Travel

Travel Procedure

Policy Code: FN937

Purpose

To establish the procedure to be applied when required to travel on University-related business:

  • The process to follow when making bookings for Domestic and International travel; and
  • Management of travel expenses incurred during the conduct of University Business.

Scope

This procedure applies to University Representatives that are involved in University sponsored travel and those responsible for authorising and processing travel arrangements paid for by the University.

Legislative Context

NIL

Definitions

A complete list of definitions relevant to this procedure is contained within the Travel Policy.

A further list of definitions specifically relevant to this procedure is included below:

Term Definition
Travel Diary

A travel diary is a diary or similar document to be maintained and signed by an employee to substantiate the business nature of any University sanctioned travel where the employee is required to travel from home for six or more consecutive nights.

The determination of the number of nights away commences from when the employee first departs their home to start travel and concludes when the employee returns to their home.

Travel Management Company (TMC) The travel agent that provides the University's Travel Management services.

Actions

Please note that booking timeframes are subject to airline policy in relation to seat-holding. Staff should be aware that the following timeframes apply:

Domestic air travel – When you have submitted your travel request in Concur, the request needs to be actioned by your travel approver by 21:30hrs on the same day. This is because your booking request reserves a seat on a flight but is not actually ticketed unless travel approval occurs within a same-day timeframe (airlines will not guarantee pricing beyond this).

International air travel – Once you have submitted your request in Concur, you have 7 days within which to finalise your itinerary with Campus Travel and then have the approval actioned in Concur.

  • For both domestic and international travel, there are two approvals to travel – one is required before booking in Concur (actioned outside of Concur) and the other is the approval workflow within Concur once travel arrangements have been finalised (whether domestic or international).

1. Booking domestic travel through the Concur on-line travel and expense management tool

  ACTIVITY RESPONSIBILITY STEPS
A. Seek approval for travel Staff member
  1. Apply for your Business/Travel leave via the Employee Self-Service System (ESS).
  2. Approvals are as follows:
    • Professional staff: seek approval from your line manager.
    • Academic staff: refer to individual Faculty Business Manager for domestic travel approval process.
B. Accessing the Concur online travel and expense management tool. Staff member
  1. Log on to FedUni intranet.
  2. Navigate to www.federation.edu.au/staff.
  3. Click the “Travel and expense management system” link.
C. Booking travel requirements. Staff member
  1. Select flights, accommodation, car hire based on preferred itinerary and using online booking search.
  2. Complete your estimate of travel expenses, include conference fees, taxis etc.
D. Approving travel request. Staff member / approver
  1. Finalise booking in Concur booking system.
  2. Submit Travel Request to authorising supervisor (Professional staff) or Faculty Business Manager (Academic staff) for approval. An email will be sent by Concur notifying an Approval is pending.
E. Confirming travel booking and itinerary. Concur system
  1. Staff member will be notified by the Concur tool once the travel has been approved.
    • Your booking is confirmed only after you receive a confirmation and itinerary from Campus Travel. Please ensure you take a copy of this document with you when you travel.

2. Booking international travel through the Concur on-line travel and expense management tool

  ACTIVITY RESPONSIBILITY STEPS
A. Arranging Approval to travel overseas. Staff member
  1. Apply for your Business/Travel leave via the Employee Self-Service System (ESS).
  2. Complete the University Funded Overseas Travel Application Form.
  3. Seek VC or DVC approval as appropriate, prior to making travel arrangements.
B. Assessing travel risk. Staff member
  1. Complete a Hazard Identification Risk Assessment and Control review where foreseeable risks associated with the travel could lead to serious injury or illness.
C. Accessing the Concur online travel and expense management tool. Staff member
  1. Log on to FedUni intranet.
  2. Navigate to www.federation.edu.au/staff.
  3. Click the “Travel and expense management system” link.
D. Booking travel requirements. Staff member
  1. Select flights, accommodation, car hire based on preferred itinerary and using online booking search.
  2. Complete your estimate of travel expenses, include conference fees, taxis etc.
E. Finalising travel itinerary. Staff member / Campus Travel
  1. Submit request in Concur.
  2. Campus Travel will pick up the booking from Concur and provide flight/accommodation options to the staff member. *This is done external to the Concur system, via phone/email.
  3. The staff member interacts with Campus Travel to finalise a travel itinerary that best meets their business need.
  4. Once the final quote is accepted, Campus Travel will re-queue the booking in Concur.
F. Approving travel request. Staff member / approver
  1. Submit Travel Request for approval in Concur.
  2. Staff member will be notified when the booking is confirmed.
    • Your booking is confirmed only after you receive a confirmation and itinerary from Campus Travel. Please ensure you take a copy of this document with you when you travel.

3. Completing travel administration and expense management

  ACTIVITY RESPONSIBILITY STEPS
A. Accessing the Concur online travel and expense management tool. Staff member
  1. Log on to FedUni intranet.
  2. Navigate to www.federation.edu.au/staff.
  3. Click the “Travel and expense management system” link.
B. Managing expenses / completing travel administration Staff member
  1. Create a claim report for your trip.
  2. Match all relevant expenses to the expense claim report.
  3. Ensure all expense items are correctly coded.
  4. Attach a travel diary (if applicable) to the claim report using the “attach receipt” function.
C. Finalising claim report Staff member
  1. Review claim report for completeness / accuracy.
  2. Submit claim report for approval.

Responsibilities

The Chief Operating Officer/Chief Financial officer has responsibility for the maintenance of this procedure.

Promulgation

The Travel Procedure will be communicated throughout the University community in the form of an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure.

Implementation

The Travel Procedure will be communicated throughout the University community in the form of an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure.

Records Management

Title Location Responsible Officer Minimum Retention Period
University Funded Overseas Travel Application Form Central File DVC (Academic) 7 Years
Travel Records and Expenses Diary Financial Services Manager, Financial Services 7 Years
Hazard Identification, Risk Assessment and Control (HIRAC) report form Local School / Directorate Authorising Supervisor 7 Years