Traveller profiles

HRG Australia and Voyager Travel Corporation will maintain traveller profiles for all Monash employees. Travellers and travel bookers can contact either travel manager to update their profiles.

Why do you need a travel profile?
What Cost Centre / Reporting Group should you use when I register my profile?
One-off profiles for casual users, visitors and non-Monash staff
Security of profile data

Why do I need a travel profile?

Every traveller requires a travel profile. Profiles are required by HRG and Voyager to facilitate your personal details to ensure your trip goes smoothly. Your profile should include -

• Your full name - properly spelt to match the name in your passport,
• Passport and visa details,
• Your cost centre / reporting group (for reporting purposes only),
• Emergency contact details including home contact details in case the airline has to advise of flight rescheduling;
• Travel requirements - meal and seating preferences, hotel preferences, etc.
• Frequent flyer membership details, etc.
• Credit card details for charging purposes (you can register multiple card details and all information is held secure with bank level encryption,

Profile details are forwarded to all relevant suppliers (airlines, hotels etc.) to ensure you receive the service and benefits specific to you. Having an up-to-date profile will greatly speed up the booking process.

What Cost Centre / Reporting Group should I use when I register my profile?

The need for a Cost Centre (reporting group) attached to a profile is simply for reporting purposes only.

The Monash Travel Office has designated approximately 30 reporting groups that are available in the HRG and Voyager systems to classify travel expenditure and activity. Please ensure you pick the most appropriate reporting group from the drop-down listing provided. If you register your profile with both suppliers, then please select the same group/cost centre for each supplier. (List of current reporting groups ).

Notes: The Cost Centre / Reporting Group is not used to directly charge travel costs- it is for reporting purposes only.

One-off profiles for casual users, visitors and non-Monash staff

Both HRG and Voyager can accommodate "one-off" profiles for those occasions where you might be covering the travel costs for a non-Monash person (eg. when you are bringing someone to Monash for an interview or meeting). The set-up of one-off profiles can be done by contacting a consultant at HRG or Voyager.

Security of profile data

Both HRG and Voyager maintain personal traveller profile data in secure systems. The privacy of the data is maintained at all times on a need-to-know basis and most of the information required to facilitate a booking process is passed over automatically to airlines etc.

The data is not accessible to other users / Monash staff unless you have assigned rights to a travel booker or person that books travel on your behalf.

Monash have reviewed privacy and confidentiality clauses with both HRG Australia and Voyager Travel within the revised Travel Management Services Agreement. The clauses are now aligned with the standard privacy and confidentiality assigned by the University.