Adequate forward planning for travel is required to ensure appropriate staff coverage, assessment of risk, minimisation of travel expenditure, obtaining the lowest logical fare and travel costs, and to ensure that travel is planned around university business.
Intending international travellers must be aware that forward planning is essential to ensure appropriate travel authorisation is obtained in a timely manner and to take advantage of forward travel booking discounts.
Please refer to the Travel Checklist and Travel Expenditure Schedule for factors to be considered in planning and budgeting for your travel.
Travellers, bookers and authorisers should familiarise themselves with their responsibilities detailed in the Travel Policy and the Travel Procedure (PDF 219.2 KB).
While the University has a duty of care to its authorised travellers, travellers also have a shared duty of care to minimise any destination security and medical risks.
The University has engaged International SOS to provide travel-related security and medical advice prior to international travel as well as assistance while travelling. Please contact International SOS prior to departure if you have any concerns regarding the destination that you are travelling to – they can assist with vaccination or medical advice, security risk and other matters.
Risk Approval is required for destinations that have a DFAT Level 3 (Reconsider your need to travel) or 4 (Do not Travel) advisory levels. Please review advisory levels at Smart Traveller before submitting your travel request. It is recommended that travel plans for destinations with Level 3 or 4 are discussed with Line Managers before formally submitting a travel authorisation request.
For these destinations, your travel request should include the following details:
- Traveller justification for travel,
- Implications/risk to the university of not travelling,
- Insurance implications,
- Traveller understanding of the risk, and
- Traveller plans to mitigate the risk.
Travel requests requiring Risk Approval are workflowed to the Provost Office in the first instance, and will only be workflowed to the Travel Agent for quoting and travel authorisers if Risk Approval is provided by the Provost Office.
Please refer to Section 3 of the Travel Procedure (PDF 219.2 KB) for detailed information regarding Work Health & Safety.
The University provides Corporate Travel Insurance for authorised travellers on authorised travel more than 50kms from the person's normal place of residence or normal workplace for travel up to 180 days. It does not include normal daily travel between home and place of business unless it involves travel to and from your home state.
The University does not provide cover for non-incidental private travel days and travellers should ensure that they have adequate travel insurance coverage for the total number of private travel days.
Information regarding Corporate Travel Insurance exclusions, claims, claim limits and excess can be found in the Insurance Guidelines (PDF 552.0 KB) which is available via the University Travel Portal.
All relevant costs of travel should be included in a travel authorisation request for consideration by the travel authoriser, this includes items such as airfares, accommodation, car-hire, meals and meals that are deemed to be entertainment provided to guests and the traveller funded by the university and summary of miscellaneous costs.
Note that all air travel will be at economy class unless specified otherwise in a traveller's employment contract or where authorised by the Chief Financial Officer or delegate.
Please refer to the Travel Procedure (PDF 219.2 KB) – Appendix B Schedule of Permissible Travel Expenditure for further information.
Accommodation, meal costs and incidental expenditure must be reasonable and in accordance with Cl 33 of the University of Tasmania Staff Agreement 2013 -2016.
Accommodation outside of Tasmania is required to be booked via the University Travel Agent.
Items to be considered incidentals include minor bus fares, water or small laundry/dry cleaning.
Please refer to the Travel Procedure (PDF 219.2 KB) for detailed information of travel expenditure and accommodation exceptions.
The preferred method of payment for travel expenditure while travelling is using a UTAS Business Card.
Please refer to the Business Card Procedure (PDF 162.20 KB) for detailed information on obtaining a Business Card and the use of a business card as well as coding and submission of card transactions.
If you do not have a Business Card you may be able receive a travel advance or claim for receipted expenditure on return.
Where a traveller does not hold a University Business Card they can request a travel advance or reimbursement of expenditure on return. In either case the claim must be substantiated with receipts and approved inline with the delegations of authority.
Where receipts are in a foreign currency the daily rate that the goods and services were provided will be used to convert back to the Australian dollar equivalent. Foreign exchange fees incurred are also reimbursable.
Western Union exchange rates are used to calculate currency conversions for reimbursements using the Payment Request eForm.
The University will reimburse or pay for necessary visas and vaccines required for University travel.
Passport costs and memberships for loyalty programs are deemed personal and are payable by the traveller.
Andrew Jones Travel also offers TripCase. TripCase is an App for both business and leisure travellers that allows you to organise and manage your travel itineraries.
Your trip can be created by using your flight record locater (a 6-alpha character code) which is listed on your travel itinerary. Andrew Jones Travel can help you find this. Once a trip has been created, TripCase uses information contained in your itinerary for real time notifications.
Download TripCase App from here: http://travel.tripcase.com/