Staff International Travel Procedures for Australian Campuses

Part A - Travel Procedures

Part A provides the Monash Travel Procedures. This Part should be read in conjunction with Part B which provides more detailed information about the travel procedures.

1. Authorised Travel
2. Prepare a Travel Plan and risk management
3. Seek authorisation & approval
4. Organise travel details including: visa/work permits, travel class; booking flight, accommodation & apply for travel insurance
5. Consider costs, reimbursement and leave entitlements
6. Pre-departure briefings
7. Provide post-trip report

Section 1. Authorised Travel

Authorised travel include any of the following activities:

• attending a conference, symposium or workshop;
• taking up and returning from an expatriate posting;
• undertaking an Outside Studies Program (OSP) which has been fully endorsed by the university;
• conducting commercial business on behalf of the university, including consulting;
• specific approved tours, such as touring orchestra, choir or sports team;
• undertaking research field work;
• visiting fellowships at overseas universities/institutions;
• appointing of overseas Chairs;
• teaching at offshore locations;
• undertaking marketing and business development activities;
• visiting offshore campuses and or centres;
• external secondments approved and funded by the University, and
• (other) travel specifically approved by the deputy vice-chancellor, dean or divisional director.

Section 2. Prepare a Travel Plan and Risk Management

Travel Plan

Any staff member undertaking travel on behalf of Monash University must prepare and submit a Travel Plan for approval.

See: Detailed Procedural Guidelines - Monash University Request for Approval to Undertake International Travel (The Travel Plan)

Consider risks and review travel warnings

The Travel Plan must include the current DFAT warning. If there is an adverse DFAT travel warning relating to the proposed travel you must seek advice from the university's Security Manager. You must include when submitting your Travel Plan for approval the university's Security Manager's advice, together with the compelling reasons for travel to the region.

See: Detailed Procedural Guidelines - Security and Risk Management
See also: Guidelines for Health & Safety during International Travel (pdf)

Section 3. Authorisation & Approval

Staff who travel internationally to fulfil their Monash University work commitments must receive formal authorisation prior to departure from their home campus. Authorisation comprises approval of a “Request for Approval to Undertake International Travel” (The Travel Plan).

Authorisation can be provided only by the Vice-Chancellor, a Deputy Vice-Chancellor, Vice President, Dean or Divisional Director or their formal delegate.

The safety and welfare of the staff member is paramount in deciding whether to approve or not approve international travel. Prior to authorising travel, where there is a Department of Foreign Affairs and Trade (DFAT) warning of “reconsider your need to travel” or ”advised not to travel” (or an equivalent warning for staff from other home campuses), careful consideration will be given to whether the travel is essential/important at that time or could be deferred, and the traveller's personal networks, support, language ability and capacity to implement a risk reduction strategy.

Any staff member undertaking travel on behalf of Monash University must lodged the approved Travel Plan with the person nominated with responsibility for collection of staff travel information in their faculty, department or division.

Responsibility: Staff member requesting to travel, Person authorising Travel.

See: Detailed Procedural Guidelines - Authorisation / Approval for International Travel

Section 4. Organise travel details including: immigration, travel class; booking flight, accommodation & apply for insurance

Visa/Work permits requirements

Having the correct visa for the nature and length of your visit will ensure that you are able to enter the country and may also determine whether there are any taxation implications.  Staff members can check the visa/work permit requirements with the appropriate embassy/ high commission for the countries they will transit through or visit and ensure they comply with the requirements.

See: Detailed Procedural Guidelines - Passport/Visa/Work Permit

Travel Class

The choice of travel class of either Economy or Premium Economy (where this is offered by the air line) or Business, for individual staff members is based on balancing the factors enabling staff members to make the most effective use of their time overseas. Under no circumstances a staff member is permitted to travel first class at University expense.

Monash University Vice Chancellor’s Group, Pro-Vice Chancellors, Deans and Divisional Directors are able access Premium Economy or Business class airfares however due consideration should be given to whether the purpose of travel require this expenditure. Economy class airfares are to be used by all other university employees, except as detailed in the Guidelines and Premium Economy is only to be accessed where the staff member’s travel circumstances would have warranted flying Business class. Any departure from these provisions will require business rationale and approval of Dean or Divisional Director.

See: Detailed Procedural Guidelines - Travel Class

Bookings

All Australian staff travel bookings must be made through the Monash University preferred Travel Management Company (TMC) which is charged with the responsibility of securing the “Best Fare Available”.

See: Detailed Procedural Guidelines - Travel Bookings

Accommodation & Local Transport

The choice of accommodation while travelling should be based on safety and security while enabling optimal working conditions. Estimated cost of accommodation should be included in the travel plan before submission for approval. Where the cost of accommodation exceeds AUD $500 per night the Dean or the Divisional Director must be notified with justification for selecting such accommodation.

Where public transport is a safe and economical means of travelling locally, consideration should be given to using it.

However, when this is not available car rental bookings in overseas countries should be made directly with the university's preferred TMC. This particular requirement may not apply for those with OSP funding which is paid directly into a staff member's personal account.

See: Detailed Procedural Guidelines - Accommodation and local transport while travelling

Insurance

All Monash University staff undertaking international travel for university purposes must be covered by the university's Business Travel Insurance Policy from their home campus.

Until Flightlock is automated the travelling staff member must register online for university Business Travel insurance. Staff can register on the Insurance Services website.

See: Detailed Procedural Guidelines - Insurance

Responsibility: Staff member requesting to travel

Section 5. Consider cost, reimbursement and leave

All expenses and travel costs that are outlined in the Travel Plan, and authorised for payment, will be met either by payment with a university Corporate Card or by reimbursement on presentation of receipts. Staff members may choose to undertake part of their Monash work commitment documented in their Travel Plan (e.g. OSP or conference participation) at their personal expense.

The Monash University's Corporate Card is the preferred method of payment for all business travel and associated expenses.

Details in relation to:

• Leave
• Frequent Flyer
• Airline Clubs
• Accompanying Family members etc.

are provided in the Detailed Procedural Guidelines - Financial Considerations - expenses, travel costs and leave entitlements

Responsibility: Staff member requesting to travel

Section 6. Pre-departure Briefings including cultural training

Where cultural training is mandatory part of the program this will be provided by the University. Local HR staff are the primary point of contact to arrange pre-departure briefings.

Section 7. Post Trip Reporting

Staff members are required to provide a completed Monash University Travel Diary to the nominated Faculty /Directorate International Travel Officer after each travel occasion.