Visitor Management

A streamlined visitor management process is in place for visitors to Monash who stay between 1 to 20 calendar days.

Streamlined process: 1 to 20 calendar day visits
Short stay visitor process flow chart
VMM system changes
Key contacts
Feedback
Policies and Procedures
Chauffeured car companies
Forms
More information

Streamlined process: 1 to 20 calendar day visits

Visitors who come to Monash from between 1 to 20 calendar days do not need to have their visit details entered into the Visitor Management Module (VMM) unless they are either paid a fee or need an ID card for security / library access.

Where a visitor neither requires security access nor is paid a fee, faculty / non-faculty staff involved with visitor management can liaise directly with the visitor.

The visitor process flow chart [pdf] for 1 to 20 calendar day visits provides an overview of the steps for this streamlined process

Process for short-stay visitors – 1 to 20 calendar days (click on the links to the relevant information):

Visitor not entered into VMM (unless a fee is paid or ID card is required for access to electronic journals in library or high level security access)
Planning the visit - short stay visit confirmation details schedule [word] [pdf] (use for faculty reimbursement approval)
Inviting the visitor – use a simple invitation letter (letter content can be sent as an email) for Australian [word] and International [word] visitors
Security access – setting up short-stay visitor security access
Visitor Internet access – setting up internet access to allow visitors to use their home email
Visitor induction - the Visitor Induction Checklist [word] [pdf] can be adapted to suit the focus of the visit for the department / portfolio area
Expenses – prefer approved expenses paid directly by Monash (this includes air-fare, accommodation, chauffeured car from and to airport)
Expense reimbursement - new visitor claim form [word] [pdf] specifically for 1-20 day visitors (P2P will accept scanned receipts with this claim form).

Other key information:

Visitor not required to send back a signed agreement
No need to have international visitors passport and visa details (unless paid a fee)
Visitors paid a fee - continue to use VMM for all visitors who are paid a fee and 21+ day visits

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VMM system changes

Work is being scheduled to make further system changes to the VMM. These will include:

Simplified VMM generated invitation letter.
Links to the updated Visitor Terms Sheets
Systems enhancements.

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Key contacts

For general enquiries contact Access HR (Ext 20400) or hr@monash.edu

Immigration advice

Helen Fox (ext. 20096) primarily responsible for occupational trainee and visiting academic type visas.
Reenu Johnson (ext. 29560) primarily responsible for employment visas but also able to assist with visitor type visas