Travel Plans

The University's requirement for pre-trip approval for international travel is covered in the Staff International Travel Procedures for Australian Campuses .

The basis for approval is via the Staff International Travel Plan which can be downloaded from the International Staff Services Policies and Guidelines page and should then be submitted to your Dean or equivalent for approval.

Travel bookings are to be made using one of the University's two strategic suppliers ( TMCs or Travel Management Company) which are currently HRG Australia or Voyager Travel Corporation. When Voyager or HRG complete a booking the information is automatically sent to the University's traveller locator system, Flightlock.

Please note that only bookings made via the TMCs can be captured and reported to Flightlock.    

Criteria for approval of non-approved agency bookings

The University's travel policy deems that all bookings are to be made through Voyager or HRG unless a traveller pays for 80% or more of their travel costs themselves from their after-tax earnings.

In this case, another agency may be used and the Travel Office notified. We will then keep these exceptional trip details in an ancillary register. Naturally, it is hoped that Voyager or HRG will be given a chance to quote on your trip, even if paying for it yourself.

In all other instances, Voyager or HRG must be used. Voyager has a fare matching policy and procedure that is viewable in the Fare Matching section on the Travel Advice website at -

http://www.adm.monash.edu.au/procserv/travel/advice/index.html

If these procedures are followed and Voyager advise the Travel Office that they cannot genuinely match or better a fare then they will inform us accordingly.

In some circumstances, travel bookings can be made through an alternate travel agency. The reasons for using an alternative travel agent are:

1) Frequent flyer points used

2) Travel expenses are being paid for by a third party

3) Research student obtains a (cheaper) student fare

If a booking falls in to one of these categories, then the traveller must seek approval from the travel office -traveloffice@adm.monash.edu.au  . The traveller must provide the quote and itinerary for all reasons.

If the Travel Office is satisfied that use of an alternate agency is acceptable it will then inform the Dean, faculty / divisional travel coordinator of the decision who will then review and approve the rest of the Travel Plan as appropriate.

Internet Bookings

Please note: Booking of an International airfare directly via the Internet is not encouraged and will not be approved by the Travel Office as a valid alternative to Voyager or HRG.