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Travel Policy

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Section 1 - Purpose and Context

(1) The Travel Policy (‘this Policy’) details Western Sydney University's (‘the University’) travel principles to ensure the safety and wellbeing of travellers whilst maintaining compliance and integrity in the responsible use of University funds. As part of these principles, travellers must refer to the following prior to submitting a TEMS travel request.

Department of Foreign Affairs and Trade (DFAT) Smartraveller website to determine the advisory level of the destination(s), in line with government guidance.
Travel risk matrix in the Travel Knowledge Document to determine the University risk level which will determine the required documents and process to follow for submitting the travel request.

(2) This policy applies to all University travellers undertaking business travel. Failure to comply with this policy may result in suspension of travel with an immediate requirement to return to the point of origin, and disciplinary action.

(3) University travellers are expected to demonstrate behaviour that aligns with the University's Code of Conduct when travelling.

(4) All University travel must receive relevant travel approval by the associated delegated officer, prior to booking travel, in accordance with the Delegations of Authority Policy.

(5) This Policy must be read in conjunction with the Travel Knowledge Document.

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Section 2 - Definitions

(6) For the purposes of this policy and any associated procedures:

Best Value Fare - the most economical available fare (whether or not refundable) that meets the business needs of the traveller, enabling them to achieve the intended purpose of the travel, makes good use of their time. The fare must balance cost, scheduling availability and operational requirements.
Business Travel - travel that is endorsed or approved by the University for the purpose of conducting University-related activities or representing the University in an official capacity. The travel can be wholly or partially funded by the University, externally-funded or self-funded.
Business Days - days where activities are undertaken by a University traveller that relate to their work as a University traveller.
Delegated Officer - University official who has authority to approve a travel request as outlined in the University's Delegations Register.
Detailed Travel Schedule (DTS) - a travel diary document that meets the Australian Taxation Office (ATO) requirements to provide a record of activities in which a University traveller records the dates, places, times, duration, and nature of their activities and travel, distinguished between ‘business’ and ‘private’ expenses. The purpose of DTS is to provide a record of activities so that the University can break down the travel expenses into ‘business’ and ‘private’ components.
Dual Purpose Travel - a trip that includes both business days and private days.
Externally-funded - means travel costs are paid for by an organisation or entity other than the University or the traveller.
Flexible Booking Arrangement - alternative option where travellers can book travel directly with airline, accommodation or hire car providers in certain circumstances.
Fringe Benefits Tax - tax imposed by the ATO for travel expenses related to private days.
Group Travel – refers to groups of ten or more University travellers.
High Risk – where the location of travel has a “reconsider your need to travel” advisory per the DFAT Smartraveller website; where the location of travel (regardless of DFAT Smartraveller advisory) or the activity being conducted during travel may affect the safety and well-being of the traveller, increased risk of injury or the personal safety and/or well-being to the traveller; or where there is potential for reputational damage or economic loss to the University.
Incidental Private Days – where the private days during business travel are less than 50% of the entire trip.
Official University Business – travel undertaken by a University traveller for purposes related to their role or responsibilities at the University. This includes, but is not limited to, attending or presenting at conferences, participating in meetings, delivering teaching or training, conducting research or fieldwork, overseeing student groups, participating in Academic Development Programs, study exchange programs exchange programs or student placements.
Private Days – days where a University traveller is not undertaking business activities and the days are not considered unavoidable days under this Policy. Private days must be accounted for through approved leave.
Reasonable travel expenses – acceptable amounts to be spent during travel for meals, accommodation and incidentals according to the applicable ATO determination which is updated each financial year.
Risk Rating - levels of risk which include low, moderate, high and critical as determined by the travel risk matrix.
Travel Knowledge Document – provides the mandatory requirements and other guidelines that support this Policy.
Travel Risk Management Provider – the University appointed provider for medical, safety and security expertise and assistance for travel.
Travel Risk Matrix – a guide that classifies activities into risk levels based on the destination and nature of business activities. It helps determine the process and documentation required in the submission of a TEMS travel request.
Self-funded – means the University traveller is personally covering travel costs rather than having expenses paid or reimbursed by the University.
Travel Approval - the review process undertaken by the appropriate delegated officer, in accordance with the Delegations of Authority Policy, to decide whether to approve travel, request further information or decline the travel request through the Travel and Expense Management System (TEMS).
Travel and Expense Management System (TEMS) - the University's web-based travel booking and approval tool.
Travel Brief – online pre-travel briefing from the University's travel risk management provider that allows travellers access to travel information that will help them to stay safe and healthy whilst travelling. A confirmation number is provided upon completion of the travel brief.
Travel Days - days where a University traveller is travelling to, at or returning from their destination.
Travel Request – submission made by a University traveller through TEMS to seek approval for travel plans. It includes key details of the trip including travel dates, purpose, destination, flight and accommodation plans and estimated costs.
Unavoidable Days – may be a work day that falls immediately before or after arrival at the destination, due to flight availability, but does not have scheduled activities relating to work, and is not intended as a private day.
University traveller – staff, students, student groups, guests and other approved persons undertaking official University business travel.

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Section 3 - Policy Statement

Travel Approvals

(7) All University Travel must be approved prior to booking travel in line with this Policy and by the appropriate University delegated office.

(8) Alternatives to travel such as teleconferencing and videoconferencing must be duly considered to support sustainability initiatives at the University.

Travel Bookings

(9) All air travel, accommodation and car hire must be booked through TEMS via the University's appointed travel agent. Other third-party agents or platforms (e.g. Booking.com, Expedia, Skyscanner) cannot be used. In certain circumstances, University travellers may be allowed to make bookings directly with an airline, accommodation or car hire supplier. Refer to the Travel Knowledge Document for more details.

(10) The University may allow a flexible booking arrangement under any of the following circumstances:

A conference organiser provides a hotel booking link, conference package or bundled arrangement that includes discounted accommodation and/or transport to and from the conference venue, and these rates or inclusions cannot be matched by the travel agent.
The travel relates to Learning Abroad activities, is fully self-funded by the student and is not part of group travel.
The University travel agent has advised they are unable to match the price obtained directly from the airline, accommodation or car hire provider or has advised the traveller they are unable to make the booking.
Travel is bespoke and the University travel agent has advised that they are unable to make the booking.
Travel relates to research or fieldwork in remote locations and travel booking requires a level of flexibility and/or self-management due to several factors (e.g. limited accommodation options, weather and environmental factors, connectivity, communication, etc.).
Travel is fully self-funded by the University traveller.
The University is funding twenty-five percent (25%) or less of the total travel expense.

Flexible booking arrangements are independent of, and therefore unsupported by the University travel agent.

(11) If the travel is externally-funded by an organisation which mandates the use of their own travel agent, or where a flexible booking arrangement is reasonable under the circumstances, University travellers are not required to use the University travel agent. All external itineraries must be attached to the TEMS travel request and emailed to the University's travel risk management provider. Sustainability reporting requirements are the responsibility of the University traveller.

(12) Students undertaking self-funded travel activities that are managed through Office of the Pro Vice-Chancellor, Global Partnerships and Transnational Education in accordance with the Student Learning Abroad Policy must register on the University's Go Global Application Portal. They are not required to register their travel in TEMS or book through the University's travel agent, unless it is group travel that is partially or fully funded by the University or Government.

(13) All students participating in mobility activities including undergraduate, postgraduate and research, must comply with the Student Learning Abroad Policy and complete all risk assessment, approval and registration requirements through the University's approved student mobility system prior to travel.

(14) Conference accommodation that forms part of the conference registration package may be booked directly at the time of registration, and an approved travel request must be in place at the time of booking. University travellers must ensure they attach conference accommodation details to their travel request.

(15) Where University travellers intend to stay with friends or relatives, this should be declared upon submission of the travel request. In such circumstances, reimbursement of accommodation expenses cannot be claimed.

(16) The booking of Airbnb and other short-term private rental accommodation is not permitted.

(17) All University travellers are required to travel in economy class or equivalent at the best value fare and by the most direct route without overnight stopovers, except where:

an employee substantially occupies a position on the Senior Executive Team and is travelling to an international destination or on a domestic flight with a flight duration of over four hours
an employee's employment contract authorises a different class of travel, e.g. business class, however for domestic travel, business class of travel may only be utilised if the flight duration is over four hours
travel is fully funded by and undertaken on behalf of an external organisation. The standard of travel is dependent on the funding institutions policies
required by a current approved Reasonable Adjustment Plan in accordance with the Disability Policy
a stopover is required for legitimate official University Business, with approval from the relevant University Executive, Dean, or Director, Research Institute
there are other circumstances specifically approved by the relevant Senior Executive Team member on presentation of a documented case
the travel is substantially self-funded by the traveller
the traveller pays for the difference between the best value fare and personal preference including changes in travel class or preferred airline

(18) All University travel, including group travel, must be recorded within TEMS. For group travel, the TEMS travel request should be submitted in the name of the lead traveller.

Travel Insurance

International Travel

(19) University travellers on approved international travel are covered under the University's overseas travel insurance policy subject to the terms, conditions, limitations and exclusions under the policy. The insurance policy exclusions may include, but are not limited to; pre-existing medical conditions, travelling to locations with extreme risk rating or where DFAT has issued a “do not travel” advisory.

Domestic Travel

(20) The University is self-insured for forfeited travel costs and loss to University-owned property for all domestic trips. In case of cancellations, the University is reliant on recovery of costs from travel service providers where possible. Where no recoveries are possible, the relevant business unit may bear any residual losses at their discretion.

(21) For any medical costs arising during domestic trips, the University is reliant on Medicare, Workers Compensation, Overseas Students Health Cover (OSHC) benefits or the University's Group Personal Accident insurance, where possible.

Risk Management and Safety

(22) The University has engaged a travel risk management provider with 24-hour traveller assistance to assess, manage and monitor risks associated with international travel destinations. For domestic trips, University travellers should contact local emergency services for emergency assistance.

(23) Risks must be managed in accordance with the University's Health Safety and Wellbeing Policy and obligations, with University travellers checking and incorporating and risk advice issued by the Department of Foreign Affairs and Trade (DFAT) Smartraveller and the University's travel risk management provider prior to travelling.

(24) All travel must be reviewed against the travel risk matrix in the Travel Knowledge Document to determine the risk level of the activity being undertaken and the location in which it is occurring. Where travel is considered high risk, travellers must follow the high risk travel process, as outlined in the Travel Knowledge Document.

(25) Regardless of the DFAT Smartraveller advice level, the University has the discretion not to approve a travel request where the location and/or nature of travel activities is deemed high risk.

(26) 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.

(27) In the event of a change to risk ratings prior to or whilst travelling (such as, but not limited to, escalation of DFAT Smartraveller advisory levels, civil unrest or natural disaster), the University has the discretion to request immediate changes to travel plans, following advice provided by the University's travel risk management provider, and local authorities.

(28) Where a traveller has a pre-existing medical condition that may affect business travel, they must declare this in their TEMS travel request and discuss with their manager and/or approver. They must also obtain a “fit for travel” certificate from their treating doctor before commencing travel. Pre-existing medical conditions are not covered under the University’s travel insurance policy.

DFAT Risk Elements

(29) University travellers must subscribe to DFAT Smartraveller prior to booking travel and departure.

(30) DFAT Smartraveller travel advisory classification “Reconsider Your Need to Travel”

Travel to destinations with "reconsider your need to travel" advice is deemed high-risk and requires additional review by the Office of Internal Audit and Risk and the Office of Safety, and approval by the Chief Operating Officer or Provost. Refer to the high risk travel process in the Travel Knowledge Document for documentation and approval requirements.
Where, after travel has been booked and before the traveller departs, the DFAT travel advisory classification escalates to "reconsider your need to travel", the travel is now deemed high risk. Refer to the high risk travel process in the Travel Knowledge Document for documentation and approval requirements.
Dual purpose travel is not allowed for travel to a location with a “reconsider your need to travel” advisory or where travel is considered high risk.

(31) DFAT Smartraveller travel advisory classification “Do Not Travel”:

The University will not approve travel where the DFAT Smartraveller travel advisory classification is "do not travel".
Where, after travel has been booked and before the traveller departs, the DFAT Smartraveller advisory classification escalates to "do not travel" the travel approval will be withdrawn.
Where, after travel has commenced and the DFAT Smartraveller advisory classification escalates to “do not travel”, the University traveller must follow advice issued by the University, the University's travel risk management provider, and the relevant authorities.

Use of University Mobile Devices

(32) University travellers must ensure all official devices (laptops, smartphones, tablets, etc.) used during travel comply with the University's Cyber Security Policy, including encryption, antivirus software, secure access methods, and mandatory configuration guidelines. Official devices should never be left unattended and should be securely stored or carried at all times. Before travel, all official devices must be updated with the latest security patches, operating system updates, and antivirus definitions in accordance with University Information Technology and Digital Services (ITDS) standards. University travellers should disable unnecessary services and interfaces on devices (like bluetooth, location, and any wireless connections) unless required for business purposes, to reduce exposure to cybersecurity threats.

(33) University travellers must immediately report any lost, stolen, compromised, or suspected compromised devices, or any cybersecurity incident encountered during travel, to the IT Service Desk or the ITDS team as per the University's incident reporting protocols outlined in the Cyber Security Policy. Upon return from international travel, University travellers must submit official devices for a post-travel security check by ITDS if travel involved a high/extreme-risk destination or if any device compromise is suspected.

(34) Accessing University digital resources remotely while travelling must always occur through approved secure methods, such as the University-provided VPN, with mandatory multi-factor authentication (MFA) enabled for all system access. Unsecured public Wi-Fi should be avoided for accessing sensitive University information. University travellers must not access sensitive University systems or data from personal devices unless these devices have been approved and secured according to University ITDS standards.

(35) Sensitive and confidential data must be handled in accordance with the University's data handling and protection guidelines. Travellers should only carry minimal and necessary data required for official travel purposes, and data storage devices must be encrypted. Any non-essential data must be securely removed before travel.

(36) If border or customs officials request access to University devices, travellers must comply with legal obligations but limit exposure by only granting the minimum necessary access. Travellers must promptly inform ITDS upon arrival or return for assessment and security evaluation.

(37) University travellers should also refer to the guidelines outlined on the DFAT Smartraveller website regarding cyber-related precautions that should be considered while travelling. University travellers can request a cybersecurity travel briefing from the ITDS team for high or extreme-risk travel.

Travel Expenses and Advances

(38) University employees and students (excluding those undertaking self-funded travel activities) can request a travel cash advance based on estimated costs where pre-payments or the use of a corporate credit card is not possible.

(39) Travel cash advances are limited to $1,000 per week for international travel and $500 per week for domestic travel unless a higher amount is specifically approved by the Finance Office. Travellers employed by the University should have a corporate credit card (refer to the Corporate Credit Card Policy).

(40) University travellers, excluding Academic Development Program (ADP) participants and those on self-funded travel, who are staying overnight away from their home on official business travel are entitled to claim reasonable travel expenses relating to accommodation, meals and incidentals. All expenses incurred for travel are required to be within the traveller’s approved funding as per the approved travel request. Refer to the Travel Knowledge Document for more details.

Detailed Travel Schedule

(41) A Detailed Travel Schedule (DTS) is to be completed and attached to the TEMS travel request where travel is for a period of more than five consecutive nights or where there is a private component.

(42) A DTS must detail all business activities during the relevant travel in order to comply with the requirements of the Australian Taxation Office (ATO) for Fringe Benefits Tax (FBT).

Dual Purpose Travel and Fringe Benefits Tax

(43) Private travel will not be booked by the University travel agent and must not alter the business travel itinerary. The traveller will be responsible for booking the private component of their trip.

(44) In the case of dual purpose travel, it is the responsibility of the University traveller to obtain private travel insurance to cover any private components of the travel. The University does not provide travel insurance cover for private days.

(45) Travellers must provide an itinerary for any private days that includes their location and the dates that they will be in those locations.

(46) When private days equal or exceed 50% of the entire trip, the University traveller will be required to contribute to the airfare cost proportional to the percentage of private days to mitigate the associated FBT liability. Where private days are less than 50% of the trip, no contribution to airfare cost is required.

(47) University travellers are responsible for meeting all other personal costs related to private travel including but not limited to transportation, accommodation, meals and private travel insurance.

University Traveller Accompanied by Another Person

(48) 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.

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

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

Airline Membership

(51) Staff who undertake official business travel at least ten times per year may be eligible for Corporate Membership of preferred airline club/accommodation and other travel service providers. Refer to the Travel Knowledge Document for application details.

Frequent Flyer Points

(52) University travellers should not jeopardise the best value fare in order to gain frequent flyer points.

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Section 4 - Procedures

(53) Refer to the Travel Knowledge Document which details the processes required to implement this Policy.

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Section 5 - Guidelines

(54) This policy must be read in conjunction with University policy documents, including: