FAQs on Travel
- Can I book my own travel?
- How do I book business travel via the central Travel Team?
- Can I take personal/private travel as part of my business trip?
- Can my spouse / partner / dependant travel with me?
- How do I find out if a Visa is required for my travel?
hat should I do if I require emergency assistance whilst travelling overseas on University business?
- I'd like to hire a car, are there any conditions?
- What is a travel diary and when is a Business Travel Record required to be completed?
- Is the Business Travel Record only for International Travel?
- What is the distinction between business and private days?
UniSA has a corporate travel insurance policy with ACE Insurance: please click here for travel insurance FAQs.
- What are some of the key benefits of Travel Administrators?
- What if I find a cheaper airfare on the internet than is quoted by the Travel Team?
- What if I have to travel urgently?
- What if I need to book a hotel or other associated requirements?
- Who do I contact whilst travelling on UniSA business and need to make an amendment to my booking?
- Will the Travel Team arrange my accommodation if I attend a conference?
Staff are asked not to approach the UniSA Travel Management Company directly, organise travel with other travel providers, use their UniSA credit cards to procure travel, or claim for travel expenditure via a staff reimbursement. Should you have questions on how to book your travel, please contact the Travel Team - firstname.lastname@example.org or 8302 6430.
Staff are required to book all travel through the centralised UniSA Travel Team.
To start a new booking, you must first complete the Business Travel Request Form
Once your form has been submitted, the Travel Team will obtain quote options for your review. Once you have selected the travel options that best suit your requirements, the Travel Team will seek VC Approval on your behalf and make the necessary bookings and provide a detailed trip folder directly to you.
The Travel Team are available between the hours of 9.00am and 5.00pm Monday - Friday and can answer any questions you may have in relation to the travel process.
UniSA Travel Team
Phone: 8302 6430
Personal or private travel (non-University business) may be permitted in conjunction with approval in principle from your line manager or supervisor, providing that:
a. If the personal component is 50% or greater, Fringe Benefits Tax is borne by the traveller. The Travel Administrator will contact the traveller before finalising the booking to obtain payment for the personal component.
b. The personal/private component and associated costs are to be paid for separately by the traveller and must not be charged to the University.
c. The absence is convenient to the cost centre and appropriate leave form has been completed and authorised by the relevant authorised Supervisor of the cost centre.
Please refer to Section 4 of the
Guidelines for further information.
Yes, provided you have obtained approval in principle by your supervisor or manager. When organising your travel with the Travel Team, they will obtain Pro Vice Chancellor approval for accompanied travel on your behalf as part of the Travel Administrator service.
Refer to the Travel Guidelines for more details.
The Travel Team can also book travel for the approved person(s)
accompanying you. The Travel Management Company will contact you directly for
payment of any private portion before the flights are ticketed.
Once you have completed the UniSA Business Travel Request Form, the UniSA Travel Team will ascertain if a visa is required. If you do not possess the appropriate visa, the UniSA Travel Team will provide you with the suitable visa application documentation. The visa application is to be completed by the traveller and provided to the UniSA travel team along with, your passport and the appropriate # of passport photos, business letters etc. as requested in the application your are completing. The UniSA Travel Team will then arrange the processing of the visa application on your behalf and will contact you once the passport and visa have been received to arrange a pick up or delivery options.
For urgent assistance anywhere in the world, please click here for emergency contact details.
When hiring a car, please note the following:
- If the excess of the hire vehicle exceeds $5,000 the hirer will need to pay to reduce the excess to $5,000 or assume responsibility for any excess amount above $5,000;
- Drivers under 25 may be charged a higher excess;
- The University will not be responsible for any amount not
claimable from insurance.
A Business Travel Record (travel diary) is a daily schedule of activities undertaken during the travel. The travel diary must be completed prior to departure for Australian Taxation Office purposes where the traveller is away from home for six nights or more.
The business travel record is required to be completed for ALL travel where the traveller is away from home for six nights or more and the University covers partial or all the costs of the trip.
a) What is a 'business day'? A business day is any day in which a traveller is necessarily away from home in a location on University business.
University business is defined in the travel guidelines as:
- University representation (e.g Member of the Universities Australia, ATN meetings);
- Overseas and Regional Program delivery;
- Administration (e.g appointment process, external reviews, collaborative arrangements)
- International marketing and recruitment activities;
- Research interactions; and
- Conferences / PEP / Graduations
It is appropriate to also include unavoidable time spent between business activities:
- Weekends & public holidays (generally when occuring between two business days only);
- Days only spent in a location due to flight times and availability;
- Days only spent in a location due to practicalities;
- Required rest and/or recovery days for long flights (subject to specific approval by your travel approver)
b) What is a 'private' day?
All other travel than what is referred to in 'Business Day' is by definition 'Private'
c) What is the Treatment of Transit Days?
Transit days are days in which you are actively travelling from one location to another. Transit days may be Business or Private. Travelling to a business location is a Business day. Note that any transit days in which a business activity also occurs should be classified as business.
If travelling to or from a location where no business activity occurs at all (i.e purely for a private purpose) this is a Private transit day - this includes a stop off on the way to a business location where that stop off is not required for business reasons.
For additional Travel Diary FAQs please click here
The Travel Administrators are a 'one-stop-shop' with process efficiencies i.e flights, accommodation, ground transportation, airport transfers etc.
Ensuring compliance with University policies
Enables transaction transparency
Ensures duty of care obligations are met for all staff travelling on behalf of UniSA
The Travel Administrators have all previously worked as Travel Agents and have experience in the travel industry. This knowledge will assist with all aspects of your travel bookings.
The preferred Travel Management Company is required under their service agreement with UniSA to provide the lowest logical best fare of the day. The Lowest Logical Best Fare refers to travel variables including but not limited to; required departure dates, seat availability at fare price at time of booking and flight schedules. Therefore, flights that appear to be cheaper online often have other limitations that should be considered in selection.
However, if you find a cheaper flight, please provide a copy of the quote/itinerary to the travel administrators before the trip is finalised to compare, this will assist the travel team with providing accurate details for comparison to the TSP.
Complete a Business Travel Request Form ASAP then contact the travel team by phone on (08) 8302 6430, the travel team will reprioritise their work to accommodate the request.
Please be reminded that early notification provides more scope for securing the accommodation and flights of your choice and also generally results in lower costs to your nominated cost centre.
The Travel Team does not just book air tickets. They will book accommodation, Hughes Cars, car rental or any other travel requirements. You can include these details directly onto the Business Travel Request form.
You can contact the UniSA Travel Team during business hours 9.00am-5.00pm Monday to Friday on +61 8 8302 6430.
Outside of business hours you should contact the UniSA Travel Management Company: Orbit World Travel ph +68 8 92212133 (please note there are fees associated with this service).
It is usual for a conference organiser to include hotel accommodation options located close to the conference venue as part of the conference registration package deal. If you to choose to include your accommodation in the registration package, then the travel team will only be required to book flights and airport transfers etc as the Travel Team will not have access to the conference hotel rates.
RECOMMENDATION: Prior to committing to the sometimes 'inflated' conference rates, ask the Travel Team to check on hotel rates in the area where the conference is being held. The team may be able to save you a considerable amount of money.
Additional Note: The Travel Team do not complete the registration to attend a conference, that responsibility is left to the traveller.