糖心传媒

Yes. All Business Travel requires pre-approval before any arrangements are made. You will need to submit a Pre-Trip Approval (PTA) for any travel that involves an overnight stay or a flight before making a booking or committing University funds.

You must obtain the correct activity or project code from your department’s Finance Officer before submitting your Pre-Trip Approval (PTA).

Travel Services does not manage unit budgets, and travel cannot be approved or booked without these details. 

• You should estimate costs slightly higher than current online prices to account for fare fluctuations.
• Use the travel estimator tool in the PTA system to estimate flight costs, and refer to the Reasonable Rate Guidelines for appropriate hotel costs. 
• There are also many online travel sites where you can do a quick quote to check prices before you submit your PTA.

• A formal risk assessment is mandatory for travel to destinations rated Level 2 or higher by the Department of Foreign Affairs and Trade (DFAT).
• You should also review ISOS medical and security ratings to assess risks relevant to your personal profile.
• If a Travel Risk Assessment is required, you will need to complete the International Travel Risk Assessment Form and attach it to your PTA. 

You can contact the Travel Services team for guidance on current entry requirements and visa regulations for your destination.

Information is also readily available through;

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Yes, corporate travel insurance is provided automatically for authorised business travel, subject to the limitations of the policy.

Please review the Corporate Travel Insurance webpage and PDS to ensure it meets your specific needs. 

Yes, you may combine private travel if it is incidental to your business trip, but you must use personal leave for the private days and pay for all associated private costs using non-University funds.

Please note: any private travel over 35% of your trip will require a 50% contribution to your airfare.

Travel Services and FCM will not book any private hotel nights.

• You must minimise your connection to public or non-secure Wi-Fi networks and use a VPN to access University systems.
• Do not install new software while travelling and immediately report lost or compromised University devices to Technology Services.

You are required to book the lowest non-stop fare of the day that is fit for your business purpose and must not choose more expensive flights based on personal preference or frequent flyer rewards. 

Your travel request must be authorised by the appropriate financial delegate as defined in the 糖心传媒 Approvals Authority for University Travel. 

• As approvals are actioned by senior staff, there may be delays in their assessment and approval of your travel.
• Please allow several weeks for approvals, especially where there are complex international arrangements.

• Please submit your travel request as early as possible to allow time for the formal authorisation process to be completed.
• As a guide, a minimum of 2 – 3 weeks for domestic travel and
• 6 – 8 weeks for International travel. 

• You will receive an automated email notification from the FCM PTA system once your request has been fully approved.
• You can also track the status of your request at any time by logging into the FCM Platform.

No, you do not need to complete a Pre-Trip Approval (PTA) form for travel that is completed within a single day unless you have same-day travel that requires flights.

You should still discuss same-day travel with your supervisor.

• You should contact the FCM group team for travel involving 10 or more people or use the Pre-Trip Approval (PTA) system for smaller groups.
• For groups less than 10, where the travel arrangements are the same and the funding source and activity code/project code are the same, one PTA can be submitted with each attendee added.

No.

• For groups of 10+ you can request travel directly with FCM Groups by emailing scugroups@fcmtravel.com.au.
• Please refer to the group travel webpage for more information. 

Travel to "Do not travel" (Level 4) zones is prohibited without written approval from the Vice-Chancellor, and you must not use private rental platforms like Airbnb in locations where the DFAT risk rating is Level 3 or higher. 

Travel booked through Travel Services or FCM will be automatically registered with International SOS.

This ensures travellers receive location-based security and health alerts while travelling.

You should discuss this with your doctor and arrange a confidential briefing with International SOS to discuss any pre-existing conditions and manage potential health risks during your trip.

• Yes, you must complete a travel diary for all international travel and any domestic travel that exceeds six nights.
• The travel diary is completed in PTA.

• You may include preferences in your PTA; however,
• You are required to book the lowest logical fare of the day,
• University policy prohibits choosing flights or accommodation based on personal loyalty programs or individual preference if a more economical option is available.

• You may not book travel directly with suppliers unless you have received specific written approval from the Manager of Travel Services.
• All University business travel must be booked through Travel Services or FCM. Exceptions are strictly limited. 

Once your PTA is approved, a designated Travel Arranger from the Travel Services team will be your primary point of contact for finalising your arrangements.

You must contact FCM or Travel Services to manage changes, as unauthorised changes that increase costs may result in you needing to make a personal financial contribution.

You may keep points earned, but you are strictly prohibited from using personal frequent flyer rewards as a justification to book a more expensive flight than the "Best Logical Fare". 

Your airline will usually reschedule your flight and advise you of the new travel options.

Please contact FCM or Travel Services immediately if you require assistance and ensure you keep records of all extra expenses incurred as a result of the disruption.

Yes, when you return from travel the FCM PTA system will send you an email asking you to review and confirm your travel diary.

Please update the diary to ensure it clearly shows your travel activity and dates.

• You must document the nature, date, and duration of all business activities to distinguish them from private components, which is required for tax compliance.
• If travelling for more than six nights, you are required to review your travel diary upon completion of your trip and ensure it meets the ATO requirements.
• You will receive a notification from the Pre-Travel Approval (PTA) system, requesting you review and confirm your travel diary.

The University utilises International SOS (ISOS) to monitor safety and security. In the event of a major incident, ISOS will send automated alerts and check-in requests on behalf of the University. You are required to read these alerts, respond promptly to confirmation requests, and follow all provided guidance.