures for incidental costs such as newspapers, non-alcoholic beverages and tips; up to a maximum of AUD $25 per business/unavoidable day to a maximum of AUD $200 per claim. Any claims in addition to this will require DVC or CFO approval.

(51) UWS 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. 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;
  10. other items determined by the CFO to be personal or private.

(52) Where UWS 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).

(53) Where UWS 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

(54) All UWS Travellers must acquit their travel no later than ten working days upon return.

  1. Where a travel advance has been made, or where a UWS traveller seeks reimbursement for expenses paid from their own funds, the UWS traveller must complete an International Travel Expense Claim form (T2) or Domestic Travel Expense Claim form (T3) and attach receipts and other documentary evidence including boarding passes where applicable. Travel Expense Claim forms must be approved by an appropriate delegated officer and forwarded to the Finance Office.
  2. When acquitting a travel advance, the UWS 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 UWS immediately through the I-Pay system.

Part G - Travel Diaries

(55) A travel diary needs 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 UWS travel diary (T4) form. Pro forma diaries (Form T4) can be accessed from the UWS travel portal. A travel diary is to be completed and lodged within 5 days of return, as follows:

  1. copies of travel diaries need to be submitted via email to with the e-TAN number quoted in the subject line;
  2. travel diaries must detail all business activities during the relevant travel in order to comply with FBT legislation;
  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;
    4. nature of activity (in sufficient detail to show business nature).

(56) Where a traveller fails to submit a 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.

(57) Where UWS travellers do not acquit their travel, 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 forwarded and verified by the Finance Office.

Part H - Travel Insurance

(58) UWS travellers on approved official international business and ADP travel are covered by the University's travel insurance.

(59) In case of dual purpose trips, UWS travellers must meet any travel insurance costs for all private travel days.

(60) 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.

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

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

(63) Details of the insurance policy are available on the Travel Insurance website.

Part I - UWS managed Group Tours, Conferences and Events

(64) Where travel involves a group or an event that includes staff, 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 UWS appointed travel agent via the travel portal must be used by way of an e-TAN created in the UWS group/event coordinator's name to arrange and manage booking requirements that include but not limited to airfares, accommodation, transportation, venue negotiations with options for full online event management tools. Refer to the University's Conference and Retreat Policies.

(65) Group travel involving staff, students and approved travellers must be approved by the Dean or Director (or Relevant Line Supervisors where budgets exceed delegation) before the agent is contacted. Travel arrangements should be co-ordinated by the School Manager, Research Program Coordinator or nominees. UWS International should be advised of any group travel involving international students. Group/event travel organisers are also encouraged to contact the UWS Travel Office when in the preliminary planning stages of group/event travel.

(66) Contact should be made with the agent via the UWS Travel Portal at least three months before the intended travel/event or longer 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 travellers showing full name, title (e.g. Mr/Ms/Miss/Prof) and Student/Staff ID numbers. Such bookings can be made on one e-TAN as long as all travellers' details are provided.

(67) Schools /Units are encouraged to notify the UWS 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 contacting the UWS Travel Provider.

Part J - Dual Purpose Travel

(68) UWS travellers must indicate on the e-TAN any private days they are taking in conjunction with official business travel. Staff leave in conjunction with official business travel must also be applied for via Staff Online.

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

(70) Private Days taken during the course of travel are categorised as incidental or non-incidental. UWS will only fully support costs that are deemed incidental to University business, in line with Australian Taxation Office (ATO) guidelines on FBT. Private days are deemed incidental when they are less than or equal to 50% of the total trip duration.

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

  1. Example 1 - A UWS 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 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 business while the remainder of the trip will be considered private. Since 60% of this trip is private it is not deemed Incidental (total duration = 10 days, private days exceed 50%) and the traveller is required to reimburse the University $1,200 being 60% of the airfare cost.
  2. Example 2 - A UWS 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 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 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 UWS 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 and 4 private. As the private days are less than the 50% limit, they are deemed Incidental and no airfare reimbursement is required from the traveller.

(72) In approving private days in conjunction with official business travel, delegates will 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;
  2. all additional costs associated with the private days must be met by the UWS travellers. University credit cards must not be used to meet costs associated with private days;

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

Part K - UWS Traveller Accompanied by Another Person

(74) Where UWS travellers are accompanied on the same itinerary by another person this must be indicated on the e-TAN. No costs associated with the accompanying person will be met by the University, and this may require an upfront payment by the UWS traveller direct to the UWS Travel Agent at the time of finalising the booking.

(75) For the portion if the trip that is business related, including travel and unavoidable days, the University will pay the UWS travellers' airfare and accommodation/other costs up to the price of a single supplement i.e. the price that the University would have paid if the UWS traveller travelled alone. If the travel is partly funded, the University will only pay up to the amount of funding.

(76) UWS 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.

(77) 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

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

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

Part M - Airline Club Membership

(80) The University has Corporate Membership of the Preferred Airline Clubs. Frequent flyers can apply to their Dean /Deputy Vice-Chancellor for approval to have their name added to the UWS Corporate Membership. Whilst the University has not established a 'hard' definition of 'frequent flyer' the normal test would be that the staff member 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 /Deputy Vice-Chancellor as part of the approval process. Further information is published on the UWS Travel Portal.

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

(82) Further information is published on the UWS travel portal.

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

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

Part O - Administration

(84) The traveller's business unit is responsible for retaining all travel records including travel diaries.

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Section 5 - Guidelines

(85) Nil.