How to book your travel

Monash University has two strategic travel management companies (TMC's), HRG Australia & Voyager Travel.

All international travel is to be booked via either of the TMC's (please refer below for contact details). Domestic travel is also to be booked via the TMC's, however both TMC's have the option of booking online via their respective booking tools, or via a consultant. (please refer below for online booking tool information and contact details)

The TMC's will provide travellers with the most suitable travel options that meet guidelines developed by the University in consultation with Procurement, Human Resources and Occupational, Health and Safety.

Both TMC's provide a dedicated team of highly trained experienced staff who are able to book and manage your domestic and international travel requirements.

When dealing with the TMC's, it is recommended that you provide as much information as you can about your travel requirements as it will enable the consultants to research and source the best available fares and travel options.

For more information on how to book travel click on one of the following links:

• Accommodation
• Car Hire
• Taxis (Cabcharge)

Travel Management Services

Contact either of the TMC's using the information below to make domestic or international bookings.

Information you need to provide the TMC's when making a booking

Make sure the TMC has all of your personal information available to process your booking. If you have set up a traveller profile they should already have this information.

The minimum information the TMC requires is your name (as it appears in your passport), contact numbers (home, mobile and work), email address, passport number and expiry date, credit card number and nationality. If you have airline membership numbers provide this information as well as it will assist with the processing of your booking.

When you contact the TMC, provide them with the dates you require travel for in and out of each destination you are travelling to. If you are able to be flexible with you travel dates, let the consultant know, as this may assist them to find a cheaper fare or a better connection to your final destination.

Make sure you are specific as to what airports you want to travel from so there is no misunderstanding (e.g. Melbourne has two airports, Avalon and Tullamarine).

If you have any specific requirements (meals, disability, non smoking room, automatic car only) ensure you include this information in your travel request so the consultant can make the appropriate notes and requests within your booking.

Booking Travel Online

Both TMC's provide access to online bookings tools to book discounted domestic airlines, accommodation and car hire. Serko is the best system to source and book the cheapest available domestic fares including Qantas, Virgin Blue, JetStar and Regional Express (Rex).

Users need to be aware that both online booking tools provided by the TMC's have their limitations, including not being able to combine different airlines on the single travel itinerary.

For more information on the online booking tools, consult the user manuals provided or contact the TMC's using the numbers in the table below.

Travel Management Fees

Monash has negotiated very competitive transaction fees based on travel services provided to Monash by HRG Australia and Voyager Travel. The fee schedule details the services available and transaction and miscellaneous fees applied by the travel managers.

The transaction fee is the only source of income available to the TMC's as they are contracted to discount any available commissions from the sale of airfares at the time they issue the ticket. This ensures Monash is provided with the lowest price available for the airline ticket issued by the travel manager.

For more information on the fees charged by HRG and Voyager click on the following link:
Travel Manager Fees

Service Level Agreement

Both TMC's are contracted to provide services to Monash within agreed service levels. The service levels are in place to ensure the TMC's have adequate time to source the best travel options and fares available based on your request and within the travel policy guidelines established by the University.

The response times in the following table are the maximum times the TMC's should take to respond to an enquiry. If the TMC is not able to meet the times indicated within the table (due to peak booking periods or a complex travel itinerary), they are required to contact you to provide a timeline as to when they expect to be able to respond.

If you experience delays in response times it is recommend that you contact the travel manager to register your feedback and copy in the travel office so we are able to assist and monitor the process on your behalf.

Leisure Travel

Both HRG Australia and Voyager Travel provide Monash with access to a competitive leisure travel services.

Note that travel management fees and endorsed supplier services and rates quoted within the intranet may not apply to leisure travel booked by individuals within the University.

Event and Group Management Services

Both HRG and Voyager provide extensive event and group management services which are available to the University.

Note that travel management fees and endorsed supplier services and rates quoted within the intranet may not apply to events travel booked by individuals or groups within the University.

For more information on the services provided contact either HRG or Voyager on the following details:

Domestic and International Airlines

A number of domestic and international airline agreements have been established to enable the University to source more competitive fares and services to an extensive number of destinations throughout the world.

Domestic Airline Agreements

International Airline Agreements

Information on Endorsed Airlines

• Cathay Pacific
• Lufthansa
• Malaysian Airlines
• Qantas
• South African Airways
• Singapore Airlines
• United Airlines
• Virgin Blue

Airline Memberships

• Qantas
• Virgin Blue